Privacy Policy

Last updated: 9 April 2026

Your privacy is important to us. This policy explains how Dentaloptima collects, uses, and protects your personal information.

Information We Collect

Personal Information

When you use our services, we may collect the following personal information:

Name and contact details (email, phone number, address)
Business information (business name, type, location)
Payment information (processed securely through third-party providers)
Website usage data and analytics
Communication preferences

Automatically Collected Information

We automatically collect certain information when you visit our website:

IP address and browser information
Pages visited and time spent on our site
Referring website information
Device and operating system information

How We Use Your Information

We use your personal information for the following purposes:

Providing and maintaining our services
Processing payments and managing your account
Communicating with you about our services
Improving our website and services
Sending marketing communications (with your consent)
Complying with legal obligations
Protecting against fraud and security threats

Legal Basis for Processing (UK GDPR)

We process your personal data based on:

Contract performance: To provide our services to you
Legitimate interests: To improve our services and prevent fraud
Consent: For marketing communications and cookies
Legal obligation: To comply with applicable laws

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

Service Providers: With trusted third-party providers who help us deliver our services
Legal Requirements: When required by law or to protect our rights
Business Transfers: In connection with a merger, acquisition, or sale of assets
With Your Consent: When you explicitly agree to share your information

Third-Party Sub-Processors

In line with UK GDPR Article 28 we disclose the sub-processors that may handle your personal data on our behalf. We work only with providers that have their own robust data protection practices:

Supabase — database, authentication, and application hosting (data stored in the EU, Ireland region by default)
Postmark (ActiveCampaign, Inc.) — transactional email delivery (appointment confirmations, reminders, support messages)
Stripe — payment processing for invoices (used where a practice chooses to send patient payment links)
Google Analytics 4 (Google LLC) — aggregated website analytics (property G-WPDF0PV37K). Only loaded with your consent
SiteGround — static website hosting for dentaloptima.co.uk (EU data centres)

We keep this list current. If we add a new sub-processor we will update this page before the change takes effect.

Data Security & Where Your Data Lives

Practice and patient data is stored in the European Union (Ireland) via Supabase, which provides enterprise-grade security by default, including:

TLS encryption for all data in transit
AES-256 encryption at rest on all databases
Row-level security (RLS) policies enforcing who can access what
Automatic off-site backups with point-in-time recovery
Regular platform-level security audits by Supabase

On top of that we apply our own access controls, role-based permissions, audit logging on sensitive tables, and staff training on data protection.

While we take every reasonable precaution, no method of transmission over the internet is ever 100% secure. We cannot guarantee absolute security but are committed to protecting your data using current best practices.

Your Rights (UK GDPR)

Under UK data protection law, you have the following rights:

Right of access: Request a copy of your personal data
Right to rectification: Correct inaccurate or incomplete data
Right to erasure: Request deletion of your personal data
Right to restrict processing: Limit how we use your data
Right to data portability: Receive your data in a portable format
Right to object: Object to processing based on legitimate interests
Right to withdraw consent: Withdraw consent for marketing communications

To exercise any of these rights, please contact us at contact@dentaloptima.co.uk. We will respond to your request within one month.

Cookies and Tracking

We use a small number of cookies and similar technologies on our marketing website. For the full detail please see our Cookie Policy.

Types of Cookies We Use

Essential cookies: required for core website functionality
Analytics cookies: Google Analytics 4 only, loaded only with your consent, to help us understand how the site is used in aggregate
Preference cookies: remember your theme and cookie-consent choices

We do not use advertising or remarketing pixels. There is no Meta Pixel, no Google Ads conversion tracker, and no cross-site tracking on this website.

Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations:

Account information: For the duration of your subscription plus 7 years for tax purposes
Website analytics: Up to 26 months
Marketing communications: Until you unsubscribe
Support communications: Up to 3 years

International Transfers

Your practice and patient data is processed within the European Union (Supabase, Ireland region). The UK Government recognises the EU under an adequacy decision, so this transfer is treated as equivalent to UK-only processing for UK GDPR purposes.

A small number of sub-processors operate globally. Where personal data (for example, website analytics or billing information with Stripe) may be transferred outside the UK or EU we rely on appropriate safeguards, including:

Adequacy decisions by the UK Government or EU Commission
Standard contractual clauses approved under UK GDPR
Our sub-processors' own certifications (SOC 2, ISO 27001, UK/EU GDPR compliance programmes)

Children's Privacy

Our services are not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will:

Post the updated policy on our website
Update the "Last updated" date
Notify you of significant changes via email

We encourage you to review this policy periodically to stay informed about how we protect your information.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: contact@dentaloptima.co.uk

Phone: 01422 728022 (voicemail service)

Address: Horley Green House, Horley Green Lane, Halifax, HX3 6AS, United Kingdom

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your personal data appropriately.