GDPR & Privacy Policy
Effective Date: 11th June 2025
1. Who We Are
Harpenden Smiles is a dental practice registered in the UK. This Privacy Policy explains how we collect, use, and protect your personal information, in compliance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).
2. Types of Personal Data We Collect
- Patient clinical and health data and correspondence
- Staff employment data
- Contractors’ data
- CCTV footage
- Telephone recordings
- Contact information (name, email, phone, address)
- Website usage data and ad interaction data
3. Why We Process Personal Data
We collect and process personal data for the following reasons:
- To provide appropriate, safe, and effective dental care
- To manage employment, taxation, and pension responsibilities for staff
- To manage contractor relationships and agreements
- To respond to patient and customer enquiries
- To communicate about services, appointments, and offers
4. Lawful Basis for Processing
- Legitimate interest: To provide dental care and operate efficiently
- Legal obligation: Compliance with NHS or legal record-keeping requirements
- Consent: For marketing or digital communications, where required
5. Advertising, Lead Forms & Third-Party Tools
We collect personal data through contact forms on our website, and via Facebook/Instagram (Meta) and Google Ads lead forms. This may include your name, email, phone number, and any message or interest in a treatment or consultation.
Advertising and Remarketing
We use Meta and Google platforms to advertise. These platforms may collect anonymised or cookie-based data for targeting, performance tracking, and remarketing. You can manage or opt out via your browser or ad account settings.
Chatbots and WhatsApp
We may use chatbots and WhatsApp for Business to answer questions or manage bookings. Information submitted through these channels will be used to assist with your enquiry and may be stored for follow-up.
Use of DenGro
We use DenGro, a secure lead management system designed for dental practices, to manage new patient enquiries. Your data submitted via Meta forms or our website may be securely transferred to DenGro to coordinate follow-up and bookings.
6. Data Sharing
We do not sell or share your data with unauthorised third parties. We may share data with:
- Dental software providers (e.g., DenGro)
- Marketing platforms (Meta, Google) for advertising purposes
- Regulatory or legal authorities if required
7. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or to meet legal or NHS obligations.
8. Your Rights
Under UK GDPR, you have the right to:
- Access your data
- Request correction or deletion
- Withdraw consent for marketing
- Object to or restrict certain processing
To exercise your rights, contact us at: welcome@harpendensmiles.co.uk
9. Updates to This Policy
We may update this policy from time to time. Please check this page regularly for any changes.
10. Contact Us
If you have any questions or concerns about your data, contact us at:
Email: welcome@harpendensmiles.co.uk
Phone: 01582 763420
If you are unsatisfied, you may also contact the Information Commissioner’s Office (ICO) at https://ico.org.uk
