This Privacy Policy explains how Adult Braces London ("we", "us", "our") collects, uses, stores and protects the personal information of patients, enquirers and website visitors. We are committed to protecting your privacy in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and guidance from the Information Commissioner's Office (ICO), the General Dental Council (GDC) and the Care Quality Commission (CQC).
1. Who we are (data controller)
Adult Braces London, 20 Old Brompton Road, South Kensington, SW7 3DL.
Email: info@adultbraces.london
Phone: 020 3137 3179
For the personal data we process, Adult Braces London is the data controller. Our practice is registered with the Information Commissioner's Office (ICO).
2. The information we collect
Information you give us
- Name, title, date of birth and gender.
- Contact details: address, email, phone number.
- Medical and dental history, current medications, allergies, clinical photographs, X-rays and 3D intra-oral scans.
- Treatment records, consent forms, clinical notes and prescriptions.
- Payment details (processed by our payment providers — we do not store full card numbers).
- Information you provide in enquiry forms, reviews, emails or phone calls.
Information collected automatically
- IP address, device, browser type, operating system and approximate location.
- Pages viewed, referrer, time on site and interactions (via cookies and analytics).
3. How we use your information (lawful bases)
- Contract: to provide dental treatment and the services you book with us.
- Legal obligation: to maintain dental records for the period required by the GDC, NHS and professional indemnity rules (typically 11 years for adults, or until age 25 for minors).
- Vital interests: to provide urgent or emergency care where needed.
- Legitimate interests: to improve our services, prevent fraud and keep our website secure.
- Consent: for marketing emails, clinical photographs used in case studies and non-essential cookies. You can withdraw consent at any time.
4. Who we share your information with
We will only share your data where necessary and under a lawful basis. Categories of recipient include:
- Referred specialists, laboratories and imaging providers.
- Your GP or other healthcare professionals (with consent).
- Our practice management software, cloud hosting, email and payment providers (bound by data-processing agreements).
- Finance partners such as Tabeo Broker Ltd (where you apply for finance) and Denplan (where you join a dental plan).
- Regulators including the GDC, CQC, ICO, HMRC and law enforcement, where legally required.
We do not sell your personal data and we do not transfer personal data outside the UK/EEA except where the receiving country has an adequacy decision or appropriate safeguards are in place.
5. How long we keep your data
- Clinical records: a minimum of 11 years after the last appointment, or until a child patient reaches age 25 — whichever is later.
- Financial records: 7 years, in line with HMRC requirements.
- Marketing data: until you unsubscribe or withdraw consent.
- Website analytics: up to 26 months.
6. How we protect your data
We use encryption in transit and at rest, role-based access to our practice management system, physical security at our clinic, regular staff training and a documented data breach response plan. Access to clinical records is limited to authorised clinicians involved in your care.
7. Your rights under UK GDPR
- Access your personal data (subject access request).
- Rectify inaccurate or incomplete data.
- Erase your data (subject to clinical record-keeping obligations).
- Restrict or object to processing.
- Data portability for information you provided to us.
- Withdraw consent for any processing based on consent.
- Lodge a complaint with the Information Commissioner's Office (ICO) — ico.org.uk.
To exercise any of these rights, email info@adultbraces.london. We will respond within one month.
8. Cookies and analytics
Our website uses essential cookies to function and optional cookies for analytics (e.g. Google Analytics) and marketing. You can control cookies through your browser settings. Non-essential cookies are only set with your consent.
9. Children
We are an adult-focused dental practice. Where we do treat under-18s, we process their data with the explicit consent of a parent or guardian and retain clinical records until the patient reaches the age of 25.
10. Changes to this policy
We may update this Privacy Policy from time to time. Any material changes will be posted on this page with an updated "Last updated" date.
11. Contact us
If you have any questions about this policy or how we handle your data, please contact us at info@adultbraces.london or 020 3137 3179.