Privacy Policy

This policy explains how Phoenix Dental Practice collects, uses, stores and protects personal data when you visit our website, contact us online, or become a patient. It complies with the UK GDPR and the Data Protection Act 2018.

Who are we?

Phoenix Dental Practice is an independent dental provider offering private and NHS treatments. The practice is the data controller for your personal information.

Address: 1b Upsdell Ave, London N13 6JP
Phone: 020 3417 9960
Email: info@phoenixdentalpractice.co.uk
ICO Registration: ZA037985

Data protection contact: Dr. Aashish Devesh Gundecha, Principal Dentist, registered with the General Dental Council (GDC number: 278971). Dr. Gundecha is responsible for data protection matters at the practice and can be contacted using the details above.

What this policy covers

This policy explains how we collect, use, store and protect personal data when you engage with us as a website visitor, prospective patient or registered patient. Last updated 18 August 2026.

The information we collect

Website and Enquiry Data
Name, email, phone number, message details from contact forms, and technical data including IP address and browsing behaviour via cookies.

Booking Data
Names, contact details and appointment preferences collected through our online booking system.

Patient Data
Name, address, date of birth, gender, NHS number (where applicable), medical and dental history, family/emergency contact details, GP details, treatment plans and clinical notes, radiographs, photographs and study models, plus financial details for payment and NHS exemption purposes.

Special category (health) Data
This includes dental and medical history, and where applicable, information regarding ethnicity, religion or disability that helps us provide appropriate care or meet our obligations under the Equality Act 2010.

How we use your information and our lawful basis

We rely on four lawful bases:

Consent - marketing communications and enquiry forms.
Performance of a contract - providing agreed dental treatment.
Legal obligation - sharing information with regulators as required.
Legitimate interests - appointment reminders, service improvement, website analytics.

Special category data processing relies on healthcare necessity or Equality Act 2010 obligations. Marketing uses of sensitive data require separate consent, which you may withdraw at any time.

We use your data to: provide dental treatment and advice; manage appointments, reminders and recalls; process payments and NHS claims; communicate with you about your care; refer you to other clinicians when needed.

Who we share your information with

We may share information with healthcare professionals involved in your care, NHS England, HMRC, the NHS Business Services Authority, the Care Quality Commission, our appointment booking and IT suppliers, and the General Dental Council when legally required. We do not sell your personal data. Data storage remains within the UK/EU, with overseas providers meeting appropriate safeguard standards.

Use of AI and other automated tools

We use third-party software with AI capabilities to manage appointment scheduling and patient communications. These tools connect securely to our practice management system (Dentally) to access the patient information needed to carry out these tasks.

These vendors act as data processors under contract with us and are not permitted to use your information for their own purposes. Routine appointment tasks may proceed without immediate staff involvement, but a member of our team checks all appointments made this way. We do not use AI to make decisions about your care, treatment or eligibility for services without a member of our clinical or administrative team being involved.

How long do we keep your information

Adult clinical records: minimum 10 years after your last treatment (longer for complex cases).
Children's records: until age 25, or 26 if treatment concluded at age 17.
Complaints records: 11 years.
Employment records: 6 years following termination of employment.
General enquiries/website contacts: 2 years from your most recent contact, unless you become a patient.

Further detail is set out in our internal Record Retention Policy, available on request.

Keeping your data secure

We protect your data using password-protected and encrypted computer systems, secure off-site backups, lockable and fireproof storage, and staff confidentiality training. Any data breach is investigated and reported according to our legal obligations.

Your rights

Under UK GDPR, you have the right to:

Be informed about how your data is used.
Access the personal data we hold about you.
Have inaccurate information corrected.
Request deletion of your data, subject to our clinical record-keeping obligations.
Restrict or object to our processing of your data, including for marketing.
Request that your data be provided to you or transferred (data portability).

To exercise any of these rights, please contact us at info@phoenixdentalpractice.co.uk or 020 3417 9960. We aim to respond within one month.

Complaints about how we handle your data

If you are unhappy with how we have handled your personal data, please contact Dr. Gundecha in the first instance using the details above. If you remain dissatisfied, you have the right to complain to the Information Commissioner's Office (ICO):

Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Phone: 0303 123 1113
Website: ico.org.uk

Changes to this policy

We may update this policy from time to time. Changes will be reflected in the revision date shown at the top of this page.