Here at Swift Dental Group we take the privacy of our customers very seriously. The trust and confidentiality with dentists is something we have built from the ground up over 40 years of trading. Please read this privacy policy carefully as it contains valuable information on how and why we collect and store information.

1. Introduction

1.1. Swift Dental Group ("we", "us", "our") is committed to safeguarding the privacy of our website visitors and customers. This policy explains how we collect, store, and use your personal data.

1.2. This policy applies where we act as a data controller, determining the purposes and means of processing personal data.

1.3. We use cookies on our website. When you first visit our site, we will ask for your consent to use cookies.

1.4. Our website includes privacy controls that allow you to manage your preferences regarding the processing of your personal data.

1.5. For further details about our company, please visit www.swiftdental.co.uk.


2. How We Use Your Personal Data

2.1. We may process data about your use of our website and services ("usage data"). This data may include IP address, browser type, referral source, and interaction patterns. The purpose of processing is to analyse website usage and improve services. Legal basis: legitimate interests.

2.2. We may process your practice address, name, G.D.C NO, phone number, email, card details for communication, account management, and promotional offers. Legal basis: legitimate interests and consent (where applicable).

2.3. We may process personal data provided in inquiries or via online forms ("enquiry data") to respond to your requests and provide relevant information. Legal basis: consent.

2.4. We may process transaction-related data, including billing details ("financial data"), for payment processing and record-keeping. Legal basis: contractual obligation and legitimate interests.

2.5. We may process personal data for marketing purposes, including email notifications and targeted advertising on platforms such as Google and LinkedIn. You can opt-out at any time. Legal basis: consent.


3. Disclosure of Personal Data

3.1. Under no circumstance is information sold to third-party companies or revealed to members of the general public. All of the above information has been collected via telephone, websites or face to face contact. We do not buy information from third party companies. However, upon acquiring new companies any new information will be collated and the relevant measures to inform you of our privacy policy and values will be taken.

4. Confidential Policy

Swift Dental Group is committed to providing a confidential service to its users. No information given to the us will be shared with any other organisation or individual without the user's expressed permission.

For the purpose of this policy, confidentiality relates to the transmission of personal, sensitive or identifiable information about individuals or organisations (confidential information), which comes into the possession of us through our work.

We hold personal data about our staff, users, members etc. which will only be used for the purposes for which it was gathered and will not be disclosed to anyone outside of the organisation without prior permission.

All personal data will be dealt with sensitively and in the strictest confidence internally and externally.


5. International Data Transfers

5.1. Data may be processed outside the UK and EEA where necessary. We ensure appropriate safeguards, such as Standard Contractual Clauses, to protect your data.


6. Data Retention

6.1. Personal data is retained only as long as necessary for the intended purposes, including legal compliance, contractual obligations, and regulatory requirements.

6.2. Patient-related data is stored in compliance with medical device regulations, typically for five years after order completion.

6.3 If any information that you wish to be altered or erased that contradicts and legal legislation shall remain unaltered until the date of which the it expires.
For example, a laboratory ticket with a dentist name printed on it will not be destroyed until 5 years after the work is completed (or ten years after 2020).

6.4 All paper records are kept in locked filing cabinets. All information relating to service users will be left in locked drawers. This includes notebooks, copies of correspondence and any other sources of information.


7. Data Security

7.1. We have our own bespoke laboratory software. All individual users are connected by user name and password. User names are six digit numbers rather than names to increase security. The cloud based server is secure and encrypted. All data on the server is not accessed outside of the company by any technicians. Certain high level staff as well Business Development Managers who work from home have access to parts of the system remotely.

However, it is under a confidentially agreement that they will not share or store any of this information.

In the unlikely event of a security breach, any breaches in security are aimed to be resolved within 72 hours and you will be informed as an upmost priority.

8 The following general points apply to all of the requests described in
this document and are based on Article 12 of the GDPR:

1. Information shall be provided to the data subject in a concise, transparent,
intelligible and easily accessible form, using clear and plain language, in
particular for any information addressed specifically to a child

2. Information may be provided in writing, electronically or by other means

3. The data subject may request the information orally (e.g. over the telephone or face to face), as long as the identity of the data subject has
been established

4. We must act on a request from a data subject, unless we are unable to
establish their identity

5. We must provide information without undue delay and within a maximum
of one month from the receipt of the request

6. The response timescale may be extended by up to two further months for
complex or a high volume of requests-the data subject must be informed of this within one month of the request, and the reasons for the delay given

7. If a request is made via electronic form, the response should be via
electronic means where possible, unless the data subject requests
otherwise

8. If it is decided that we will not comply with a request, we must inform the
data subject without delay and at the latest within a month, stating the
reason(s) and informing the data subject of their right to complain to the
supervisory authority

9. Generally, responses to requests will be made free of charge, unless they
are "manifestly unfounded or excessive" (GDPR Article 12), in which case we
will either charge a reasonable fee or refuse to action the request

10. If there is doubt about a data subject's identity, we may request further
information to establish it. Please refer to the exact text of the GDPR if clarification of any of the above is required.

8. YOUR RIGHTS

8.1 Due to new GDPR you now have the following rights:
1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure
5 . The right to restrict processing
6. The right to data portability
7. The right to object
8. Rights in relation to automated decision making and profiling.

Each of these rights must be supported by appropriate procedures of the controller (yourself), however Swift DentalGroup need to be aware of the legal requirements and liaise with the controller. With the intention that this will allow the required action to be taken within the timescales stated in the GDPR.

8.2 The right to object

The data subject has the right to object to processing that is based on the
following legal justifications:
• For the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
• For the purposes of the Iegiti mate interests of the controller

Once an objection has been made, Swift Dental Group must justify the grounds on which the processing is based and suspend processing until this is done. Where the personal data is used for direct marketing we have no choice but to no longer process the data.

9. Cookies and Tracking

9.1. We use cookies to enhance user experience, analyze website traffic, and facilitate targeted advertising. You can manage cookie preferences through your browser settings.

9.2. Third-party cookies (e.g., Google Analytics) may be used for analytics and marketing. Details on third-party privacy policies are available upon request.


10. Updates to This Policy

10.1. We may update this policy periodically to reflect legal or operational changes. Updates will be posted on our website.


10. Contact Information

10.1. If you have any questions about this policy or your personal data, please contact us at:
Swift Dental Group Email: info@swiftdental.co.uk Website: www.swiftdental.co.uk