Privacy Policy

Last updated: 31st August 2025

We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect the information you provide when you use our website to submit a dental enquiry.

1. Who we are

This website is operated by Filing You In (“we”, “our”, “us”).

If you have any questions about this Privacy Policy or the way we handle your personal data, you can contact us using the contact form by clicking here.

2. What data we collect

When you complete and submit the enquiry form on our website, we collect the personal data submitted, such as the following:

• First name and surname
• Email address
• Telephone number
• Location
• Your description of the dental issue or message
• Any photographs you choose to upload

3. How we use your data

We use your personal data solely for the purpose of reviewing your enquiry and providing an appropriate response. Specifically, we will:

• Receive your enquiry by email, including the information and attachments you provide
• Use your contact details to respond to you about your treatment request
• Share your enquiry internally with relevant dental professionals within our group for review

We will not use your data for marketing unless you explicitly consent.

4. Legal basis for processing

Under UK data protection law, we rely on the following legal bases for processing your personal data:

• Consent - when you submit your enquiry form, you consent to us processing the personal data and photographs you provide for the purpose of reviewing your dental issue.
• Legitimate interests - where necessary, we may process your data to manage our business operations and provide you with an appropriate service.

5. Who we share your data with

Your enquiry, including any attached photographs, will only be shared with authorised dentists or dental professionals within our network who are responsible for assessing and responding to treatment requests.

We will not sell, rent, or trade your personal data with third parties.

6. How long we keep your data

We will retain your personal data for no longer than necessary. Generally, this will be up to 12 months after your enquiry, unless:

• We are required by law to keep it for longer, or
• You become a patient, in which case your data may be retained as part of your patient record in line with our clinical record retention obligations.

7. How we protect your data

We take appropriate technical and organisational measures to protect your personal data, including:

• Secure transmission of your enquiry via email
• Restricted access to emails to authorised staff only
• Regular monitoring of our systems for vulnerabilities

However, please note that no method of online transmission is completely secure, and we cannot guarantee the security of data transmitted through the internet.

8. Your rights

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

• Right of access - request a copy of the personal data we hold about you.
• Right to rectification - ask us to correct inaccurate or incomplete data.
• Right to erasure - ask us to delete your data in certain circumstances.
• Right to restrict processing - request that we limit how we use your data.
• Right to data portability - request a copy of your data in a structured format.
• Right to object - object to our use of your data in certain cases.
• Right to withdraw consent - where we rely on consent, you may withdraw it at any time.

To exercise your rights, please contact us using the contact form by clicking here.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK regulator for data protection (www.ico.org.uk).

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date.