Privacy Policy

Envisage Dental (“we”, “us”, “our”) is committed to protecting your personal data and being transparent about how we collect, use, and store it.

This Privacy Policy explains how your personal information is handled when you visit our websites, contact us, or receive care at one of our dental clinics.

1. Who we are

Envisage Dental is a group of dental practices operating across the UK. Each practice operates under its own brand name but is part of the Envisage Dental group.

Data Controllers

Individual dental practices are the Data Controller for patient care and clinical records.

Envisage Dental UK Ltd acts as:

Data Controller for group-level marketing, websites, and digital platforms, and/or
Joint Controller with practices where data is shared for operational or marketing purposes.

This structure ensures patient data is managed safely, lawfully, and transparently.

Group Entity:
Envisage Dental UK Ltd
The Hub, Devonshire House
Aviary Court, Basingstoke, RG24 8PE

Data Protection Contact:
Email: dataprotection@envisage-dental.co.uk

2. What Personal Data We Collect

2.1 Information you provide

Name and contact details
Appointment requests and enquiries
Medical and dental information required for treatment
Marketing preferences
Payment and billing information (where applicable)

2.2 Website & Digital Interactions

IP address and device information
Pages visited and interactions
Cookies and analytics data
Online booking activity
Contact form submissions

2.3 Messaging & Communication Tools

If you contact us via live chat, WhatsApp, or other messaging platforms, we may collect:

Message content
Interaction timestamps
Technical data required to manage the service

These tools are used to support enquiries and improve service. They are not used to provide automated medical advice or diagnosis.

3. How We Use Your Personal data

3.1 Providing Dental Care

Booking and managing appointments
Maintaining clinical records
Communicating about your treatment
Complying with legal and regulatory obligations

3.2 Customer Service & Enquiries

Responding to enquiries
Managing feedback or complaints

3.3 Marketing & Communications

Where you have provided consent, we may send:

Appointment reminders
Practice updates
Offers or promotions

You can withdraw consent at any time.

3.4 Website Analytics & Improvement

Understanding how visitors use our website
Improving user experience
Measuring marketing effectiveness

4. Use of Google Services

We use services provided by Google, such as Google Analytics and Google Ads, to help us understand how visitors use our website and to improve our marketing.

When you give consent via our cookie banner, Google may collect and process personal data such as:

Online identifiers (e.g. cookies)
IP address
Device and browser information
Interaction data (pages visited, time spent, actions taken)

This data may be used for:

Analytics and performance measurement
Personalised advertising (where consent is given)
Conversion tracking

For more information on how Google uses personal data, please visit: https://business.safety.google/privacy/

5. Lawful Bases for Processing

We process personal data under UK GDPR using:

Contract – to provide dental care
Legal obligation – for clinical records and compliance
Consent – for marketing, cookies, and tracking technologies
Legitimate interests – for service improvement and analytics
Vital interests – in emergencies

6. How We Share Your Information

We may share personal data with:

Clinicians and staff involved in your care
Dental laboratories and specialist providers
IT, booking, CRM, and practice management software providers
Payment processors
Marketing and analytics providers (only where consent applies)
Messaging service providers (e.g. WhatsApp Business)

All third parties are required to:

Process data securely
Use it only for agreed purposes
Comply with UK GDPR

We do not sell personal data.

7. Group & Third Party Transfers

Some service providers may process data outside the UK or EEA. Where this happens, we ensure appropriate safeguards are in place, including:

UK adequacy decisions
Standard Contractual Clauses (SCCs)
Equivalent legal protections

8. Data Retention

We retain personal data only for as long as necessary:

Clinical records: Minimum 11 years (or until age 25 for children)
Marketing data: Until consent is withdrawn
Website & analytics data: Typically, up to 26 months
Chatbot and messaging data: In line with provider settings and business need

9. Your Rights

You have the right to:

Access your personal data
Request correction of inaccurate data
Request deletion (where legally permitted)
Restrict or object to processing
Withdraw consent at any time
Request data portability

Requests can be made via: dataprotection@envisage-dental.co.uk

10. Cookies & Tracking Technology

Our websites use cookies to:

Enable core functionality
Measure performance and usage
Support marketing activity (with consent)

You can manage your cookie preferences at any time via our cookie banner or browser settings. See our Cookie Policy for full details.

11. Messaging Services (WhatsApp & Chat Tools)

If you contact us via WhatsApp, live chat, or chatbot services:

We store messages securely
We monitor conversations for quality and compliance
Metadata may be processed by the platform provider

Sensitive clinical information should only be shared when requested through secure channels.

12. Data Security

We use appropriate technical and organisational measures to protect your data, including:

Secure systems and encryption
Access controls
Staff training
Regular audits and reviews

13. Complaints & Regulator Contact

If you have concerns about how your data is handled, please contact us first.

14. Changes To This Policy

We may update this Privacy Policy from time to time. The most recent version will always be published on our websites.

Last updated: 9th April 2026