Privacy Notice
How EyeSmile Ltd collects, uses and protects your personal information — in line with UK GDPR and the Data Protection Act 2018. ICO registration number Z2048725.
Or call 020 8755 7900·Whitton, Twickenham
Who we are
EyeSmile Ltd is an independent Dentists and Opticians operating from Whitton Corner Dental Practice and EyeSmile Dentists and Opticians (Whitton). We are registered with the Information Commissioner’s Office as a Data Controller, registration number Z2048725.
Your privacy
This notice provides detailed information on when and why we collect your personal information, how we use it and the very limited conditions under which we may disclose it to others.
Your privacy matters to us and we are committed to the highest data privacy standards, patient confidentiality and adherence with the Data Protection Act 2018 and UK GDPR. We adopt the six core principles of data protection.
Collection of your personal data
Where you provide personal data to us, we will become responsible for it as the data controller. We will only collect data that is necessary for us to deliver the best possible service and ensure that you are reminded about appointments or information relevant to your ongoing care.
We collect your personal information directly from you, for example, when you visit our practice, get in touch with us by telephone or email, use our booking system or when you visit our website.
We may also collect it from other sources if it is legal to do so. This includes from the NHS or other healthcare providers, institutions or people you have authorised to provide information on your behalf (for example, parents or guardians), third-party service providers, government, tax or law-enforcement agencies, and others.
Main categories and type of personal data collected and processed
| Processing activity | Personal data held | Retention time | Reason to hold data |
|---|---|---|---|
| Optical / Dental service and products | Name, date of birth, telephone numbers, address and email. Current and past health and medication information, family history, examination results, and lifestyle information. Data received from other healthcare professionals as part of your ongoing care. | 10 years after last contact or until age 25, whichever is later. | Contract — to provide the service or products you have requested. Where health data is processed, we do so for the provision of healthcare. |
| Reminders | Name, email address, address, telephone numbers. | 10 years after last contact or until age 25, whichever is later, or until asked to stop by you. | Contract — to provide ongoing service appointment reminders. |
| Marketing | Name, email address, address, telephone number. | Until asked to stop by you or until consent withdrawn. | Legitimate interests — we will provide information which we believe is of genuine interest to you. Consent — you have given consent to receive information about products or services that are of interest to you. |
| Credit / Debit card payments | Cardholder name, card number, security number. | Duration of the transaction. | Contract — you have agreed to provide these details to pay for the service or products ordered. |
| CCTV footage | Images. | 30 days. | Legitimate interests — prevention and detection of crime, protection of colleagues and visitors, investigation of accidents, incidents, criminal activities and breaches of our policies. |
| Online identifiers for analytical purposes (Cookies) | Cookie information, IP address, device ID, session ID, interaction history, website feedback. | See Cookie Policy at https://www.eyesmile.com/ | Consent — ensuring visitors get the best experience. |
We treat all personal data as sensitive but acknowledge that we also process special category data including health data and children’s data.
Sharing of personal data
During the delivery of our service to you, we will share your data with other companies who are critical for the provision of our service to you and will be viewed as Data Processors. They are under contract with us and have provided sufficient guarantees that they will process your data only as per the terms of that contract, using appropriate technical and organisational measures.
Our operations are based in the UK, and your personal information is generally processed within the UK and countries within the European Economic Area (EEA). In some instances, we may transfer your personal information to third countries, for example, where our suppliers or cloud service providers are situated outside the UK and EEA. If the recipient is situated in a third country that has not received an adequacy decision from the relevant regulator, we will ensure additional safeguards are in place including the use of applicable standard contractual clauses.
A full list of processors is available from our Data Protection Officer.
Where necessary we may disclose your information to healthcare professionals including the NHS. We may also pass information to external agencies and organisations, including the police, for the prevention and detection of fraud and criminal activity. Should any claim be made, we may pass your personal information to our insurers and, if our business is wholly or partially transferred to a third party, your personal information may be one of the transferred assets.
Securing and processing of your personal data
To provide and manage our services your electronic data is stored and processed within our patient management systems, which have appropriate security processes in place. Your data is also stored within our own IT systems, which are secured to prevent access or intrusion by anyone who is not authorised to have access to your data. Our practices are operated to ensure that all records and equipment holding your personal data are physically protected.
In the unlikely event that we lose your data, or a device on which your data resides, or it is accessed by someone unauthorised, we will inform you if the loss or unauthorised access has potential to cause you harm. We may report this to the Information Commissioner’s Office, who are responsible for regulating data protection legislation in the UK — ico.org.uk.
Your rights in relation to personal data
Under UK data protection law, you have the following rights which you can exercise by emailing our Data Protection Officer at EyeSmileDPO@ClinicalDPO.com.
| Right | Explanation |
|---|---|
| Right to be Informed | We have to be transparent in how we collect and use your personal data. |
| Right of Access | You have the right to access your personal data. |
| Right to Rectification | If the information we hold about you is inaccurate or incomplete, you can request that we correct this. |
| Right to Erasure | You can request that we delete or remove personal data in certain circumstances. |
| Right to Restrict Processing | You have the right to request that we cease processing your data if you consider it inaccurate or incomplete, and/or you object to the reason we're processing your data. We will review the validity of your request and respond with our decision. |
| Right to Data Portability | Where you have consented to our processing your data or where the processing is necessary for us to deliver a contract, you can request a copy of that data be provided to a third party. |
| Right to Object | You have the right to object to our processing in certain circumstances. For example, you can object to direct marketing and to processing for the purposes of scientific/historical research and statistics. |
| Rights relating to Automated Decision-Making including Profiling | We do not use automated decision-making or profiling. |
If you are unhappy with anything we have done with your data, you have the right to complain to the Information Commissioner’s Office. To make a complaint, visit ico.org.uk/concerns or call their hotline on 0303 123 1113.
How to contact us
For all data protection matters or questions relating to how we manage your data, you can contact our Data Protection Officer:
Document reference: Privacy Notice v3. A signed PDF copy is available to download here.