Privacy Policy

Last updated: May 2026

Heritage Smile Group is committed to protecting the privacy of our patients, website visitors, and anyone who contacts us. This policy explains what personal data we collect, how we use it, how we store it, and your rights in relation to it.

Heritage Smile Group is the trading name of [Registered Company Name], registered in England and Wales, Company No. [XXXXXX]. Our registered address is [Practice Address].

For the purposes of UK data protection law, Heritage Smile Group is the data controller responsible for your personal data.

What Data We Collect

We collect personal data in the following ways:

When you complete an enquiry, registration, or contact form on this website, we collect your name, email address, phone number, and any other information you choose to provide.

When you book or attend an appointment at either of our practices, we collect clinical and health information necessary to provide your dental care, including medical history, treatment records, and clinical notes.

When you browse this website, we may collect technical information such as your IP address, browser type, and pages visited. This is collected via cookies. See our Cookie Policy for full details.

When you contact us by telephone or email, we retain records of that correspondence.

We do not collect sensitive personal data such as financial details through this website. Payment information is handled directly through our finance provider, Tabeo Finance Ltd, under their own privacy terms.

How We Use Your Data

We use your personal data for the following purposes:

To respond to enquiries and registration requests submitted through this website. To arrange and manage patient appointments at our Wilmslow and Northwich practices. To provide dental treatment and maintain clinical records as required by our regulatory obligations under the Care Quality Commission and the General Dental Council. To send appointment reminders and follow-up communications related to your care. To comply with our legal and regulatory obligations, including those imposed by the CQC, GDC, and NHS Digital where applicable. To improve our website and the experience of visitors to it, using anonymised analytics data.

We do not use your personal data for unsolicited marketing without your explicit consent. Where you have opted in to receive information about our treatments and offers, you can withdraw that consent at any time.

Legal Basis for Processing

We process your personal data under the following lawful bases as defined by the UK General Data Protection Regulation (UK GDPR):

Contract: processing is necessary to provide the dental services you have requested or booked. Legal obligation: we are required to maintain clinical records and comply with regulatory requirements. Legitimate interests: to respond to enquiries, manage our practice, and improve our services. Consent: where you have provided explicit consent, for example to receive marketing communications.

How Long We Keep Your Data

Clinical records are retained for a minimum of ten years from the date of the last entry for adult patients, and until the patient’s 25th birthday for children, in line with NHS and professional guidance. Where treatment of a minor ends before their 18th birthday, records are kept until their 25th birthday or for ten years, whichever is longer.

Enquiry and contact form data that does not lead to a patient registration is retained for up to 12 months and then deleted unless there is an ongoing legitimate reason to retain it.

Website analytics data is retained in anonymised form in line with the terms of our analytics provider.

Sharing Your Data

We do not sell your personal data to third parties. We may share your data in the following circumstances:

With clinical staff at Heritage Smile Group who are directly involved in your care. With dental laboratories and other clinical third parties involved in providing your treatment, where necessary and under appropriate data sharing arrangements. With Tabeo Finance Ltd where you apply for dental finance, under Tabeo’s own privacy terms. With regulatory bodies including the CQC and GDC where we are legally required to do so. With our IT and website service providers who process data on our behalf under appropriate data processing agreements. Where we are required to disclose information by law, court order, or regulatory authority.

Your Rights

Under UK GDPR you have the following rights in relation to your personal data:

The right to access the personal data we hold about you. The right to have inaccurate data corrected. The right to request erasure of your data, subject to our legal and regulatory retention obligations. The right to restrict or object to our processing of your data in certain circumstances. The right to data portability where processing is carried out by automated means. The right to withdraw consent where processing is based on consent.

To exercise any of these rights, contact us at [practice email address] or in writing to [practice address].

Complaints

If you have a concern about how we handle your personal data, you have the right to complain to the Information Commissioner’s Office (ICO). You can do this at ico.org.uk or by calling 0303 123 1113. We would ask that you contact us first so we have the opportunity to address your concern directly.

Changes to This Policy

We review this Privacy Policy periodically and update it when necessary. The most current version is always available on this page. The date at the top of this page shows when it was last updated.

Contact Us

For any questions about this policy or how we handle your data:

Heritage Smile Group [Registered address] [Email address] [Phone number]