Privacy Policy

1. Who we are

The Barn Dental operates the website at thebarndental.co.uk. We are the data controller for personal information collected through this website: Dr Jignesh Panchal, trading as The Barn Dental Ltd, of 285 London Road, Peterborough, PE7 0LD. Our ICO registration number is ZC031117.

2. Scope of this policy

This policy explains how we collect and use personal information through this website, including the reserve or enquiry form. It does not replace any separate patient privacy notice, clinical records notice, treatment plan, consent form or appointment terms that may apply if you become a patient of the practice.

3. Information we collect

Information you provide

• Your name and email address.
• Information entered into the reserve form, such as dental health goals, whether you are a nervous patient and how you heard about us.
• Any information you include in emails or later communications with us.

Technical information

• Website logs such as IP address, browser type, device information, approximate location, pages visited and date/time of access.
• Security and hosting records needed to keep the website available and secure.

4. Health information and special category data

Information about dental health goals, dental concerns, anxiety around treatment or other health matters may be health data. Health data is special category data under UK data protection law and needs extra care. We collect this only where you choose to share it in the reserve form, and we will introduce an explicit consent checkbox for this field before the form is used to collect health information at scale.

5. Why we use personal information

Responding to enquiries

To reply to your form submission, manage the waiting list and communicate about the practice opening. Lawful basis: steps before entering into a contract and/or legitimate interests.

Health-related information

To understand the nature of your enquiry and route it appropriately. Lawful basis: explicit consent, unless a different documented basis applies.

Website security

To keep the website secure, troubleshoot faults and prevent misuse. Lawful basis: legitimate interests and, where relevant, legal obligation.

Legal & regulatory obligations

To meet obligations that may apply to a dental practice, including record keeping and responding to lawful requests.

Marketing updates

Only where permitted by law and with appropriate consent. We will not add you to a marketing list unless this is clearly explained and consented to.

6. Who we share information with

We do not sell personal information. We may share it with service providers and advisers where necessary, including website hosting providers, email providers such as Google/Gmail, IT support providers, professional advisers, insurers, regulators or authorities where legally required.

7. International transfers

Some suppliers, such as email, hosting, security or analytics providers, may process information outside the UK. Where this happens, we ensure suitable safeguards are in place, such as UK adequacy regulations or approved contractual protections.

8. How long we keep information

Website enquiries

Up to 12 months after the last contact, unless a longer period is needed for legal, complaint or safeguarding reasons.

Reserve list details

Until the practice opening/waiting list purpose ends, then up to 12 months after last contact.

Website security logs

Usually 6 to 12 months unless needed to investigate security or legal issues.

Patient records

If an enquirer becomes a patient, separate clinical record retention rules and patient privacy information will apply.

9. Your rights

Depending on the circumstances, you may have rights to access your information, correct it, ask for deletion, restrict its use, object to certain uses, receive a portable copy, withdraw consent where processing is based on consent, and complain to the Information Commissioner.

To make a request, contact us at thebarndental@gmail.com. You can also complain to the ICO at ico.org.uk/make-a-complaint.

10. Children

The website is not aimed at children. If a parent or guardian contacts us about a child, they should only provide information that is necessary for the enquiry. Additional patient information is handled through appropriate clinical processes.

11. Security

We use appropriate technical and organisational measures to protect personal information. The website is served over HTTPS, form submissions are sent securely, and access to email/form data is limited to those who need it.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be published here, with the effective date shown at the top.