Privacy Policy

At Thousand Smiles, we respect your privacy and are committed to protecting your personal information. This policy explains what data we collect, why we collect it, and how it is used, stored, and protected.

Who we are

Thousand Smiles Dental Clinic

We are a registered dental clinic regulated by the Care Quality Commission (CQC) and bound by the General Dental Council (GDC) standards.

What information we collect

We may collect and store:

Your name, date of birth, and contact details (phone, email, address).
Medical and dental history, including details of medication, allergies, and previous treatments.
Clinical records, including X-rays, photographs, and treatment notes.
Payment and billing information.
Communication records (emails, letters, or feedback forms).

Why we collect your information

We use your personal data to:

Provide safe and appropriate dental care.
Manage appointments, recalls, and treatment plans.
Communicate with you about your care.
Process payments and issue receipts.
Comply with legal and regulatory obligations (CQC, GDC, HMRC).
With your consent, send reminders, newsletters, or marketing updates.

How we protect your data

Records are stored securely in electronic and/or paper form.
Access is restricted to authorised staff only.
Systems are password protected and encrypted where appropriate.
We regularly review our security procedures to keep your data safe.

Sharing your information

We will never sell your data. We may share your information only when necessary, for example:

With other healthcare professionals involved in your care (e.g., referral to a specialist).
With laboratories, insurers, or dental plan providers directly linked to your treatment.
With regulators or legal authorities when required by law.
With trusted service providers (e.g., IT system support) under strict confidentiality agreements.

How long we keep your records

We keep dental records for the period required by UK law and professional guidance. For adults, records are usually kept for at least 11 years; for children, until their 25th birthday (or longer if advised).

Your rights

Under UK GDPR you have the right to:

Request access to your personal data.
Ask us to correct inaccuracies.
Request erasure of your data (where legally possible).
Restrict or object to how we process your data.
Withdraw consent for marketing at any time.
Ask for a copy of your data in a portable format.

To exercise these rights, please contact us at hello@tsmiles.uk

Marketing preferences

We may occasionally contact you with information about new services or promotions. You can opt in or out at any time by contacting us or clicking the unsubscribe link in emails.

Cookies & website usage

Our website may use cookies to improve your browsing experience. Cookies do not store personal details unless you choose to provide them. You can control cookies through your browser settings.

Complaints

If you are unhappy with how we handle your data, please contact us first so we can resolve the issue. You also have the right to complain to the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk

Telephone: 0303 123 1113