This Privacy Notice explains how Dental Concepts collects, uses, stores, shares and protects your personal information when you enquire about, register for, or receive dental services from us, interact with our website, or contact us in any way.
Dental Concepts operates through a group of individual dental practices, each of which may operate through its own legal entity (limited company). The practice at which you receive treatment is the Data Controller responsible for your personal information for the purposes of UK GDPR and the Data Protection Act 2018.
For administrative efficiency and continuity of care, certain functions may be supported centrally across the Dental Concepts group, including compliance, administration, IT, finance, HR, referral management and patient communications, where lawful and appropriate to do so.
If you are unsure which Dental Concepts legal entity is responsible for your information, or would like further details, please contact our Data Protection Lead for all sites: Dr Manish Chitnis via email at: enquiries@dental-concepts.com
In this privacy notice, ‘we’, ‘us’ and ‘our’ mean Dental Concepts.
The practice aims to meet the requirements of the Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR), the guidance published by the Information Commissioner’s Office (ICO), as well as our professional guidelines and requirements.
We are committed to protecting your privacy when dealing with your personal information. This privacy notice provides details about the information we collect about you, and how we use and protect it. It also provides information about your rights.
This privacy notice applies to anyone who interacts with us about our dental services (‘you’, ‘your’), in any way (for example, by email, through our website, by phone).
You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide appropriate dental care and treatment to you.
It describes how we handle your information, regardless of the way you contact us (for example, by email, through our website, or by phone). We will provide you with further information or notices if necessary, depending on the way we interact with each other.
If you have any questions about this, please contact us at enquiries@dental-concepts.com
Personal information
Health information
Website information
We never pass your details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.
Personal data is stored in the EU whether in digital or hard copy format.
Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list.
Under UK GDPR, Dental Concepts processes personal information using the following lawful bases:
Article 6 UK GDPR:
For health information (special category data), we also rely on:
Article 9 UK GDPR:
Dental Concepts retains patient records in accordance with legal, regulatory and professional requirements.
We may share information with:
A current list of key data processors is available upon request.
Where AI-supported administrative tools are used, Dental Concepts ensures appropriate contractual safeguards, confidentiality measures and UK GDPR compliance are in place. No automated clinical decision-making occurs without clinician oversight.
We aim to store personal data within the UK or EEA. Where suppliers process data outside these areas, we ensure appropriate safeguards and contractual protections are in place.
Dental Concepts takes the security of personal information seriously. We use a combination of technical and organisational measures to help protect personal data, including encrypted systems, password protection, role-based access controls, secure storage, confidentiality obligations, staff training, processor agreements and secure destruction procedures where appropriate.
We may use your personal information to send you marketing by post, by phone, through social media, by email and by text.
We can only use your personal information to send you marketing material if we have your permission or a legitimate interest.
You may withdraw consent at any time. If you don’t want to receive emails from us, you can click on the ‘unsubscribe’ link that appears in all emails we send. If you don’t want to receive texts from us you can tell us by contacting us at any time.
You have the right to object to direct marketing and profiling (the automated processing of your information to help us evaluate certain things about you, for example, your personal preferences and your interests) relating to direct marketing. Please see the section about your rights for more details.
You have the following personal data rights:
Requests by your web browser to our servers for web pages and other contents on our website are recorded via:
We only place non-essential cookies after receiving your consent.
Some cookies may collect online identifiers such as IP address or device information. While this information may not directly identify you, it may constitute personal data under UK GDPR when combined with other information.
We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our websites, such as the type of computer or device and the screen resolution.
We use this information in aggregate to assess the popularity of the web pages on our website and how we perform in providing content to you.
If combined with other information we know about you from previous visits, such statistical data does not identify you personally or for that matter any personal details.
We may use analytics and advertising technologies, including Google Analytics and Meta Pixel, to understand website performance and improve communications where consent has been provided.
Re-marketing involves placing a cookie on your computer when you browse our website to be able to serve to you an advert for our products or services when you visit some other website.
We may use a third party to provide us with re-marketing services from time to time. If so, then if you have consented to our use of cookies, you may see advertisements for our products and services on other websites.
To exercise any of your data protection rights, including requesting access to your records, please contact us using the details above. We may ask for proof of identity before processing certain requests.
We may update this Privacy Notice from time to time to reflect changes in legal requirements, systems or business practices. The most recent version will always be available on our website.
Dental Concepts provides services from The Stag Dental under a Licence to Occupy arrangement. Where local site systems or shared operational arrangements apply, Dental Concepts may also follow relevant local operational procedures in conjunction with this Privacy Notice. Dental Concepts remains independently responsible for the processing of patient personal data relating to services delivered by Dental Concepts.
You can contact the practice for any comment, suggestion or complaint about your data processing at enquiries@dental-concepts.com or call us on 01256 893 517.
You can write to us or visit our Practices at:
We take all your comments and complaints seriously.
If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who’s misused personal data. You can also visit their website for information on how to make a data protection complaint.
Last Reviewed:
09.04.2024
11.06.2025
16.06.2026
