Welcome to Milngavie Orthodontics. We respect your privacy and are committed to protecting your personal and clinical data. This privacy policy informs you how we look after your data when you visit milngavieorthodontics.co.uk, attend our practice for consultations, or undergo orthodontic treatment, and outlines your privacy rights under the UK General Data Protection Regulation (UK GDPR).

Data Controller

Maison Pearl Ltd (trading as Milngavie Orthodontics) is the data controller and is responsible for your personal data.

• Key Contact: Dr Lauren Anderson (Practice Principal)

• Company Number: SC853221

• Address: 13 Main Street, Milngavie, G62 6BJ

• Phone: 0141 955 0569

• Email: info@milngavieorthodontics.co.uk

• ICO Registration Number: Z9779381

The Data We Collect & Lawful Basis

We collect and process personal data under the following legal bases:

• Identity & Contact Data: (Names, emails, phone numbers, date of birth). Processed to perform a Contract (managing appointments and treatment plans).

• Health & Clinical Data: As an orthodontic practice, we collect "Special Category Data" (dental records, medical history, X-rays, and clinical photographs). This is processed based on your Explicit Consent and because it is necessary for the provision of health or social care (Article 9(2)(h)).

• Technical Data: (IP addresses, cookies). Processed based on Legitimate Interests to secure and improve our website.

Professional Standards & Regulation

We adhere to the highest standards of clinical confidentiality and data protection as required by:

• The General Dental Council (GDC): Ensuring all staff follow the "Standards for the Dental Team" regarding patient information.

• Healthcare Improvement Scotland (HIS): As a regulated independent clinic, our data policies are subject to HIS oversight to ensure patient records are handled safely and ethically.

Hosting & Data Residency

Our website is supported by managed infrastructure provided by Cloudways Ltd.

• Data Location: All website data and general enquiry form submissions are stored on secure servers located in London, United Kingdom.

• Security: We utilise SSL encryption (HTTPS) to secure all data transmitted between your browser and our practice server.

Third-Party Sharing

We do not share your data with third parties for marketing purposes. Clinical data is shared only when necessary for your care:

• Specialist Labs: Sharing dental scans or impressions with orthodontic laboratories to create custom appliances (e.g., braces or aligners).

• Referrals: Sharing data with your General Dental Practitioner (GDP) or other dental specialists involved in your care.

• Regulation: Providing access to records for HIS inspections or GDC requirements if legally mandated.

Data Retention

• Clinical Records: In accordance with dental record-keeping standards, we retain orthodontic records for a minimum of 11 years after the completion of treatment, or until a child reaches age 25 (whichever is longer).

• Inquiries: Data from website contact forms is kept for 12 months if no treatment is commenced.

Your Legal Rights

Under UK GDPR, you have the right to Access (Subject Access Request), Correction, Erasure, Data Portability, and to Withdraw Consent. To exercise these rights, please contact Dr Lauren Anderson at the practice address or email provided above.

Complaints

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

• Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

• Helpline: 0303 123 1113

• Website: www.ico.org.uk