Privacy Policy
At Teeth by Teki, we are committed to protecting and respecting your privacy. This privacy policy outlines how we collect, use, store and protect your personal data in accordance with the General Data Protection Regulation (GDPR) and over relevant protection laws.
1. Who We Are
Teeth By Teki
158 Balgores Lane, RM2 6BS
info@teethbyteki.com
Data Protection Officer: Teki Sowdani
2. Information We Collect
a. Personal Identification Information:
- Full name
- Date of birth
- Contact details (address, phone number, email)
- NHS number (if applicable)
b. Health and Treatment Information:
- Medical history
- Dental records and treatment notes
- Prescriptions and referrals
- Insurance and payment details
c. Website Usage Information:
- IP address
- Browser type and version
- Pages visited and time spent on our site (via cookies and analytics)
3. How We Collect Your Information
We collect data through the following means:
- Patient registration and consent forms (online and in-practice)
- Appointment bookings
- Contact forms submitted via our website
- Phone calls, emails, or other communications
- Cookies and website analytics (see section 7)
4. Legal Basis for Processing
Under GDPR, we rely on the following legal grounds to process your personal data:
- Consent – for marketing communications and optional services.
- Contractual obligation – to provide dental services and manage appointments.
- Legal obligation – to comply with health regulations and professional standards.
- Vital interests – for emergency medical situations.
- Legitimate interest – for managing our business operations, including improving services.
5. How We Use Your Information
Your personal data is used to:
- Schedule and manage appointments
- Provide dental and medical care
- Maintain accurate clinical records
- Communicate with you about your care and treatment
- Send appointment reminders and follow-ups
- Process payments and manage billing
- Comply with legal and regulatory obligations
6. Data Security
We implement a range of technical and organizational measures to ensure the confidentiality and integrity of your data, including:
- Secure electronic health record (EHR) systems with access controls
- Encrypted communication channels (e.g., HTTPS for our website)
- Regular staff training on data protection
- Secure storage of physical documents
- Routine data backups and antivirus protection
7. Cookies and Website Analytics
Our website uses cookies to enhance your browsing experience and gather anonymized statistics on site usage. You can adjust your cookie settings through your browser preferences. For more details, refer to our [Cookie Policy].
8. Sharing Your Information
We only share your data when necessary and with trusted third parties, such as:
- Other healthcare providers (e.g., referral specialists)
- Dental laboratories
- Payment processors
- IT service providers
- Regulators or authorities if legally required
All third parties are contractually obligated to protect your data and use it only for specified purposes.
9. Data Retention
We retain your personal data for as long as necessary to provide dental services and comply with legal and professional record-keeping requirements. Typically, dental records are retained for at least 11 years or until the patient reaches age 25, whichever is longer.
10. Your Rights Under GDPR
You have the following rights regarding your personal data:
- Right to access – request a copy of the personal data we hold about you
- Right to rectification – correct inaccurate or incomplete data
- Right to erasure ("right to be forgotten") – request deletion of your data, where applicable
- Right to restriction – limit how your data is processed
- Right to data portability – receive your data in a structured, commonly used format
- Right to object – object to processing based on legitimate interests or direct marketing
- Right to withdraw consent – at any time, where consent is the legal basis
To exercise any of these rights, please contact us using the details in Section 1.
11. Complaints
If you are unhappy with how we handle your data, please contact us first so we can resolve the issue. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
ICO Contact Details
Website: https://ico.org.uk
Phone: 0303 123 1113
12. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with the updated effective date.
Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact:
Email: info@teethbyteki.com
Phone: 01709398161