Privacy & Cookie Policy

1. About this policy

This privacy and cookie policy explains how Emergency Dental Search collects, uses and protects personal information, and how we use cookies on this website. In this policy, “we” and “us” mean Emergency Dental Search.

We are the data controller for the personal information described here. If you have any questions, or want to exercise any of your rights, contact us at info@emergencydentalsearch.co.uk.

2. The information we collect

• Booking information: your name, email address and telephone number, whether the patient is an adult or a child, any notes you give us about the dental problem, and the appointment you choose.
• Enquiry information: the details you send us through the contact form, including your name, email address and message.
• Practice information: for dentists registering a practice, the practice name and address, contact details, the name and GDC number of the principal dentist, and the email address that receives booking notifications.
• Payment information: when you pay the booking fee your payment is handled by Stripe. We receive confirmation that the payment was made and a payment reference, but never your full card details.
• Technical information: such as your IP address, browser and device type, and the pages you visit, which we use to keep the website secure and working properly.

3. How and why we use your information

• To provide the booking service: taking your booking, securing the slot with the practice and sending your confirmation (performance of our contract with you).
• To take and administer payment, and to process any refund you are entitled to (performance of our contract with you).
• To pass your booking details to the practice you chose, so it knows who to expect and can prepare for your appointment (performance of our contract with you).
• To answer your enquiries and provide support (our legitimate interest in running the service well).
• To review practice registrations and keep our listings accurate and trustworthy (our legitimate interest in protecting patients and the service).
• To keep the website secure, prevent misuse and detect fraud (our legitimate interests, and those of our payment provider).
• To keep records and meet our legal, tax and accounting obligations (our legal obligation).
• To understand how the website is used so we can improve it (our legitimate interest, or your consent where cookies require it).

4. Who we share your information with

We do not sell your personal information.

• The practice you book with, which receives your name, contact details and appointment information.
• The practices you choose to send a booking request to, if you use the request form when no appointment is shown.
• Stripe, which processes card payments on our behalf.
• Our email service provider, which sends your booking confirmations and account emails.
• Our hosting and technical providers, who help us run and secure the website.
• Professional advisers, regulators or law enforcement, where we are required or permitted to share information by law.

5. International transfers

Some of our providers, including Stripe, may process information outside the UK. Where that happens we rely on appropriate safeguards, such as the UK International Data Transfer Agreement or standard contractual clauses, to keep your information protected.

6. How long we keep your information

• Booking and payment records: kept for up to six years after the appointment, so we can deal with refunds, complaints and our accounting and tax obligations.
• Practice registration details: kept while the practice uses the service, and for up to six years afterwards.
• Contact form messages: kept for up to twelve months.
• We delete or anonymise information when we no longer need it.

7. Your rights

To exercise any of these rights, email info@emergencydentalsearch.co.uk. We will respond within one month. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

• Ask for a copy of the information we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete information where we no longer have a lawful reason to keep it.
• Ask us to restrict how we use your information, or object to our use of it.
• Ask us to transfer information you gave us to you or to another provider in a common format.
• Withdraw your consent at any time, where we rely on your consent to use your information.

8. Cookies

Cookies are small text files stored on your device when you visit a website. We use them, and similar technologies, to run the booking service and to understand how the site is used.

• Strictly necessary cookies: these keep the website working, remember your session and help keep it secure. The booking and payment process cannot work without them.
• Payment and anti-fraud cookies: set by Stripe while you are on the payment step, to process your card payment securely and protect against fraud.
• Analytics cookies: these help us understand which pages are used and how visitors move through the site, so we can improve it.

9. Managing cookies

You can control or delete cookies through your browser settings, and block third party cookies if you prefer. Blocking essential cookies may stop the booking or payment process from working.

For guidance on managing cookies, see the help pages of your browser or visit aboutcookies.org.

10. Security

We use encryption in transit, access controls and reputable providers to protect your information. Card payments are handled by Stripe, a PCI DSS compliant provider, and we never store your card details.

11. Children

Appointments for children must be booked by a parent or guardian, who provides their own contact details. We do not knowingly collect personal information directly from children.

12. Changes to this policy

We may update this policy from time to time. The current version is always published on this page, with the date shown at the top.