Kingston Dental Office Privacy & Cookie Policy

Welcome to Kingston Dental Office. We are committed to safeguarding the privacy of our patients and website visitors. This policy outlines how we handle your personal data responsibly and in line with legal requirements when you engage with our website and services.

1. Important Information and Who We Are

Purpose of This Privacy Notice: This document aims to give you a comprehensive understanding of how Kingston Dental Office collects, uses, and protects your personal data, as well as your rights regarding your information.
Controller: Kingston Dental Office is the data controller, responsible for your personal data.
Contact Details: For any privacy-specific concerns, please contact us via email at info@kingstondentaloffice.co.uk, or call us at +44 20 8616 5420.
Changes to This Notice: We may update this policy from time to time. We encourage you to review it regularly to stay informed of how we are protecting your data.
Third-Party Links: Our website may include links to external websites. Please be aware that we do not control these sites and are not responsible for their privacy statements.

2. The Data We Collect About You

At Kingston Dental Office, protecting your privacy is fundamental to our values. We collect various types of personal information to provide and improve our services to you. This includes:

Identity Data: Essential details such as your name and job title to personalise our service.
Contact Information: Your address, email, and phone numbers for communication.
Technical Details: Data like your IP address and browser type, which helps us optimise your website experience and ensure its security.
Usage Information: Insights on how you interact with our services and website, aiding us in service improvement.
Preferences: Your marketing preferences and feedback, which guide us in making our communications relevant to you.

We’re dedicated to using your data responsibly, focusing on enhancing your experience while upholding your privacy.

2.2 If You Fail to Provide Personal Data

When personal data is a requirement either by law or for the fulfillment of our services to you, and it’s not provided upon request, our ability to execute the contract or deliver the service you seek may be compromised. This situation might necessitate the cancellation of a service or product you’re interested in with us. Should this occur, we’ll inform you promptly about the implications.

3. How Is Your Personal Data Collected?

3.1 Direct Interactions: Your personal data comes to us through your direct interactions. This can be when you fill out forms, subscribe to our services or publications, request marketing materials, or provide feedback either by post, phone, email, or in person.

3.2 Automated Interactions: As you navigate our website, we collect data about your equipment, browsing actions, and patterns through cookies and similar tracking technologies. This data collection is automated and helps us understand how you use our site.

3.3 Third-Party Sources: We may receive data about you from external sources like analytics providers (including those outside the EU), advertising networks within the EU, and data from public sources such as Companies House and the Electoral Register within the EU. This data can include both technical information about your internet usage and personal identity/contact details.

4. How We Use Your Personal Data

4.1 Utilisation of Personal Data

Kingston Dental Office is committed to lawful, fair, and transparent processing of personal data. We primarily use personal data in the following scenarios:

To fulfil contractual obligations, ensuring the delivery of our dental services to you.
For the operation of our legitimate interests, balancing these with your rights and freedoms.
To adhere to legal and regulatory requirements, safeguarding both our patients and practice.

Consent plays a critical role, especially concerning direct marketing communications. You’re empowered to withdraw this consent anytime by reaching out to us.

4.2 Application of Your Data

Our use of personal data spans various operational and strategic areas, ensuring we provide not only exceptional dental care but also maintain and improve our service quality. This includes customer registration, service customization based on feedback, business and website security, and direct marketing tailored to your interests. Our practices ensure compliance with legal standards and aim to optimise your experience with our services.

4.3 Marketing Choices

At Kingston Dental Office, we value your preferences regarding personal data use, especially in marketing and advertising. Our approach aims to align with your interests, delivering information you find relevant.

4.4 Personalized Promotional Offers

We analyse various data points (identity, contact, technical) to understand your preferences better. This insight guides us in offering products, services, and promotions tailored to your interests.

4.5 Respect for Your Privacy in Third-Party Marketing

Your explicit consent is paramount before we share your data with external companies for marketing. We’re committed to upholding your trust and privacy.

4.6 Opting Out of Marketing Communications

You retain full control over receiving marketing communications. Opt-out anytime through provided links or directly contact us to adjust your preferences.

4.7 Navigating Cookies

Our website’s functionality can be tailored through cookie settings in your browser. Restricting cookies may affect website performance. For detailed cookie information, refer to our Cookie Notice.

4.8 Ensuring Data Use Aligns with Your Expectations

Your data will be used strictly for its intended purposes. Any significant changes or new purposes will be communicated to you, maintaining transparency and adhering to legal standards.

For more detailed information, adjustments to your data preferences, or inquiries, please contact us directly.

5. Disclosures of Your Personal Data

At Kingston Dental Office, we value your privacy and take the safeguarding of your personal data seriously. There are instances where we may need to share your personal information with various parties, including:

Internal Third Parties: Entities within our business group for operational purposes.
External Third Parties: Service providers that support our business operations, including IT and communication service providers.
Business Transitions: In the event of a merger, acquisition, or asset sale, we may transfer personal data as part of the business assets. Similarly, if we seek to acquire or merge with other businesses, the new proprietors would continue to respect the privacy of your data as outlined in this notice.

In all cases, we ensure these parties adhere to strict data protection and privacy standards, treating your data with the utmost care and in accordance with the law. Our third-party service providers are only permitted to process your personal data for specified purposes, following our explicit instructions, and are subject to confidentiality obligations.

