Privacy Policy

About This Privacy Policy

This privacy policy explains how GreenTree Dental & Implant Clinic collects, uses, shares and protects your personal information. It covers information we collect when you visit our website at greentreedentalclinic.co.uk, contact us, come to us as a patient, or are referred to us by another dentist.

We are committed to protecting your privacy. We handle your information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the confidentiality duties that apply to all dental professionals.

Who We Are

GreenTree Dental & Implant Clinic is the data controller for the personal information described in this policy. This means we decide how and why your information is used.

• Address: GreenTree Dental & Implant Clinic, 31 Hyde Road, Paignton, Devon TQ4 5BP
• Phone: 01803 559028
• Email: info@greentreedentalclinic.co.uk

If you have any questions about this policy or how we use your information, please contact us using the details above and mark your message “Data protection”.

Information We Collect

Information You Give Us

When you contact us, book an appointment or become a patient, we may collect:

• your name, address, email address, phone number and date of birth
• details of your medical history, dental history, medicines and allergies
• your dental records, including notes, X-rays, photographs, scans and treatment plans
• details of your GP, and an emergency contact or next of kin
• payment, finance and membership plan details
• anything else you choose to tell us, for example in a message through our website

Information about your health is “special category” data under UK GDPR. We give it extra protection and only use it where the law allows.

Information About Referrals

If your dentist or another healthcare professional refers you to us, for example using the referral form on our website, they will send us information about you. This may include:

• your name, date of birth, phone number, email address and address
• the treatment or scan you are being referred for, such as dental implants, dental sedation or a CBCT scan
• the reason for the referral, the teeth or area involved, and relevant medical and dental history
• X-rays or photographs, which your dentist sends to us separately by email

We also collect the referring dentist’s name, practice name and address, GDC number, phone number and email address, so that we can manage the referral and keep them informed. Your dentist should tell you that they are referring you to us before they send us your details.

Information We Collect When You Use Our Website

When you visit our website, we collect information about how you use it, such as the pages you visit, the links you click, the type of device and browser you use, and roughly where you are (based on your IP address). We collect this using cookies and similar technologies. See “Cookies” below.

How We Use Your Information

We use your information to:

• provide your dental care and treatment safely, and keep accurate records of it
• book, confirm and remind you about appointments
• reply to your enquiries and messages, including those sent through our website
• take payments and manage finance and membership plans
• share information with other healthcare professionals involved in your care
• manage referrals from other dentists, contact referred patients to arrange an appointment, and keep the referring dentist updated about their care
• meet our legal and regulatory duties, for example to the General Dental Council (GDC) and the Care Quality Commission (CQC)
• improve our services, our website and the way we communicate with you
• send you news and offers about our practice, but only if you have agreed to this

Our Lawful Basis for Using Your Information

The law says we must have a lawful basis for using your personal information. We rely on:

• Contract: to provide the private treatment you have asked for
• Public task: if you receive NHS treatment, to provide that care as part of our NHS contract
• Legal obligation: to keep clinical and financial records and meet our regulatory duties
• Legitimate interests: to run our practice, manage referrals from other dentists, reply to enquiries and improve our website, where this does not override your rights
• Consent: for marketing messages and non-essential cookies. You can withdraw your consent at any time

We use information about your health because it is needed to provide health care and treatment (UK GDPR Article 9(2)(h)), or, in rare cases, to protect your vital interests or where the law requires it. This includes health information your dentist sends us when they refer you.

How We Share Your Information

We keep your information confidential. We only share it when we need to provide your care, when you have agreed or when the law requires it. We may share it with:

• other healthcare professionals involved in your care, such as your GP, a hospital or a specialist we refer you to
• the dentist or healthcare professional who referred you, so they know about the care you receive with us
• dental laboratories that make crowns, bridges, dentures, aligners and other appliances for you
• NHS England and the NHS Business Services Authority, if you receive NHS treatment
• finance and payment providers, if you choose to pay this way
• trusted suppliers who help us run the practice and our website, such as our practice management software, IT and email providers, our website platform (Webflow), which stores messages and referrals sent through our website forms, and our website and digital marketing provider. They may only use your information on our instructions and must keep it secure
• regulators, the police, courts or other authorities, where the law requires us to

We will never sell your personal information.

Some of our suppliers, such as Google and Webflow, store information outside the UK. When this happens, we make sure it is protected by UK adequacy regulations or approved contract terms, so it receives the same level of protection.

Cookies

Cookies are small text files that a website stores on your computer or phone. They help the website work and show us how it is used. Our website uses:

• Essential cookies, which the website needs to work properly and securely
• Analytics cookies from Google Analytics (through Google Tag Manager), which tell us how many people visit our website and which pages they use. Google Analytics cookies can last for up to two years
• Third-party content, such as Google Maps, Google Fonts, our online reviews widget (Elfsight) and Cloudflare Turnstile, which checks that forms on our website are sent by a person and not by spam software. These may set their own cookies or collect your IP address when the content loads

You can block or delete cookies using your browser settings. If you block all cookies, some parts of our website may not work as expected. To stop Google Analytics collecting your data on any website, you can install the Google Analytics opt-out browser add-on.

How Long We Keep Your Information

We only keep your information for as long as we need it:

• Dental records: in line with NHS and professional guidance, normally for 11 years after your last treatment. For children, until their 25th birthday or for 11 years after their last treatment, whichever is longer
• Financial records: for at least six years, as required for tax purposes
• Website enquiries that do not lead to treatment: for up to two years
• Referrals: if you have treatment with us, the referral becomes part of your dental record and is kept for the same period. If you do not, we keep it for up to two years
• Website analytics: for up to 14 months

When we no longer need your information, we delete or destroy it securely.

Keeping Your Information Secure

We take appropriate technical and organisational steps to protect your information from loss, misuse and unauthorised access, change or disclosure. Access to patient records is limited to staff who need it, and all our team members are bound by a duty of confidentiality.

No website or internet transmission is ever completely secure. Our referral form is for dentists and other healthcare professionals, and is sent over an encrypted (HTTPS) connection. Please do not send detailed medical information through our general contact form. Call us instead.

Your Rights

Under UK GDPR, you have the right to:

• access the personal information we hold about you, including a copy of your dental records
• ask us to correct information that is wrong or incomplete
• ask us to delete your information, where we do not need to keep it by law
• ask us to restrict how we use your information
• object to how we use your information, including for marketing
• ask us to transfer your information to another provider, such as a new dentist
• withdraw your consent at any time, where we rely on consent

Some rights do not apply in every situation. For example, we must keep dental records for a set period, even if you ask us to delete them.

To use any of these rights, please contact us by phone, email or letter. We will reply within one month. There is usually no charge.

You can stop marketing emails at any time by using the “unsubscribe” link in the email, or by telling us.

Children

If you are a parent or guardian, you can give us information about your child and make decisions about their care. As children grow older and are able to understand their own care, we will respect their right to privacy and to make their own decisions about their information.

Links to Other Websites

Our website contains links to other websites, such as social media, finance providers and Google Maps. We are not responsible for how those websites use your information. Please read their privacy policies before you give them any personal information.

Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You can also read our Patient Complaints Procedure.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator:

• Website: ico.org.uk/make-a-complaint
• Phone: 0303 123 1113

Changes to This Privacy Policy

We may update this privacy policy from time to time, for example if the law or the way we work changes. The latest version will always be on this page.

This privacy policy was last updated in October 2026.