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Privacy policy

Registered name: Dentaid Limited

Last updated: December 2025

This privacy notice tells you what to expect us to do with your personal information.

Contact details

For questions and/or comments about our Privacy Policy and this statement, please contact us by using the following contact details:

Dentaid The Dental Charity
116 Commercial Road, Totton, Hants SO40 3AD
United Kingdom
Website: https://www.dentaid.org
Email: info@dentaid.org
Phone number: 01794 324249

What information we collect, use, and why

Dentaid takes your privacy seriously. We collect and use information to facilitate volunteering, manage fundraising, and critically to provide safe and effective dental care.

For healthcare and clinical services

We collect or use the following personal information to provide dental treatment on our mobile units:

  • Personal identifiers: Name, date of birth, address, and NHS number.
  • Special category data: Detailed medical and dental history, clinical notes, X-rays, treatment plans, and details of medications or allergies.
  • Contact details: To send appointment reminders or follow-up care instructions.

For fundraising and volunteering

We collect or use the following information to receive donations, organize activities, and manage our volunteers:

  • Volunteer data: Information to facilitate your participation in Dentaid activities and international trips.
  • Financial data: Taxpayer information (for Gift Aid purposes).
  • Research/archiving: Website and app user journey information and records of consent.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Dental Treatment

Legal Obligation: To meet statutory clinical record-keeping requirements.

Fundraising

Consent: You have given us clear permission.

Volunteering

Contract/Legitimate Interest: To manage your trip or placement safely.

Your data protection rights

  • Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this here.
  • Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this here.
  • Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this here.
  • Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this here.
  • Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this here.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this here.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Where we get personal information from

  • Directly from you (via application forms or clinical intake)
  • Healthcare providers (via referrals or previous dental records)
  • Charities or voluntary sector organisations

Who can see the information you give us

We store your information securely using encrypted systems, including Dentally for clinical records and Microsoft 365/SharePoint for administrative data.

Access is restricted to:

  • Clinical staff: Authorised dentists and nurses treating you.
  • Dentaid leadership: Authorised staff managing volunteering and operations.
  • Third parties: We may share data with the NHS Business Services Authority for claims, your GP for referrals, or regulatory bodies like the CQC for audit purposes.

Cookies and your rights with respect to personal data

Our website, https://www.dentaid.org (hereinafter: "the website") uses cookies and other related technologies (for convenience all technologies are referred to as "cookies"). Cookies are also placed by third parties we have engaged. In the document below we inform you about the use of cookies on our website. Click here to read our cookie policy.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

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