This privacy policy explains how Hacton Dental Care (“we”, “us”, “our”), a trading name of Hacton Dental Care Limited (Company number to be confirmed), collects, uses, stores, shares, and protects your personal data when you visit our website [www.hactondentalcare.com] (“the site”) or when you receive dental care and treatment from us at our practice located at Hacton Lane, Hornchurch, Essex, RM12 6PH.
We are committed to safeguarding the privacy and confidentiality of your personal information and to complying with applicable data protection laws, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
By using our site or providing us with your personal information, you acknowledge that you have read and understood this policy.
Hacton Dental Care is the data controller responsible for your personal data.
Contact details: Email: please contact us on 01708 447 603 Address: Hacton Lane, Hornchurch, Essex, RM12 6PH Telephone: 01708 447 603
It is important that the personal data we hold about you is accurate and up to date. Please let us know if your personal information changes at any time.
We collect and process personal data in order to provide you with dental care and treatment, manage our business, operate our website, and meet legal and regulatory obligations. This includes:
a. Contact details
Name, date of birth, address, telephone number, email address, NHS number and national insurance number. We collect this information to fulfil our contract with you, book appointments, send reminders and recalls, and keep you informed about your care.b.
Dental and medical records
Information about your dental and general health, including clinical notes, treatment plans, X-rays, photographs, digital scans, study models, medical and dental histories, consent forms, correspondence, appointment history, and complaints records. We collect and use this information to assess your oral health, provide safe and effective treatment, plan future care, and comply with legal and regulatory requirements.
c. Financial information
Details of fees charged, amounts paid, and payment records. We collect and process this information to fulfil our contract with you, comply with financial regulations, and manage payments, including statutory NHS forms where applicable.
d. Communication data
Information you provide when contacting us (by phone, email, contact form, or social media). We use this to respond to your queries, keep records, and manage complaints or legal claims.
e. Website and technical data
Data about how you use our site and online services, such as IP address, browser type, device information, time zone, pages visited, and interaction with content. We collect this automatically using cookies and similar technologies for analytics, security, and website performance.
f. Marketing and preference data
Your preferences for receiving marketing communications from us and how you wish to be contacted. We collect and process this to manage communication preferences and (if you consent) to send you information about our products and services.
We do not routinely collect sensitive data beyond what is necessary for your dental care. Any health data collected is processed in accordance with Article 9 of the UK GDPR for the purposes of healthcare provision.
We will only use your personal data where we have a lawful basis to do so, including:
Contract: To provide you with dental care and fulfil our obligations under our agreement with you. Legal obligation: To comply with legal and regulatory requirements (e.g. NHS reporting, tax records, or safeguarding obligations).
Legitimate interests: To manage our practice, improve services, conduct patient surveys, send appointment reminders, and administer our website. Consent: To send you marketing communications about our services (you may withdraw this consent at any time).
We may share your personal information with trusted third parties where necessary for your care, legal compliance, or business operations, including:
Your GP, other healthcare providers, or specialists involved in your treatment.
NHS bodies, payment authorities, or the Department for Work and Pensions (where relevant).
Dental laboratories, technical partners, and suppliers involved in your care.
IT, hosting, and data storage service providers. Analytics, security, and marketing service providers. Professional advisers (e.g. lawyers, auditors, insurers).
Debt collection agencies (where necessary).
Government authorities or law enforcement, where required by law.
We will always limit data shared to what is necessary and ensure that appropriate safeguards are in place.
When you submit an enquiry through our booking form, or a referring dentist submits a referral through our dentist referrals form, we collect the information you provide along with a record of your submission. This information is sent to our practice inbox by email (using Resend, our transactional email provider) and is also recorded in a secure spreadsheet held within our Google Workspace account, which is hosted in the United Kingdom. Both of these processors operate under written data-processing agreements with us.
We retain website form submissions for 12 months from the date you submitted them, after which they are automatically removed from the audit record. Email copies in our practice inbox are subject to the same retention policy. If you become a patient, your relevant clinical information is moved into your patient record and retained under the longer dental-records retention periods set out below.
We log a truncated version of your IP address (the first two parts only, for example 92.40.0.0) and a shortened version of your browser identifier alongside each submission, for security and audit purposes only. We do not use this information for advertising or profiling.
We use a small number of trusted third-party services to operate our website and our practice. Each of them processes personal data only on our written instructions, under a data-processing agreement, and only to the extent necessary to deliver the service.
Vercel Inc. hosts the website itself. Our hosting region is set to London, United Kingdom. Some operational metadata (such as request logs) may be processed in the United States; transfers are covered by the EU-US and UK-US Data Privacy Framework along with Vercel's standard contractual clauses.
Resend is our transactional email provider. When you submit a website form, Resend sends the resulting email on our behalf. Resend's processing is covered by standard contractual clauses for any international transfers.
Google Workspace (operated by Google Ireland Limited) hosts our practice email inbox, our calendar, and the secure spreadsheet that records website form submissions. Our Workspace data region is set to the United Kingdom.
Cloudflare provides DNS and security services in front of the website. Cloudflare processes basic request data (such as IP address) at the point of connection for security and performance purposes.
Where we use additional processors for specific patient-facing services (for example, practice management software, dental imaging suppliers, or appointment-reminder providers), we will tell you at the point we collect the relevant information.
We may transfer your personal data to third-party service providers located outside the UK (for example, cloud hosting or analytics providers). Where we do so, we will ensure adequate safeguards are in place, such as adequacy decisions, approved standard contractual clauses, or equivalent protections, to ensure your data remains secure and protected.
We have implemented appropriate security measures to protect your personal information against accidental loss, unauthorised access, alteration, disclosure, or misuse. Access to your data is restricted to authorised personnel who require it to perform their duties, and they are bound by confidentiality obligations.
We also have procedures in place to deal with suspected data breaches and will notify you and any applicable regulator where we are legally required to do so.
We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or regulatory requirements.
Dental records are kept for 10 years after your last visit or until you reach 25 years of age (whichever is longer).
Basic contact, identity, and financial data are typically retained for six years after you cease being a patient for tax and legal compliance.
We may retain anonymised data for research or statistical purposes indefinitely.
You have the following rights under data protection law:
Access – to request a copy of the personal data we hold about you.
Rectification – to request correction of inaccurate or incomplete data.
Erasure – to request deletion of certain data where it is no longer required.
Restriction – to request restriction of how we use your data.
Portability – to request transfer of your data to another provider.
Objection – to object to certain types of processing, including direct marketing.
Withdrawal of consent – where processing is based on consent, you may withdraw it at any time.
To exercise these rights, please contact us at please contact us on 01708 447 603. We may need to verify your identity before processing your request. We aim to respond within one month.
If you are dissatisfied with how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO): ICO Contact: Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Tel: 0303 123 1113 Website: www.ico.org.uk
Our website uses cookies and similar technologies to enhance functionality, analyse usage, and deliver relevant content and advertising. You can set your browser to refuse all or some cookies or to alert you when websites access cookies. However, disabling cookies may affect the functionality of our site.For more information, please refer to our Cookie Policy.
Our site may include links to external websites, plug-ins, or applications. We are not responsible for the privacy practices of those third-party sites and encourage you to read their privacy policies before providing any personal information.
We may update this privacy policy from time to time. The updated version will be published on our website and the “last updated” date will be amended accordingly. We encourage you to review this policy periodically to stay informed about how we protect your information.
Closed daily 1.00pm – 2.00pm for lunch.
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