Privacy Policy

Last updated: April 2026

1. Who We Are

Dentflow Pro Ltd ("DentFlow Pro", "we", "us", "our") is a company registered in England and Wales (Company No. 17152155). We provide patient acquisition automation services to dental practices across London and Kent.

For data protection purposes, we act as both a data controller (for the data of our own clients and website visitors) and a data processor (processing patient data on behalf of our dental practice clients).

Contact: hello@dentflowpro.co.uk

2. What Data We Collect

Website visitors

• Name and email address (if you submit a contact or booking form)
• Browser type, IP address, and pages visited (via standard server logs)

Dental practice clients

• Business contact details (name, email, phone, practice address)
• Payment information (processed securely via Stripe — we do not store card details)
• Practice configuration data needed to operate the service

Patient data (processed on behalf of clients)

• Name, phone number, email address, and enquiry content submitted by dental patients
• Appointment data and communication logs generated through our system

3. How We Use Your Data

• To respond to enquiries and book demo calls
• To deliver and operate the DentFlow Pro automation service
• To send service-related communications (appointment confirmations, system alerts)
• To process payments and manage client accounts
• To improve our service and fix technical issues
• To comply with legal obligations

We do not sell, rent, or share your personal data with third parties for marketing purposes.

4. Legal Basis for Processing

Under UK GDPR, we rely on the following legal bases:

• Contract — processing necessary to deliver our services to clients
• Legitimate interests — responding to enquiries, improving the service
• Legal obligation — where required by law
• Consent — for any marketing communications (you may withdraw at any time)

5. Third-Party Processors

We use trusted third-party technology partners to deliver our service. All sub-processors are bound by appropriate data processing agreements and comply with UK GDPR.

• CRM & pipeline platform — managing client and patient contact records
• SMS delivery provider — sending automated text messages to patients
• AI processing provider — classifying and routing patient enquiries
• Workflow automation platform — orchestrating automated processes
• Reporting & analytics platform — client-facing performance dashboards
• Stripe — payment processing

The specific platforms used are available on request — email hello@dentflowpro.co.uk.

6. Data Retention

• Client account data: retained for the duration of the contract plus 6 years (for legal/tax purposes)
• Patient enquiry and communication data: retained for 12 months unless the client instructs otherwise
• Website enquiry data: retained for 12 months

7. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request erasure of your data ("right to be forgotten")
• Restrict or object to processing
• Data portability
• Withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, email us at hello@dentflowpro.co.uk. We will respond within 30 days.

8. Complaints

If you believe we have handled your data unlawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available at dentflowpro.co.uk/privacy.html. Material changes will be communicated to active clients by email.