Privacy Policy

1. Introduction

Smile Connect Ltd ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our emergency dental consultation services.

We are registered with the Information Commissioner's Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

Personal Information

• Full name and contact details (phone number, email address)
• Date of birth and age
• Medical history and current symptoms
• Dental history and previous treatments
• Current medications and allergies
• Payment information (processed securely by third-party providers)
• Emergency contact information

Technical Information

• IP address and browser information
• Device type and operating system
• Website usage data and cookies
• Call recordings for quality and training purposes
• Video consultation recordings (with consent)

3. How We Use Your Information

Primary Purposes

• Providing emergency dental consultations and advice
• Issuing electronic prescriptions where appropriate
• Maintaining accurate medical records
• Processing payments for services
• Communicating with you about your treatment
• Complying with professional and legal obligations

Secondary Purposes

• Improving our services and patient care
• Training and quality assurance
• Research and development (anonymized data only)
• Marketing communications (with your consent)
• Fraud prevention and security

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: For marketing communications and non-essential cookies
• Contract: To provide dental consultation services you've requested
• Legal Obligation: To comply with healthcare regulations and GDC requirements
• Vital Interests: In emergency situations to protect your health
• Legitimate Interests: For service improvement and fraud prevention

5. Data Sharing and Disclosure

Healthcare Professionals

We may share your information with:

• GDC registered dentists providing your consultation
• Your regular dentist or GP (with your consent)
• Emergency services if required for your safety
• Pharmacies for prescription fulfillment

Service Providers

• Payment processors (Stripe, PayPal)
• Video consultation platform providers
• Cloud storage and IT service providers
• Customer support and communication tools

Legal Requirements

We may disclose your information when required by law, court order, or to protect public health and safety.

6. Data Security

We implement robust security measures to protect your personal data:

• End-to-end encryption for all communications
• Secure, encrypted data storage systems
• Regular security audits and penetration testing
• Staff training on data protection and confidentiality
• Access controls and authentication systems
• Regular backup and disaster recovery procedures

7. Data Retention

We retain your personal data for the following periods:

• Medical Records: 8 years from last consultation (GDC requirement)
• Payment Information: 7 years for tax and accounting purposes
• Marketing Data: Until you withdraw consent or 3 years of inactivity
• Website Analytics: 26 months maximum
• Call Recordings: 12 months for quality assurance

8. Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request copies of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data (subject to legal requirements)
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for marketing or cookies

9. Cookies and Tracking

We use cookies and similar technologies to:

• Ensure website functionality and security
• Remember your preferences and settings
• Analyze website usage and performance
• Provide personalized content and advertisements

You can control cookies through your browser settings. However, disabling certain cookies may affect website functionality.

10. International Transfers

Some of our service providers may be located outside the UK. When we transfer your data internationally, we ensure adequate protection through:

• Adequacy decisions by the UK government
• Standard Contractual Clauses (SCCs)
• Binding Corporate Rules
• Certification schemes and codes of conduct

11. Children's Privacy

Our services are available to patients of all ages. For patients under 16, we require parental or guardian consent before collecting and processing personal data. We take extra care to protect children's privacy and ensure age-appropriate communication.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Email notification to registered users
• Prominent notice on our website
• In-app notifications for mobile users

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us: