Privacy policy
How Clear Braces Solihull and Omnia Dental Spa collect, use and protect your personal information, and your rights under UK data protection law.
Who we are
This website is operated by the partnership of Dr T. Gidda, Dr H. Gill and Dr B. Lendhra, trading as Omnia Dental Spa and Clear Braces Solihull, 243 Station Road, Wythall, Birmingham, B47 6ET, a wholly private dental practice (“we”, “us”). Clear Braces Solihull is the Invisalign service of Omnia Dental Spa. We are the data controller for personal information collected through this website and in the course of your dental care.
Questions about this policy can be sent to info@omniadentalspa.co.uk or by post to the practice address, marked for the attention of the Data Protection Lead.
Information we collect
- Enquiry details you give us through the contact form, by phone or by email: your name, telephone number, email address, the treatment you are interested in and any message you send.
- Patient records if you become a patient: your medical history, clinical notes, radiographs, scans, photographs and treatment plans. These are special category (health) data and are held under the practice’s clinical records policy.
- Website usage data such as pages visited and the device and browser used, collected through analytics cookies only if you consent to them. See our cookie policy.
- Smile check photographs you upload through our online smile check, with the details and message you send alongside them. Photographs of your teeth are health information, so we only use them with your explicit consent, given on the form, to assess your smile and reply to you. They are seen only by the clinical team.
- Images and testimonials that you have given written consent for us to publish.
How we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry and arranging a consultation | Steps at your request before entering into a contract; our legitimate interest in responding to enquiries |
| Providing dental care and keeping clinical records | Performance of our contract with you; provision of health care (Article 9(2)(h) UK GDPR); legal obligations under GDC and CQC requirements |
| Payments, instalment plans and accounts | Performance of a contract; legal obligations |
| Reminders about appointments and aftercare | Performance of a contract; legitimate interests |
| Marketing emails or messages | Your consent, which you can withdraw at any time |
| Assessing photographs sent through the online smile check | Your explicit consent (Article 9(2)(a) UK GDPR), which you can withdraw at any time |
| Publishing your photographs or review | Your explicit consent |
| Website analytics | Your consent (cookies) |
Who we share it with
We share information only where necessary: with dental laboratories and Align Technology (the manufacturer of Invisalign) to make your aligners and retainers; with Dental Monitoring if you use remote monitoring; with our IT, website hosting and email providers who process data on our instructions; with other health professionals involved in your care; and with regulators, insurers or legal advisers where the law requires. We do not sell personal information.
Some providers, including Align Technology and our website host, process data outside the UK. Where they do, transfers are protected by UK adequacy regulations or the International Data Transfer Agreement.
How long we keep it
Enquiries, including smile check photographs, that do not lead to treatment are deleted after 12 months, or sooner if you ask. If you become a patient, smile check photographs join your clinical record. Clinical records for adults are kept for at least 10 years after your last treatment, and for children until their 25th birthday or 10 years after treatment, whichever is longer, in line with NHS and professional guidance. Financial records are kept for 7 years.
Your rights
You have the right to access the information we hold about you, to have inaccuracies corrected, to ask for deletion where we no longer need it, to restrict or object to processing, to data portability, and to withdraw consent at any time. To exercise any of these, contact us at the details above. We will respond within one month.
If you are unhappy with how we handle your information you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would welcome the chance to resolve your concern first.
Security
Patient records are held in encrypted practice management software with access restricted to staff who need it. This website is served over HTTPS. Form submissions are processed by our hosting provider, Netlify, and forwarded to the practice by email.
Changes to this policy
We review this policy annually and whenever our processing changes. The date at the top shows the current version.