Truss Dental is committed to protecting your privacy and handling your personal information in a safe, responsible and transparent way. This Privacy Policy explains how we collect, use, store and protect your data when you visit our website, contact us, or receive care from us.

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We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the professional standards set out by the General Dental Council (GDC).

 

Who We Are

Truss Dental is a dental practice based in Irvine, Ayrshire, providing NHS and private dental care.

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For the purposes of data protection law, Truss Dental is the data controller for any personal information we collect.

 

If you have any questions about this policy or how your data is used, you can contact us using the details on our website.

 

What Information We Collect

We may collect and process the following types of personal information:

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When you use our website or contact us

• Your name

• Email address

• Telephone number

• Any message or enquiry you submit through our contact forms

 

When you become a patient

• Contact details

• Date of birth

• Medical and dental history

• Treatment records, x-rays, photographs and clinical notes

• Payment and appointment information

 

Automatically through our website

• IP address

• Device and browser type

• Pages visited and time spent on the site

 

This information is collected through cookies, forms and standard website analytics.

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How We Use Your Information

We only use your data when we have a lawful reason to do so. This includes:

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• To respond to enquiries and appointment requests

• To provide safe, appropriate dental care

• To maintain accurate clinical and administrative records

• To contact you about appointments, treatment or important updates

• To meet NHS and regulatory obligations

• To improve our website and patient experience

 

We never sell your data or use it for marketing without your consent.

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Lawful Basis for Processing

Under GDPR, we rely on the following lawful bases:

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• Contract – to provide dental care and manage appointments

• Legal obligation – NHS, tax and regulatory requirements

• Legitimate interests – running our practice safely and efficiently

• Consent – for marketing communications or optional services

• Vital interests – in rare cases where urgent medical care is required

 

How We Store and Protect Your Data

 

Your data is stored securely using modern digital practice management systems and, where necessary, locked physical records.

 

We use:

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• Secure servers and encrypted systems

• Password-protected clinical software

• Restricted staff access based on role

• Regular data protection and cybersecurity checks

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All staff are trained in confidentiality, GDPR and GDC standards.

 

How Long We Keep Your Data

We keep patient records in line with NHS, GDC and legal requirements. Dental records are typically retained for at least 11 years (or until a child patient reaches age 25), depending on the type of record.

Website enquiries and non-patient data are kept only as long as necessary.

 

Sharing Your Data

We may share your information with:

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• NHS services

• Dental laboratories

• Referral specialists

• Finance providers (such as Tabeo, if you apply)

• Regulatory or legal authorities where required

 

We only share what is necessary and always ensure third parties follow strict data protection standards.

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Cookies and Website Tracking

Our website uses cookies to improve functionality and understand how visitors use the site.

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Cookies may track:

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• Pages visited

• Time spent on the site

• Device and browser type

 

You can manage or disable cookies in your browser settings at any time.

 

Your Rights Under GDPR

You have the right to:

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• Access your personal data

• Request corrections

• Request deletion where appropriate

• Restrict or object to processing

• Request data portability

• Withdraw consent at any time

 

To make a request, please contact us using the details on our website. We will respond within one month.

Complaints

 

If you are unhappy with how your data is handled, you can complain to us directly. You also have the right to contact the Information Commissioner’s Office (ICO) at www.ico.org.uk.

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Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the law or how we operate. The most recent version will always be available on our website.