Privacy Policy

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PRIVACY POLICY  

This Privacy Policy explains how we collect, use, store and protect your personal information when you use our services.

This policy applies to:

• The Prep Rooms  

• The Prep Rooms Dental  

For the purposes of data protection law, The Prep Rooms and The Prep Rooms Dental are the “Data Controller”.

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1. WHO WE ARE

Business Name: The Prep Rooms

Trading As: The Prep Rooms & The Prep Rooms Dental  

Address: 71 Cherry Orchard, Ebbsfleet Valley, DA10 1AD

Email: hello@thepreprooms.co.uk

Telephone: 01322 761 104

If you have any questions about this policy or your data, please contact us using the details above.

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2. INFORMATION WE COLLECT

We may collect and process the following information:

Personal Information:

• Full name  

• Date of birth  

• Address  

• Email address  

• Telephone number  

• Emergency contact details  

Health & Medical Information (Special Category Data):

• Medical history  

• Allergies  

• Medications  

• GP details  

• Dental and treatment records  

• Clinical notes  

• Before and after photographs (where applicable)  

• Consent forms  

Payment Information:

• Billing address  

• Transaction records  

Please note: We do not store full card details. Payments are processed securely via third-party payment providers.

Website & Booking Information:

• Online booking details  

• IP address  

• Marketing preferences  

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3. HOW WE USE YOUR INFORMATION

We use your information to:

• Provide safe and appropriate dental and aesthetic treatments  

• Maintain accurate clinical records  

• Communicate with you regarding appointments  

• Process payments  

• Comply with legal and regulatory obligations  

• Improve our services  

• Send marketing communications where you have opted in  

We will only use your information where we have a lawful basis to do so.

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4. LEGAL BASIS FOR PROCESSING

We process your personal data under the following lawful bases:

• Performance of a contract – to provide treatment and services  

• Legal obligation – to comply with healthcare and tax regulations  

• Legitimate interests – for the effective running of our business  

• Explicit consent – for marketing communications and clinical photography  

Health data is processed for the provision of healthcare and treatment in accordance with UK data protection legislation.

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5. HOW LONG WE KEEP YOUR DATA

Dental and medical records are retained in line with professional guidelines:

• Adults: Typically 8–11 years after last treatment  

• Children: Until age 25 (or 26 if treatment ended at age 17)  

Financial records are retained for a minimum of 6 years to comply with HMRC requirements.

After this period, records are securely deleted or destroyed.

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6. WHO WE SHARE YOUR DATA WITH

We may share your information with:

• Dental laboratories  

• General Practitioners (where clinically necessary)  

• Regulatory bodies  

• Professional advisers  

• IT and clinical software providers  

• Payment processors  

• Insurance providers  

All third parties are required to handle your data securely and in accordance with data protection law.

We do not sell your personal data.

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7. DATA SECURITY

We implement appropriate security measures including:

• Secure clinical management systems  

• Password-protected and encrypted devices  

• Restricted staff access to sensitive data  

• Staff confidentiality agreements  

• Secure storage of paper records (where applicable)  

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8. MARKETING

We will only send marketing communications if:

• You have opted in, or  

• You are an existing client and the communication relates to similar services (where legally permitted).

You may unsubscribe at any time by contacting us or using the unsubscribe link in communications.

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9. YOUR RIGHTS

Under UK data protection law, you have the right to:

• Request access to your personal data  

• Request correction of inaccurate data  

• Request erasure (where legally permissible)  

• Restrict processing  

• Object to processing  

• Withdraw consent at any time  

• Lodge a complaint with the Information Commissioner's Office  

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10. COOKIES & WEBSITE DATA

Our website may use cookies to improve user experience and analyse website traffic. You may control cookie preferences through your browser settings.

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11. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. The most current version will always be available on our website.

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If you have any questions about how your information is handled, please contact us directly.