Privacy Policy
Last updated: [[DATE — e.g. October 2026]]
This policy explains how [[LEGAL PRACTICE NAME — e.g. MH Perio Ltd]] (“we”, “us”, “our”) collects, uses and protects your personal information when you visit this website, make an enquiry, are referred to us, or receive care from us. We are committed to protecting your privacy and handling your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
The data controller responsible for your information is:
- [[LEGAL PRACTICE NAME]]
- [[PRACTICE ADDRESS, Glasgow, POSTCODE]]
- Telephone: [[PHONE]]
- Email: [[EMAIL]]
- Registered with the Information Commissioner’s Office (ICO), registration number [[ICO REGISTRATION NUMBER — e.g. ZA123456]]
- [[IF A LIMITED COMPANY: Registered in Scotland, company number [[COMPANY NUMBER]], registered office [[REGISTERED OFFICE ADDRESS]]]]
Our care is led by Dr Mairi Henderson, a specialist periodontist and implant dentist registered with the General Dental Council (GDC number [[GDC NUMBER]]).
If you have any questions about this policy or about how we use your information, please contact us using the details above. [[IF YOU HAVE A NAMED DATA PROTECTION LEAD: Our data protection lead is [[NAME / ROLE]], contactable at [[EMAIL]].]]
The information we collect
Depending on how you interact with us, we may collect:
- Enquiry details — your name, email address, telephone number and the content of any message you send us through the website, by email or by phone.
- Referral details — where another dental or medical professional refers you to us, the information they provide about you and your treatment.
- Clinical and health information — your medical and dental history, clinical notes, radiographs, photographs, treatment plans and correspondence. This is “special category” data and is given extra protection under data protection law.
- Financial information — details needed to process payments and provide estimates. We do not store full card details.
- Website usage information — limited technical data collected through cookies and similar technologies (see our Cookie Policy).
How we use your information, and our lawful basis
We only use your information where the law allows us to. The lawful bases we rely on are:
- Provision of healthcare — to assess, plan and deliver your dental care, to keep accurate clinical records, and to communicate with you and with the professionals involved in your care. For personal data we rely on Article 6(1)(b) (contract) and Article 6(1)(f) (legitimate interests); for health information we rely on Article 9(2)(h) (provision of health care and treatment).
- Responding to your enquiries — to answer questions you send us and arrange appointments, relying on Article 6(1)(b) and (f).
- Legal and regulatory obligations — to meet our obligations to the General Dental Council, NHS bodies where relevant, HMRC and others, relying on Article 6(1)(c) and, for health data, Article 9(2)(h).
- Consent — for optional things such as non-essential cookies, or marketing communications where you have asked to receive them. You can withdraw consent at any time.
Who we share your information with
We treat your information as confidential and only share it where necessary to provide your care or where we are required to by law. This may include:
- the dentist or clinician who referred you, and your own general dental practitioner, to keep them informed about your treatment;
- dental laboratories and other specialists involved in your treatment;
- our secure IT, practice-management and communication service providers, who act on our instructions under written agreements;
- our indemnity provider or professional advisers where necessary;
- regulators and public authorities where we are legally required to disclose information.
We never sell your information, and we do not share it for marketing by other organisations.
Storing your information
Your information is stored securely, with appropriate technical and organisational measures to protect it against loss, misuse and unauthorised access. Where information is held electronically it is kept on secured systems; paper records are held securely on our premises.
We keep dental records for as long as we are required to by professional guidance and the law. For adults this is normally at least 11 years from the date of the last entry; for children, until their 25th birthday, whichever is the longer. After this, records are securely destroyed.
Transfers outside the UK
Your information is normally processed within the UK. Where any of our service providers process data outside the UK, we make sure appropriate safeguards are in place as required by data protection law. [[REVIEW ONCE YOUR SUPPLIERS ARE CONFIRMED — remove this section if all processing is UK-based.]]
Your rights
Under data protection law you have the right to:
- be informed about how we use your information;
- request a copy of the information we hold about you;
- ask us to correct information that is inaccurate or incomplete;
- ask us to delete information, or restrict how we use it, in certain circumstances;
- object to certain processing;
- withdraw consent where we rely on it.
Some of these rights are limited where we have a legal duty to retain clinical records. To exercise any of your rights, please contact us using the details above. We will respond within one month.
Cookies
This website uses cookies and similar technologies. Please see our Cookie Policy for details of what we use and how you can control them.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put things right — see our Complaints Procedure. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection:
- Website: ico.org.uk
- Helpline: 0303 123 1113
- Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Changes to this policy
We may update this policy from time to time. Any changes will be published on this page with a revised “last updated” date.