6. International Transfers

Protecting your data is our priority, even when it crosses borders. To that end, we implement robust safeguards to protect your personal data when it is transferred internationally:

Adequacy Decisions: We transfer data to countries that the European Commission has approved as having adequate data protection laws.
Standard Contractual Clauses: For countries without adequacy decisions, we rely on agreements that include European Commission-approved clauses to ensure your data receives the same level of protection it does in the EU.
Privacy Shield Framework: For transfers to the U.S., we ensure the recipient is part of the EU-U.S. Privacy Shield Framework, offering similar protection to your personal data.

For more detailed information on the specific mechanisms we employ to protect your data during international transfers, please feel free to contact us.

7. Data Security

At Kingston Dental Office, we prioritise the safety of your personal data with the highest level of security measures, safeguarding against accidental loss, unauthorised access, alteration, or disclosure. Our approach includes comprehensive technical and organisational precautions, ensuring only authorised personnel with a legitimate operational need have access to your data, under strict confidentiality obligations.

In the unfortunate event of a data breach, we’ve established robust procedures to promptly address and mitigate the situation. We will inform you and any relevant regulatory bodies as mandated by law, detailing the breach’s nature and the steps taken to secure your data and prevent future occurrences.

8. Data Retention

8.1 Retention Period

Your personal data’s longevity in our system is strictly for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. At Kingston Dental Office, we evaluate several criteria to determine this duration: the data’s volume, nature, sensitivity, the potential risk of harm from unauthorised disclosure, and whether the purposes can be achieved by other means.

8.2 Managing Your Data

We respect your right to manage your personal data. You may request the deletion of your data under specific conditions, aligning with our commitment to uphold your privacy rights. For data not required for legal or analytical purposes, we may anonymize it, removing any association with you, thereby allowing us to use it indefinitely for research or statistical analysis without further notification.

9. Your Legal Rights

You have specific rights under data protection laws regarding the personal data we hold about you. These include the right to:

Access: You’re entitled to request access to your personal data, allowing you to receive a copy of the personal information we hold about you and verify our lawful processing.
Correction: If you believe that any information we hold about you is inaccurate or incomplete, you have the right to request a correction.
Erasure: You can ask for your personal data to be deleted or removed when there’s no compelling reason for its continued processing. Exceptions may apply, such as legal obligations that require us to retain your data for a certain period.
Objection to Processing: You have the right to object to the processing of your personal data under certain conditions, including for direct marketing purposes or when the processing is based on our legitimate interests.
Restriction of Processing: Under specific circumstances, you may request that the processing of your personal data be paused; for example, if you contest its accuracy or object to its processing.
Withdraw Consent: Where we rely on your consent to process personal data, you have the right to withdraw this consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights or for more detailed information, please contact us directly using the contact details provided. Our team is dedicated to assisting you with your data protection queries and requests.

9.2 No Fee Usually Required

Accessing your personal data is generally free, though for requests that are unfounded, repetitive, or excessive, we may charge a reasonable fee or refuse to act on the request.

9.3 What We May Need From You

We may request specific information to help confirm your identity and ensure your right to access your personal data. This is a security step to prevent unauthorised data disclosure.

9.4 Time Limit to Respond

We aim to respond to all legitimate requests within one month. For complex or multiple requests, this period may extend beyond a month, in which case we will inform and update you accordingly.

This overview provides a clear understanding of your rights concerning your personal data at Kingston Dental Office, emphasising our commitment to your privacy and data protection.

10. Glossary

10.2 Lawful Basis

Legitimate Interest: We process your personal data to enhance our services and ensure your security. Each processing activity is carefully evaluated to ensure it respects your rights and interests.
Performance of Contract: Your data is used as necessary to fulfil our contractual obligations to you or to take preliminary steps at your request before formalising our contract.
Legal/Regulatory Obligation: Compliance with legal or regulatory obligations necessitates processing certain personal data.

10.3 Third Parties

Internal Third Parties: Includes EU-based companies within our group offering essential services like IT support.
External Third Parties: Comprises UK-based service providers for IT and system administration, along with professional advisers such as legal and financial consultants. Additionally, regulatory bodies and HM Revenue & Customs may require access to your data under specific conditions.

11. Cookie Policy

Kingston Dental Office is committed to protecting the privacy of our patients and website visitors. This Cookie Policy explains how we use cookies and similar technologies on our website at https://www.kingstondentaloffice.co.uk/

What are Cookies?

Cookies are small text files stored on your device (computer, tablet, mobile) when you visit certain web pages. They are not harmful to your device and do not contain viruses, trojans, or other malware.

How We Use Cookies

We use cookies to improve your browsing experience by:

Remembering your preferences and settings.
Understanding how you navigate through and use our website to make our services better.
Providing personalised content.
Analysing our website performance.

Types of Cookies We Use

Strictly Necessary Cookies: These are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas.
Analytical/Performance Cookies: They allow us to recognise and count the number of visitors and see how visitors move around our website.
Functionality Cookies: These are used to recognise you when you return to our website. This enables us to personalise our content for you and remember your preferences.
Targeting Cookies: These cookies record your visit to our website, the pages you have visited, and the links you have followed.

Managing Cookies

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.

Changes to Our Cookie Policy

We may update this cookie policy from time to time in response to changing legal, technical, or business developments. When we update our cookie policy, we will take appropriate measures to inform you, consistent with the significance of the changes we make.

Contact Us

If you have any questions about our Cookie Policy, please contact us at info@kingstondentaloffice.co.uk, or visit us at 116 Canbury Park Rd, Kingston upon Thames KT2 6JZ, United Kingdom.