SALTIRE DENTAL PRACTICE LTD

Privacy Policy and Patient Privacy Notice

Last updated: 9 November 2026

1. Introduction

Saltire Dental Practice Ltd is committed to protecting the privacy, confidentiality and security of personal information belonging to our patients, prospective patients and visitors.

This privacy policy explains how we collect, use, store and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legislation.

This policy applies to information collected through our dental practice, website, Facebook and Instagram pages, online advertising, telephone calls, emails and patient enquiry forms.

2. Who We Are

Data Controller: Saltire Dental Practice Ltd

Practice Address: 15 Jubilee House, Pentland Park, Glenrothes, Fife, KY6 2AH

Data Protection Contact: Practice Management, Saltire Dental Practice Ltd

Email: saltire.dental@nhs,scot

Telephone: 01592 771317

Saltire Dental Practice Ltd is responsible for determining how and why personal information is processed for its practice operations, subject to any separate responsibilities held by individual clinicians or other organisations.

3. Information We Collect

Depending on your relationship with our practice, we may collect:

Full name and contact details.
Date of birth and relevant identification details.
Appointment bookings and enquiries.
Dental and medical histories.
Clinical examinations, treatment plans and clinical notes.
Dental X-rays, scans and photographs.
Treatment consent documentation.
Payment, billing and dental membership information.
Correspondence, complaints and feedback.
Information submitted through Facebook, Instagram and other online enquiry forms.

We only collect information reasonably necessary for the purposes described in this policy.

4. Facebook, Instagram and Online Advertising Enquiries

Saltire Dental Practice uses social media and online advertising to provide information about our dental services, including dental implants, cosmetic dentistry and general dental care.

When you submit an enquiry through a Facebook or Instagram advertisement, we may receive your:

Name.
Email address.
Telephone number.
Information you voluntarily include in your enquiry.

We use this information to respond to your enquiry, provide information about our services and discuss arranging a consultation.

Submitting an enquiry does not automatically book an appointment or commit you to treatment.

We do not use information supplied through an advertising enquiry to send unrelated promotional communications unless we have an appropriate lawful basis and comply with applicable direct marketing rules.

We recommend that patients do not submit detailed medical or dental histories through social media messaging or advertising forms. Clinical information should be provided through appropriate practice channels.

Meta Platforms may separately process information through its Facebook and Instagram services under its own privacy arrangements.

5. How We Use Your Information

We process personal information to:

Respond to enquiries and requests for information.
Arrange and manage appointments.
Provide safe and appropriate dental care.
Maintain accurate clinical records.
Prepare treatment plans and estimates.
Process payments and membership arrangements.
Communicate about treatment and appointments.
Manage complaints and patient feedback.
Meet professional, regulatory and legal obligations.
Maintain the security and effective operation of our practice.

Where permitted by law, we may also provide information about our services and practice developments.

6. Our Lawful Basis for Processing

We process personal data only where a lawful basis applies under Article 6 of the UK GDPR.

Depending on the purpose, these may include:

Contract and pre-contractual steps: To respond to requests for consultations, arrange services and manage treatment or membership agreements.

Legal obligation: To meet applicable healthcare, accounting, regulatory and record-keeping requirements.

Legitimate interests: To respond to general enquiries, administer the practice, maintain appropriate security and manage our services, where those interests are not overridden by individuals' rights.

Consent: Where consent is required, including certain direct marketing activities.

Healthcare information: Where we process special category health information, we also rely on an applicable Article 9 condition, including Article 9(2)(h) where relevant to the provision and management of healthcare and subject to appropriate confidentiality safeguards.

The specific lawful basis depends on the activity concerned.

7. Sharing Your Information

We may share information where necessary and lawful with:

Dentists, dental therapists, hygienists and authorised practice staff involved in your care.
Dental laboratories and relevant healthcare providers.
Specialist clinicians and referral services.
NHS bodies where relevant to your treatment.
Dental membership or payment plan administrators where applicable.
Secure dental software, IT, communications and payment service providers.
Professional regulators, insurers, legal advisers and public authorities where legally necessary.

We require appropriate confidentiality and security arrangements when third parties process personal information on our behalf.

We do not sell patient information to advertisers or data brokers.

8. Information Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration and disclosure.

Access to confidential patient information is restricted to authorised individuals who require it for legitimate purposes.

Our staff and clinicians are expected to maintain confidentiality and follow applicable data protection and professional standards.

9. How Long We Keep Information

We retain personal information only for as long as necessary for the purpose for which it was collected, including any applicable legal, professional or regulatory requirements.

Clinical dental records are retained in accordance with the record-retention requirements and guidance applicable in Scotland.

Advertising enquiries that do not result in treatment are retained in accordance with our documented enquiry-retention arrangements and then securely deleted or anonymised, unless a lawful reason requires longer retention.

Practice-specific retention periods: We don't delete clinical records as they are stored electronically, personal address details and phone numbers are removed if a patient leaves the practice,

10. International Transfers

Some technology and communications providers, including social media platforms, may process personal information outside the United Kingdom.

Where international transfers are made by or on behalf of Saltire Dental Practice Ltd, we will ensure an appropriate lawful transfer mechanism or safeguard applies where required.

Details of applicable safeguards can be requested using the contact information above.

11. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

Request access to your personal information.
Ask for inaccurate information to be corrected.
Request erasure of information where legally applicable.
Request restrictions on processing.
Object to certain processing, including direct marketing.
Request data portability where applicable.
Withdraw consent where processing is based on consent.

Certain rights may be restricted where information must be retained for healthcare, regulatory or legal purposes.

To exercise your rights, contact the practice using the details provided above.

12. Marketing Communications

We may provide information about dental services, promotions or practice updates where permitted by applicable data protection and electronic marketing laws.

Where consent is required, we will obtain it before sending marketing communications.

Patients and prospective patients can opt out of direct marketing at any time by contacting the practice or using an unsubscribe facility where provided.

We will respect objections to direct marketing.

13. Website Cookies and Online Services

Our website may use cookies or similar technologies to support its operation, understand usage or measure advertising performance.

Where non-essential cookies or tracking technologies are used, we will provide appropriate information and obtain consent where legally required.

Further information should be provided through our website's cookie information or consent controls.

14. Automated Decision-Making

Saltire Dental Practice does not make clinical treatment decisions solely through automated processing.

Dental treatment suitability and treatment planning are determined through appropriate clinical assessment.

Online advertising platforms may use automated systems to determine advertisement delivery under their own privacy arrangements.

15. Complaints and Concerns

If you have any questions or concerns about how Saltire Dental Practice handles your personal information, please contact our practice management team.

You also have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office

Website: https://ico.org.uk

Telephone: 0303 123 1113

We would welcome the opportunity to address your concerns directly before you contact the ICO.

16. Changes to This Policy

We may update this privacy policy to reflect changes in legislation, professional requirements, technology or practice operations.

The latest version will be made available through our practice or website.

Saltire Dental Practice Ltd

15 Jubilee House, Pentland Park, Glenrothes, Fife, KY6 2AH