Privacy Policy

This Privacy Policy ("Policy") outlines how Cottenham Dental ("we," "us," or "our") collects, safeguards, and utilizes personally identifiable information ("Personal Information") provided by you ("User," "you," or "your") on our website and associated services (collectively referred to as "Website" or "Services"). It also explains your options regarding the use of your Personal Information and how you can access and amend this information. This Policy does not cover the practices of third-party companies or individuals not employed or managed by us.

Privacy Policy – Cottenham Dental – Wiese and Associates and Upwell Road Dental Centre

Last updated: 15 November 2025

At Cottenham Dental – Wiese and Associates and Upwell Road Dental Centre, we are committed to protecting and respecting your privacy. This Privacy Policy explains what personal data we collect about you, how we use it, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.


1. Who We Are

Data Controller: Zelda Wiese
ICO Registration Number: Z8805094

Our Practices:

Upwell Road Dental Centre

84 Upwell Road

March

PE15 0DA

 

Wiese and Associates (Cottenham Dental)
1-3 Ebenezer House

Rooks Street

Cottenham

CB14 8QZ

 

Registration Address: 84 Upwell Road, March, Cambs, PE15 0DA

Phone: 01354 653539

Email: manager@fenlanddentalpractices.co.uk

Data Protection Lead: Ruth Canham-Adams

2. The Information We Collect

We may collect and process the following personal data:

2.1 Personal Information

  • Name

  • Date of birth

  • Address

  • Phone number

  • Email address

  • NHS number (where applicable)

  • Next-of-kin details (optional)

2.2 Medical Information

  • Dental and medical history

  • GP details

  • X-rays, clinical notes, treatment plans

  • Medications and allergy information

  • Consent forms

  • Referral information

  • Emergency contact information

2.3 Financial Information

  • Payment details

  • Insurance details

2.4 Technical Information

  • IP address and browser information when visiting our website

  • Appointment and communication records

3. How We Use Your Information

We use your personal data to:

  • Provide safe and effective dental care

  • Maintain accurate clinical records

  • Make referrals to specialists or hospitals (with consent unless vital)

  • Process payments and manage accounts

  • Send appointment reminders and important updates

  • Manage practice administration and compliance

  • Report infectious diseases if legally required

  • Improve our services

4. Lawful Bases for Processing

We process your data under the following lawful bases:

  • Performance of a contract (providing dental care)

  • Legal obligation (maintaining clinical records, NHS rules)

  • Vital interests (medical emergencies)

  • Public task (NHS reporting requirements)

  • Legitimate interests (practice management and safety)

  • Consent (marketing, some referrals)

5. Sharing Your Information

We may share your information with:

  • Dental specialists or hospitals (with consent unless urgent)

  • Your GP or other healthcare providers

  • NHS organisations

  • Dental laboratories

  • Payment processors

  • IT service providers and secure cloud software systems

  • Regulators: GDC, CQC, NHS England (if required)

  • Laboratories (for making appliances such as crowns or dentures)

  • Law enforcement (if legally required)

We never sell your data.

6. How Long We Keep Your Information

We retain your data in accordance with legal requirements:

  • Adult patient records: minimum 11 years

  • Children’s records: until the patient is 25 years old, or 26 if seen at age 17

  • Financial records: 7 years

  • X-rays and clinical images: as part of the clinical record timeline

We securely destroy data when it is no longer required.

7. How We Store and Protect Your Data

Your data is stored securely in:

  • Encrypted practice management systems

  • Secure cloud-based software

  • Locked physical storage if applicable

We implement appropriate technical and organisational measures to protect your data from loss, misuse, or unauthorised access.

8. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Correct inaccurate or incomplete data

  • Request deletion (in certain circumstances)

  • Restrict or object to processing

  • Request data transfer to another provider

  • Withdraw consent (where applicable)

  • Make a complaint to a supervisory authority

Supervisory authority:
Information Commissioner’s Office (ICO)
www.ico.org.uk | 0303 123 1113

9. Marketing and Communication

We will only contact you for marketing purposes (e.g., treatments, reminders, newsletters) if you have given your explicit consent.

You can withdraw consent at any time by contacting us.

10. Cookies and Website Use

This website uses Google Analytics to help us understand how visitors use our site and to improve its performance. Google Analytics uses cookies—small text files stored on your device—to collect information such as:

  • Standard internet log information

  • Visitor behaviour patterns

  • Pages visited and time spent on the site

All information collected is processed in a pseudonymised and aggregated form.
Your IP address is anonymised before it is stored or processed by Google so that you are not personally identifiable.

The information generated by Google Analytics cookies about your use of the website may be transmitted to and stored by Google on servers in the United States. Google processes this data on our behalf to create statistical reports about website activity.

We do not use (and do not allow Google to use) Google Analytics to:

  • track or collect personally identifiable information (PII)

  • identify individual users

  • associate analytics data with any personally identifiable information

We will only combine analytics data with personal information if you explicitly provide it (for example, via our contact or appointment forms).

Google will not associate your anonymised IP address with any other data it holds.
For more information on Google’s privacy practices, please refer to Google’s Privacy Policy.

Google Analytics cookies are non-essential.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will always be available at our practice and on our website.

12. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:

Registration Address: 84 Upwell Road, March, Cambs, PE15 0DA

Phone: 01354 653539

Email: manager@fenlanddentalpractices.co.uk

Data Protection Lead: Ruth Canham-Adams