This policy explains how 360 Dental Care collects and uses personal information through our website, online booking, enquiry forms, emails and messages, and what your rights are.
It covers the website and our marketing. How we look after your clinical records once you are a patient is explained in our Patient Data Protection Policy, and the cookies we use are listed in our Cookie Policy.
Contents
- 1. Who we are
- 2. What we collect
- 3. How we use it, and our lawful basis
- 4. Measuring our adverts
- 5. Customer lists
- 6. Who we share your information with
- 7. Transfers outside the UK
- 8. How long we keep it
- 9. Your rights
- 10. Children
- 11. Changes to this policy
1. Who we are
360 Dentalcare Limited, trading as 360 Dental Care, is the controller of your personal data. That means we decide how and why it is used, and we are responsible for looking after it.
If you have any questions about this policy or your information, please contact us. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113, although we would appreciate the chance to put things right first.
2. What we collect
When you make an enquiry, through our smile assessment, a contact form or a treatment page: your name, email address, phone number, the treatment you are interested in, your budget, anything you choose to tell us, and any photos of your teeth you upload.
When you book online: the details above, plus your date of birth, the appointment you chose, and whether a deposit has been paid. Card payments are taken by Stripe on its own secure page. We never see or store your card details.
When you chat to us or message us on our website, WhatsApp, Instagram or Facebook: your messages and the contact details you share.
When you receive our emails: whether they were delivered and opened, which link you clicked, and any feedback you choose to send us.
When you use our website: technical and usage information such as your device and browser, the pages you visit, how you arrived (for example from a Google or Facebook advert), and identifiers stored in cookies. Our Cookie Policy lists them.
Health information
The treatment you are interested in, and photos of your teeth, are information about your health. The law treats health information as special category data. We only collect it through our website with your explicit consent, which you give when you submit a form that tells you so. You can withdraw that consent at any time by contacting us.
3. How we use it, and our lawful basis
| What we do | Why | Lawful basis |
|---|---|---|
| Reply to your enquiry, and call or message you about it | You asked us to | Taking steps at your request before a contract. Explicit consent for health information |
| Book your appointment and take a deposit | To provide the service you booked | Contract |
| Send appointment confirmations and reminders | So you know when to come in | Contract |
| Ask how your visit went, and invite a review | To improve our care and service | Legitimate interests. You can opt out at any time |
| Send you offers, news and information about treatments | Only if you asked to receive them | Consent |
| Measure which adverts lead to enquiries (section 4) | To spend our advertising budget sensibly | Consent, given through our cookie banner |
| Show our adverts to people on a customer list (section 5) | To reach patients who have asked to hear from us | Consent |
| Understand how our website is used | To improve it | Consent, given through our cookie banner |
| Keep the records we are required to keep | Legal and regulatory duties | Legal obligation |
4. Measuring our adverts
When you make an enquiry after allowing advertising cookies, we send your email address, phone number and name to Google and to Meta (Facebook and Instagram) in a scrambled form called a hash. This lets them tell us whether one of their adverts led to your enquiry, without either of us sending your details in a readable form. Google calls this enhanced conversions, and Meta calls it advanced matching.
We use this only to measure our advertising. We do not send them which treatment you asked about, and we do not use it to decide which adverts you see.
If you do not allow advertising cookies, this does not happen.
5. Customer lists
If you have agreed to hear from us, we may upload a hashed version of your email address and phone number to Google and Meta. This lets us show our adverts to our patients, or stop showing adverts to people who are already patients. Google and Meta match the hashed details against their own accounts and delete anything that does not match.
We only include people who have agreed to receive marketing from us. You can withdraw at any time, and we will remove you from every list.
6. Who we share your information with
We use trusted service providers who handle your information on our instructions. They may not use it for their own purposes.
| Provider | What they do for us |
|---|---|
| Boxly | Manages enquiries, and sends the emails, texts and WhatsApp messages that follow them up |
| Dentally | Our practice management system, where appointments and patient records are kept |
| Stripe | Takes deposit payments |
| Brevo | Sends emails such as appointment follow-ups and review requests |
| Website analytics, advertising measurement and customer lists (sections 4 and 5) | |
| Meta (Facebook, Instagram, WhatsApp) | Advertising measurement, customer lists and messaging |
| Stape | Runs our server-side tagging, which passes measurement information to Google and Meta |
| CookieYes | Records your cookie choices |
| Cloudways and DigitalOcean | Host our website |
| Cloudflare | Hosts our videos |
We also share information when the law requires it, with professional advisers such as our accountants and lawyers, and with a buyer if the practice is ever sold.
We never sell your personal information.
7. Transfers outside the UK
Some of these providers, including Google, Meta and Stripe, are based in the United States or process information there. Where that happens we rely on the UK-US Data Bridge, UK adequacy regulations, or the International Data Transfer Agreement approved by the ICO, so that your information has the same protection it would have in the UK.
8. How long we keep it
| Information | How long we keep it |
|---|---|
| Enquiries from people who do not become patients | 2 years from your last contact with us |
| Patient records | As set out in our Patient Data Protection Policy, at least 11 years |
| Marketing preferences | Until you withdraw consent. We then keep a record that you opted out, so we can respect it |
| Review requests and feedback | 3 years |
| Advertising click identifiers | 90 days |
| Website analytics | 14 months |
9. Your rights
You can ask us to:
- give you a copy of the information we hold about you
- correct it
- delete it, where we do not need to keep it
- restrict how we use it, or stop using it
- send it to another provider
- stop sending you marketing, at any time
Where we rely on your consent, you can withdraw it at any time. That does not affect anything we did before you withdrew it.
To use any of these rights, email [email protected]. We will reply within one month, and there is normally no charge.
10. Children
Our website is not aimed at children. Where we treat children, a parent or guardian arranges this with us.
11. Changes to this policy
We update this page whenever anything changes. The date below shows when it was last updated.
Last updated: 24 September 2026