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Privacy Policy

Who We Are

Clean Club London Ltd provides private dental hygiene services in London.

Data Controller:

Clean Club London Ltd

Email: hello@cleanclublondon.co.uk

Complaints & Data Queries: privacy@cleanclublondon.co.uk

We are registered with the Information Commissioner's Office (ICO).

The Information We Collect

Because we provide healthcare services, we collect both general personal data and special category health data.

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Personal Information

  • Full name

  • Date of birth

  • Address

  • Email address

  • Telephone number

  • Emergency contact details

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Health Information (Special Category Data)

  • Medical history

  • Medication details

  • Allergies

  • Clinical notes

  • Periodontal charts

  • Radiographs (if applicable)

  • Photographs (if clinically necessary)

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Financial Information

  • Payment details (processed securely via third-party providers such as Square or Stripe — we do not store full card details)

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Website Usage Data

  • IP address

  • Browser type

  • Device information

  • Cookies and analytics data

Why We Collect Your Data

We collect and process your data for:

  • Providing safe and appropriate dental care

  • Clinical record keeping

  • Appointment scheduling and reminders

  • Processing payments

  • Responding to enquiries

  • Legal and regulatory compliance

  • Service improvement and audit

We do not sell or share your data for commercial marketing purposes.

Lawful Basis for Processing

Under UK GDPR, our lawful bases include:

  • Article 6(1)(b): Contract (providing healthcare services)

  • Article 6(1)(c): Legal obligation

  • Article 6(1)(f): Legitimate interests

  • Article 9(2)(h): Provision of health care

How We Store and Protect Your Data

We take data security seriously. Your information is stored using:

  • Secure encrypted practice management software

  • Password-protected systems

  • Secure cloud-based platforms compliant with UK GDPR

  • Restricted access (only authorised personnel)

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We implement technical and organisational safeguards to prevent unauthorised access, loss or misuse.

How Long We Keep Your Data

In accordance with NHS Records Management Code of Practice and professional standards:

  • Adult dental records: minimum 11 years

  • Children's records: until age 25 (or 26 if 17 at conclusion of care)

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Financial records are retained in line with HMRC requirements.

Sharing Your Information

We may share your information only when necessary:

  • With your GP or dentist (with consent)

  • With regulatory bodies (e.g., GDC, CQC) if legally required

  • With payment processors

  • With IT or software providers under strict data processing agreements

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We ensure all third parties comply with UK GDPR.

Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request erasure (where legally permitted)

  • Restrict processing

  • Object to processing

  • Data portability

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To exercise your rights, email: privacy@cleanclublondon.co.uk

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You also have the right to complain to the Information Commissioner's Office (ICO): www.ico.org.uk

Cookies

Our website may use cookies for:

  • Website functionality

  • Analytics

  • Booking system integration

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You can adjust your browser settings to decline cookies. A separate Cookie Policy may be provided.

Marketing Communications

If you opt in to receive emails:

  • We will only send relevant updates

  • You can unsubscribe at any time

  • We do not share mailing lists

Third-Party Links

Our website may contain links to third-party sites. We are not responsible for their privacy practices.

Updates to This Policy

We may update this policy from time to time to reflect legal or operational changes. The latest version will always be available on our website.

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