Privacy

Privacy notice

How the practice handles website visits, enquiries and information about your care.

Last updated

Who is responsible:

TGJS Ltd, trading as Signature Dentures, is the data controller for information submitted through the website or sent to the clinic. Company number 16993580, registered in England and Wales. Registered office: 98, Deanfield House Lancaster Road, Newcastle, United Kingdom, ST5 1DS. Dental service address: 16–18 Cross Street, Cheadle, Stoke-on-Trent, ST10 1NP. Privacy enquiries: enquiries@signaturedentures.co.uk.

Your enquiry:

Choose Send enquiry to send your name, reply contact details, enquiry reason and message to the clinic through Resend. The form also sends any reply preference or enquiring-for choice you provide and the public page you came from. If you bring a question from another page, it appears in your editable message. Please leave detailed medical information out of the form and call before sharing clinical records.

Your choice:

You can browse without sending an enquiry. To reply, we need your name and a usable email address or telephone number. Reply preferences and who you are enquiring for are optional. If you contact us about someone else, share only what is needed and make sure you are entitled to do so.

Information about your care:

Where needed for assessment and treatment, we keep relevant medical and dental history, clinical findings, treatment plans, consent, prescriptions, appointments, care correspondence and payment records. This information comes from you and, where appropriate, your dentist, referring clinician or someone authorised to help you. Please tell us if your details change.

Why we use it:

We use enquiry information to answer you and arrange the next steps you request. Steps towards providing treatment and delivery of private care use Article 6(1)(b) of the UK GDPR. General correspondence, appropriate record-keeping, handling concerns and website security use our legitimate interests under Article 6(1)(f). Where a specific law requires processing, Article 6(1)(c) applies. Submitting this form does not subscribe you to marketing or make an automated decision about your treatment.

Health information and confidentiality:

Necessary health information is handled to provide or manage dental care under Article 9(2)(h) of the UK GDPR and Schedule 1, Part 1, paragraph 2 of the Data Protection Act 2018, by or under the responsibility of Simon Owen, our registered Clinical Dental Technician. Access is limited to people who need it for their role and are required to keep it confidential. Where necessary to establish, exercise or defend a legal claim, Article 9(2)(f) may also apply. Consent to treatment is separate from these data protection grounds.

Sharing care information:

We share only the relevant information with clinicians or laboratories involved in your care, with your knowledge and appropriate permission, or where a legal requirement or another justified exception to confidentiality applies. We check authority before discussing someone’s care with a relative, carer or representative. We may also need to share information with professional advisers, insurers or regulators to meet legal duties or handle a concern or claim.

Website and email providers:

Vercel hosts the website and processes technical request information, such as IP address, browser information, requested pages and request times, to deliver and protect it. Resend processes form messages for email delivery, and the clinic’s email service handles the delivered message. Authorised website support providers may access technical information when maintaining the service. We do not sell your personal information.

Spam protection:

Cloudflare Turnstile checks technical browser and network signals when you submit the form, to distinguish visitors from automated spam. Our server sends Cloudflare a verification token, not your name, reply details or message. Vercel may also limit repeated submissions using request information. You can call or email if the check prevents you contacting us.

International processing:

Resend stores email data in the United States. Its data processing terms include Standard Contractual Clauses with the UK Addendum for UK transfers. Vercel and Cloudflare also use international infrastructure and subprocessors. See the provider information below, or contact the clinic to ask about the arrangements and safeguards applying to your information.

Routine enquiry retention:

Enquiries that do not lead to clinical assessment or treatment are kept for 12 months after the last meaningful contact, then deleted through our monthly review. Relevant information that becomes part of your care is kept with your clinical record instead. An unresolved complaint, legal obligation or claim may require a documented extension.

Care record retention:

Adult dental care records are normally kept for 11 years after the last clinical contact. For someone treated under 18, we keep records until the later of that 11-year period or their 25th birthday, or 26th birthday if they were 17 when treatment ended. We review records before secure disposal and keep them longer only where necessary for continuing care, legal claims or specific requirements such as medical-device records.

Complaints and provider records:

Complaint files are kept separately from clinical records for 10 years after the complaint and any related proceedings have closed, then reviewed for disposal. Email-delivery and technical records held by Resend, Vercel and the clinic’s email provider also follow their service retention and backup arrangements. Deleting a delivery-provider record does not delete the clinic’s copy; we apply the appropriate enquiry, care or complaint period to that copy.

Your rights:

Depending on the circumstances, you can ask for access, correction, deletion, restriction of use or a portable copy of your information. Contact enquiries@signaturedentures.co.uk or call 01538 834152. We normally respond within one calendar month, and explain if the law permits more time. These rights have limits, for example where information must be kept for necessary care or a legal obligation.

Your right to object:

You can object to processing based on legitimate interests. Contact the clinic, explain which use concerns you and, where relevant, your circumstances. We will consider your request under data protection law.

Concerns and external links:

You can raise a privacy concern with the clinic or complain to the Information Commissioner’s Office using the link below. Treatment and service complaints follow our separate complaints procedure. Google Maps, the GDC register and other external sites apply their own privacy terms after you choose to visit them.