Privacy Policy
Grove Road Dental Practice
Last updated: 14 October 2026
At Grove Road Dental Practice, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact our practice, request an appointment or receive dental care.
We handle personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Grove Road Dental Practice is a dental practice based in Sutton, Surrey.
Practice name: Grove Road Dental Practice
Address: 87 Grove Road, Sutton, Surrey SM1 2DB
Telephone: 020 8642 4216
Website: https://groveroaddental.co.uk/
Privacy enquiries: info@groveroaddental.co.uk
For questions about how your personal information is handled, please contact the practice using the details above.
2. Information We Collect
Depending on your interaction with our practice, we may collect the following categories of personal information:
Personal and contact information
- Full name
- Telephone number
- Email address
- Postal address
- Date of birth, where required for patient registration or care
Appointment and enquiry information
- Treatment or service you are interested in
- Preferred appointment date or time
- Details you provide through our website forms
- Records of relevant communications with our team
Patient and clinical information
If you become a patient, we may collect information necessary to provide appropriate dental care, including:
- Medical and dental history
- Relevant health conditions, allergies and medication details
- Clinical examination findings and treatment notes
- Dental X-rays, photographs and other clinical records
- Treatment plans and consent records
- Relevant correspondence with other healthcare professionals
Financial and administrative information
Where relevant, we may process treatment charges, invoices, payment records and information relating to dental payment plans.
Website and technical information
When you visit our website, certain technical information may be collected, such as your IP address, browser type, device information and website usage data, depending on the cookies and technologies in use.
For more information, please read our Cookie Policy.
3. How We Use Your Information
We use personal information where necessary to:
- Respond to enquiries and appointment requests
- Arrange, manage and communicate about appointments
- Register patients and maintain accurate records
- Assess dental health and provide appropriate treatment
- Prepare treatment plans and discuss treatment options
- Maintain patient safety and continuity of care
- Process payments and manage practice administration
- Meet legal, professional and regulatory obligations
- Maintain the security and functionality of our website and systems
- Send marketing communications where legally permitted and in accordance with your preferences
We do not use patient health information for unrelated marketing purposes without an appropriate lawful basis and any required consent.
4. Our Legal Basis for Processing Personal Data
Under the UK GDPR, we must have a lawful basis for processing personal information.
Depending on the purpose, we may rely on:
Contract: Where processing is necessary to provide services you have requested or to take steps before providing those services.
Legal obligation: Where we must retain or disclose information to comply with applicable laws or professional requirements.
Legitimate interests: Where processing is necessary for the legitimate operation, administration or security of the practice, provided those interests are not overridden by your rights and freedoms.
Consent: Where we ask for your permission for a specific purpose, such as certain marketing activities or non-essential website cookies.
Vital interests: Where processing is necessary to protect someone’s life in an emergency.
Health information receives additional protection under data protection law. Where applicable, we process this special category data for the provision or management of healthcare under Article 9(2)(h) of the UK GDPR, together with the relevant provisions of the Data Protection Act 2018.
We assess and document the appropriate legal basis for each processing activity.
5. How We Protect Patient Confidentiality
We recognise that dental and medical information is particularly sensitive.
Patient information is handled confidentially and access is restricted to authorised individuals who require it for legitimate professional or administrative purposes.
We use appropriate organisational and technical safeguards to protect personal data against unauthorised access, loss, misuse or disclosure.
These safeguards are reviewed in accordance with our responsibilities and the systems we use.
6. Sharing Your Information
We do not sell personal information.
Where necessary and legally permitted, we may share relevant information with:
- Dentists, hygienists and other healthcare professionals involved in your care
- Dental laboratories and specialist referral providers
- Dental payment plan administrators or insurers, where applicable
- IT, website hosting and practice management service providers
- Payment processing and accounting providers
- Professional advisers, regulators or public authorities where legally required
We share only the information necessary for the relevant purpose and apply appropriate confidentiality and data protection safeguards.
Where a service provider processes personal data on our behalf, we take appropriate steps to ensure that suitable data protection arrangements are in place.
7. Website Forms and Appointment Requests
When you submit an enquiry or appointment request through our website, we use the information provided to respond to your request and communicate with you.
Submitting an online appointment request does not guarantee or confirm an appointment. Our team will contact you regarding availability and the next steps.
Please avoid including detailed or sensitive medical information in general website enquiry forms unless specifically requested through an appropriate secure process.
8. Marketing Communications
We may contact you with information about practice services or updates where we have an appropriate lawful basis and comply with applicable electronic marketing rules.
Where consent is required, we will request it before sending marketing communications.
You can withdraw marketing consent or opt out of marketing communications at any time by contacting us or using the unsubscribe method provided.
Opting out of marketing does not prevent us from sending necessary communications relating to your dental care or appointments.
9. How Long We Keep Your Information
We retain personal information only for as long as necessary for the purposes for which it was collected, including compliance with legal, clinical, professional and regulatory obligations.
Dental patient records may need to be retained for extended periods, particularly where records relate to children or where other legal considerations apply.
Retention periods depend on the category of information and the applicable requirements. Our practice applies its documented records retention policy.
Website enquiries and administrative records are retained for appropriate periods according to their purpose and any relevant legal obligations.
When information is no longer required, it is securely deleted, destroyed or anonymised as appropriate.
10. International Data Transfers
Some technology or service providers may process or store personal information outside the United Kingdom.
Where personal data is transferred internationally, we take appropriate steps to ensure that a valid transfer mechanism and suitable safeguards are in place, as required by UK data protection law.
11. Your Data Protection Rights
Under the UK GDPR, you may have the right to:
- Request access to personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Request deletion of personal information in certain circumstances
- Request restriction of processing in certain circumstances
- Object to certain types of processing
- Request data portability where applicable
- Withdraw consent where processing is based on consent
These rights are subject to applicable legal conditions and exemptions. For example, we may be required to retain certain clinical records even where deletion is requested.
To exercise your rights, please contact the practice using the details in Section 1.
We may need to verify your identity before responding to a request.
12. Cookies and Website Technologies
Our website may use cookies and similar technologies to support essential website functions and, where enabled, other purposes such as performance measurement or embedded third-party content.
Non-essential cookies requiring consent will be used only in accordance with applicable law and your preferences.
For further information, please read our Cookie Policy.
13. Third-Party Websites
Our website may contain links to external websites or services, including mapping providers and other third-party platforms.
We are not responsible for the privacy practices of external websites. We recommend reviewing their privacy policies before providing personal information.
14. Children’s Personal Information
We may process children’s personal and health information where necessary to provide dental care.
We handle such information with appropriate confidentiality and safeguards, taking account of the child’s circumstances, applicable legal requirements and the rights of parents or those with parental responsibility.
15. Complaints and Concerns
If you have concerns about how we handle your personal information, please contact Grove Road Dental Practice in the first instance so that we can investigate.
You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Information Commissioner’s Office
Website: https://ico.org.uk/
Telephone: 0303 123 1113
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal requirements or data protection practices.
Any updated version will be published on this page with a revised date.
17. Contact Us
For questions about this Privacy Policy or the handling of your personal information, please contact:
Grove Road Dental Practice
87 Grove Road
Sutton, Surrey SM1 2DB
Telephone: 020 8642 4216
Email: info@groveroaddental.co.uk
Website: https://groveroaddental.co.uk/
