Last reviewed: 14 September 2026
This page sets out how Appletree Dental Care Ltd (“Appletree”, “we”, “us”) handles personal information — yours as a patient, a website visitor, an enquirer, or a referring dentist. We take patient confidentiality seriously and we comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the standards set by the General Dental Council.
If you have any question about how your data is handled — or you’d like to exercise any of the rights set out below — please contact our Practice Manager:
Phone: 028 3025 2228
Email: info@appletreedental.co.uk
Post: Appletree Dental Care, 1 The Old Gasworks, Kilmorey Street, Newry, BT34 2DH
Who’s responsible for your data
Appletree Dental Care Ltd is the data controller for personal information collected through this website and in the practice. We are registered with the Information Commissioner’s Office (ICO). Our registration number is 00014006765.
What information we collect
If you’re a patient:
- Identity and contact details (name, address, phone, email, date of birth)
- Medical and dental history (including health conditions and medications)
- Clinical records of treatment, x-rays, scans, photographs and notes
- Payment information and treatment plan history
- Communication with us (calls, emails, texts, letters)
If you contact us via the website:
- Information you provide in the enquiry form (name, email, phone, your message)
- IP address and browser information (collected automatically — see Cookies)
If you’re a referring dentist:
- Your name, GDC number, practice details and contact information
- The clinical information you provide about your referred patient
Why we collect it and the legal basis
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Providing dental care | Contract; legitimate interests; for health data, “provision of healthcare” (Article 9(2)(h)) |
| Keeping clinical records (GDC requirement) | Legal obligation |
| Communicating with you about your care | Contract |
| Processing payment | Contract |
| Replying to website enquiries | Legitimate interests; consent |
| Sharing referred-patient information with the referring dentist | Legitimate interests; clinical handover |
| Sending appointment reminders | Legitimate interests |
| Marketing communications | Consent — opt-in only, withdrawable at any time |
Who we share it with
We do not sell your data. We may share it with:
- Dental laboratories that make your crowns, dentures, aligners or other appliances — only the information they need to make them
- The dentist who referred you (if applicable) — clinical handover, including treatment notes and imaging
- Your GP or other healthcare providers where clinically appropriate — and where possible, with your awareness
- Our Practice Management System provider Software of Excellence (Exact) — they host clinical records on our behalf
- Payment processors — to take card payments securely
- HMRC, the GDC, the ICO, regulators or law enforcement — where we are legally required to
- Professional advisers — accountants, lawyers, insurers — bound by their own confidentiality
How long we keep it
| Record type | How long |
|---|---|
| Adult dental records | At least 11 years from the date of the last entry |
| Children’s records | Until the patient turns 25, or 11 years from the last entry — whichever is later |
| Website enquiries (form submissions) | 6 months from receipt, then auto-deleted |
| Payment records | 7 years (for HMRC) |
| CCTV (if applicable) |
After these periods, records are securely destroyed.
Your rights
- Access your personal data — we’ll provide a copy on request (a “subject access request”)
- Have inaccurate data corrected
- Have your data erased in some circumstances (note: clinical records cannot be erased during the GDC-required retention period)
- Restrict how we use your data in some circumstances
- Object to certain uses, particularly direct marketing
- Have your data transferred to another provider where technically possible
- Withdraw consent at any time for processing based on consent
- Complain to the Information Commissioner’s Office (ICO) — ico.org.uk or 0303 123 1113
To exercise any of these rights, contact the Practice Manager using the details above. We’ll respond within one month (extendable by two further months for complex requests).
How we keep your data secure
- All clinical records are stored on encrypted systems behind passwords and access controls
- Paper records are kept in locked storage
- Staff training on confidentiality and data protection is repeated annually
- We regularly review access logs and data handling practices
Changes to this policy
We may update this policy from time to time. The “last reviewed” date at the top of the page shows when it was last revised. Material changes affecting how we use your data will be communicated to patients directly where appropriate.