Privacy Policy

Dent Dock is a dental practice management platform. Dent Dock is a trading name of PARADIGM NETWORK LIMITED, a company registered in England and Wales (company number 16903048), whose registered office is at 11 Dronfield Road, Salford, M6 7FN. Our ICO registration number is ZC132966.

Contact: hello@dentdock.co.uk

For dental practices and their staff, we are the data controller. This policy explains how we use your account information.

For patients, the dental practice is the data controller and we are its data processor. We hold patient information only so the practice can use Dent Dock, and only on the practice's instructions, under our Data Processing Agreement. If you are a patient, your practice's privacy notice explains how your information is used, and your practice is the first place to go with any request about it.

Practice account data — practice name, address, phone, email, opening hours and branding provided during setup.

Staff account data — name, email address and role for each person added to a practice account, and a record of sign-ins and actions taken in the app.

Patient data (held for the practice) — name, date of birth, contact details, appointments, medical history and notes, form answers, payments and communication preferences. This is entered by practice staff or given by patients when they book online, fill in a form or use the patient portal.

Payment data — subscription and payment records. Card details are handled by Stripe and are never stored by Dent Dock.

Messages — emails (and, once available, text messages) sent to patients through Dent Dock, and messages you send to our support team.

Technical data — error reports from the app, used to find and fix problems. On dentdock.co.uk only, and only if you accept analytics cookies, Google Analytics records how the website is used. We do not use advertising tools. See our Cookie Policy.

Website waitlist — if you join the waitlist on dentdock.co.uk, your email address, practice name and role.

Contract — to provide Dent Dock to your practice, including billing and support.

Legitimate interests — to keep the service secure, prevent fraud and misuse, and improve the product.

Consent — to contact you about Dent Dock if you join the website waitlist. You can withdraw this at any time.

Legal obligation — to keep financial records and meet other legal duties.

We do not sell data, and we never use patient data for advertising or for any purpose other than providing the service to the practice.

If a practice needs help, a member of the Dent Dock team may sign in to that practice's account through a named "Dent Dock Support" user. Each support session is short, is recorded, and the record can be seen by the practice.

We use the following companies to provide the service:

• Supabase — database, sign-in, file storage and server functions. Data stored in London, UK.
• Stripe — subscription billing and patient payments.
• Resend — sending emails.
• Vercel — hosting the practice app and the online booking site.
• Cloudflare — protecting online booking and waitlist forms from automated abuse, and hosting dentdock.co.uk.
• Google — website analytics on dentdock.co.uk, only if you accept analytics cookies, and website fonts. Google never receives patient data.

We do not send text messages yet. Before we do, we will add the text message provider to this list and tell practices.

Our database and files are stored in London, UK. Some of the companies above (Stripe, Resend, Vercel, Cloudflare and Google) may process data outside the UK, including in the United States. Where that happens, we rely on the protections UK data protection law requires, such as UK adequacy regulations or the UK International Data Transfer Agreement.

Practice and staff account data — for as long as the practice has an account, and deleted within 90 days after the account closes.

Financial records — six years, as required by UK tax law.

Patient data — kept on the practice's instructions. UK guidance is that dental records are kept for 11 years after the last treatment for adults, and for children until they are 25 or for 11 years, whichever is longer. When a practice's account closes, we return its data or delete it, as the practice chooses, within 90 days.

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Ask us to delete your data
• Object to or restrict how we use it
• Data portability
• Withdraw consent at any time, where we rely on consent

To use any of these rights, contact us at hello@dentdock.co.uk. We will respond within one month. If you are a patient, please contact your dental practice; we will pass on any request we receive to them.

You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

We protect data with encryption in transit and at rest, access rules that keep each practice's data separate, and records of who did what in the app.

In the app we only use what is needed to keep you signed in. On dentdock.co.uk we use analytics cookies only if you accept them. See our Cookie Policy.

We may update this policy from time to time. We will email account holders about important changes.