Legal
Privacy policy.
What we collect, why, how long we keep it and how to ask us about it.
What we collect
When you use the booking form we collect your name, phone number, email address, your postcode, what you need and the dentist you choose, and anything you write in the message box. The form also records the time it was sent and your IP address, used only to block automated submissions.
When you become a patient we keep a dental record: your medical history, examination findings, X-rays and photographs, treatment plans and consent, each treatment given with the materials used, correspondence with your GP or a specialist, and membership plan details. Dental records are special category data and are held under the stricter rules that apply to health information.
Why we use it
- To confirm and remind you of appointments (the steps needed before and under a contract).
- To examine and treat you safely, which includes keeping clinical records and writing to your GP with your consent (provision of healthcare, and our professional obligations under the GDC). We do not use patient photographs on this site; the images here are of staff and models.
- To keep invoice records (legal obligation).
- To remind you of appointments by text, and of a review that is due, if you have asked for reminders (consent; stop at any time by text or email).
How long we keep it
Enquiries that do not become bookings are deleted after six months. Clinical records are kept for eight years after your last visit, or until a child patient is 25, as the NHS Wales retention schedule requires; invoices for seven years. Reminder lists are kept until you ask to be removed.
Who sees it
Our clinical team and reception, our accountant, the dental laboratory (your name and the work only), the membership plan administrator, your GP or a specialist with your consent, and the text service that sends your booking confirmation (name, phone number and appointment time only). The booking form is delivered by email to our office; we do not use third-party form services or marketing platforms. We do not sell or share your details for marketing.
Cookies
This site sets a single session cookie to limit repeat form submissions. It contains no personal data and expires when you close the browser. The embedded map on the contact and areas pages is served by Google and may set cookies under Google's own policy.
Your rights
You can ask for a copy of what we hold, ask us to correct or delete it, or object to how we use it. Email reception@brightsmilecowbridge.co.uk or write to the address above. You can also complain to the Information Commissioner's Office at ico.org.uk.