At Rinse Dental, we are committed to protecting your privacy and handling your personal information with transparency, safety, and care. This Privacy Policy explains what information we collect, why we collect it, how it is used, and the rights you have under the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
Rinse Dental is the data controller responsible for your personal data.
We collect and store information that enables us to provide you with safe, effective dental hygiene care. This may include:
Name, address, date of birth
Telephone number and email address
Family or emergency contact details
NHS or dental plan provider details (if applicable)
Medical history and GP details
Past and current dental treatment records
X-rays, photographs, scans, and clinical notes
Referral correspondence to/from healthcare professionals
Consent forms and treatment authorisations
Treatment estimates, payments, and receipts
Notes relating to conversations, queries, or incidents
Details of any feedback or complaints
We may also collect anonymised technical data (e.g., page interactions or form submissions) to improve our website and patient experience.
If CCTV is used at our premises, this will be clearly signposted and is used strictly for safety and security purposes, in line with data protection law.
We collect your information to:
Provide safe, appropriate dental care
Maintain accurate clinical records
Produce treatment plans, recalls, and appointment reminders
Process payments and manage your account
Communicate with you about your care
Make referrals to other healthcare providers
Meet legal, regulatory, and professional obligations (including GDC, CQC, and indemnity requirements)
We may also contact you with relevant service updates or practice information where appropriate.
Our legal bases for processing patient data include:
When you provide information or request treatment.
Processing necessary for providing patient care, responding to queries, or managing clinical relationships.
Processed under Article 9 UK GDPR (f, h):
Provision of health and social care
Establishing or defending legal claims
We only share your information securely and when necessary.
We may share your information with:
Trusted dental laboratories
External clinicians for referrals
Your GP or medical professionals (when relevant)
Payment plan providers or insurers
Regulatory bodies (GDC, CQC) when legally required
IT system providers that securely store patient records
We do not share your information for marketing purposes without your explicit consent.
Your data is stored securely in:
Protected digital systems
Encrypted practice management software
Secure paper records (if applicable)
We use strict access controls, security procedures, and regular backups to keep your information safe.
We retain dental records in accordance with professional and legal obligations:
Adults: Minimum of 11 years from last visit
Children: Until age 25 (or 26 if treatment ended at age 17)
Financial or administrative documents: As required by law
NHS documentation (if applicable): Required statutory durations
Retention periods may be extended where required for legal, regulatory, or safeguarding purposes.
You have rights regarding your personal data, including:
You may request a copy of the information we hold about you.
You can request correction of inaccurate or incomplete information.
You may request deletion of your data where appropriate (clinical records cannot usually be erased).
You may ask us to limit how your data is used for example, opting out of reminders.
You may request we transfer your records to another clinician or provider.
You may object to certain types of processing.
To exercise any of these rights, please contact us:
info@rinsedental.co.uk
If you have any questions or concerns about how we use your information, please contact our Data Protection Lead:
Kirishanthy Balachandiran
Email: info@rinsedental.co.uk
If you are not satisfied, you can contact the Information Commissioner’s Office (ICO):
ICO Website: www.ico.org.uk
Helpline: 0303 123 1113
We collect relevant personal and medical information for child patients to ensure safe, appropriate dental care.
If a child is under 13, parental consent is normally required.
Young people aged 13–17 may make certain decisions themselves if they have the understanding to do so.
This Privacy Policy may be updated periodically to reflect legal or regulatory changes.
