Privacy Policy

Effective from: 24 October 2025

This policy explains how Dr Shabri collects, uses, and protects your personal information in line with UK GDPR and Data Protection Act 2018.

Who We Are

Data Controller: Dr Shabri Chandarana

Address: 1 Orchard Street, London W1H 6HJ

Email: info@drshabri.com

You have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk or call 0303 123 1113.

What Information We Collect

For Website Visitors

• Name, date of birth, email, phone number and address
• IP address, browser type, and how you use our website
• Marketing preferences

For Patients

• Dental and medical history, treatment records, X-rays
• Clinical photographs (with your explicit consent)
• Payment and billing information
• Appointment notes and correspondence

Important: Your health information is ‘special category data’ under UK GDPR and receives enhanced protection. We need certain information to provide treatment — if you don’t provide it, we may be unable to offer our services.

How We Use Your Information

To provide dental care: Treatment, appointments, reminders, and patient records

To process payments: Billing and financial records

To communicate with you: Responding to enquiries and sending appointment reminders

For marketing: Only if you’ve opted in. You can unsubscribe anytime.

To improve our website: Analytics to understand how visitors use our site

For legal compliance: Meeting professional obligations (GDC, CQC, tax requirements)

For security: Fraud prevention and protecting our systems

Clinical photographs: We need your explicit consent to take clinical photos for your records. Separate consent is required before using any photos for marketing, social media, or educational purposes. We’ll anonymise images wherever possible.

Who We Share Your Information With

We only share your data with trusted parties who are required to keep it secure and confidential:

Service Providers

• Google Workspace (email), Squarespace/WordPress (website hosting)
• Stripe and Square (payment processing)
• Booking platforms (appointment management)
• Google Analytics (website analytics)
• Meta/Facebook and Kit (marketing and newsletters)
• Credit reference agencies and patient finance providers (where you apply for patient financing)

Healthcare Providers

• Other dentists, specialists, or medical professionals (when clinically necessary for your care)

Legal and Regulatory

• GDC, CQC, NHS bodies, HMRC
• Legal advisors, accountants, insurers
• Law enforcement (when legally required)

We do not sell your data to third parties.

International Data Transfers

Some of our service providers store data outside the UK (mainly in the US). We ensure these transfers are protected by:

• Standard Contractual Clauses (legal contracts approved by the UK)
• High security standards (e.g., PCI-DSS Level 1 for payment processors)
• Regular review of safeguards

For specific details about any provider, contact us at info@drshabri.com.

How We Keep Your Data Safe

The transmission of information via the internet is not completely secure. Whilst we do our best to protect your personal data, we cannot guarantee the security of data transmitted to our site — any transmission is at your own risk.

Where you have been given access to a patient portal or booking system, you are responsible for keeping your login credentials confidential. Please do not share your password with anyone.

We use multiple security measures:

• Encrypted website and data storage
• Password protection and multi-factor authentication
• Access limited to authorised staff only
• Regular security updates
• Staff confidentiality agreements and training
• Secure disposal of paper records (confidential shredding)

Data breaches: If a breach occurs that poses risk to your rights, we’ll report it to the ICO within 72 hours and notify you if there’s a high risk.

How Long We Keep Your Information

• Dental records (adults): 11 years after last treatment
• Dental records (under 18s): Until age 25 or 11 years after treatment (whichever is longer)
• Financial records: 7 years
• Marketing data: Until you unsubscribe
• Website analytics: 26 months
• Enquiry forms (non-patients): 3 years

After these periods, we securely delete or anonymise your data unless legally required to keep it longer.

Your Rights

Under UK GDPR, you have the right to:

Access: Request a copy of your personal data

Correction: Fix inaccurate or incomplete information

Erasure: Request deletion in certain circumstances

Restriction: Limit how we use your data

Portability: Transfer your data to another organisation

Object: Stop processing for direct marketing or based on legitimate interests

Withdraw consent: Stop processing where we rely on your consent

To Exercise Your Rights

Email info@drshabri.com or write to 1 Orchard Street, London W1H 6HJ. We’ll respond within one month (may be extended for complex requests). Usually no fee applies.

Note: Some rights may be limited where we have legal obligations to retain data (like clinical records) or where disclosure would affect others’ rights.

Cookies and Website Tracking

We use cookies to improve your website experience and understand how visitors use our site. This includes:

• Essential cookies (for website functionality)
• Google Analytics (to analyze traffic, with anonymised IPs)
• Meta Pixel (for advertising tracking and remarketing)

You Can Control Cookies

Google Analytics opt-out: tools.google.com/dlpage/gaoptout

Facebook ad preferences: www.facebook.com/ads/preferences

General cookie info: www.allaboutcookies.org

You can also control cookies through your browser settings.

For full details, see our Cookie Policy.

Children’s Privacy

For patients under 18, we obtain consent from a parent or guardian where legally required and ensure processing is in the child’s best interests. We retain records until age 25 or 11 years after treatment (whichever is longer) in line with GDC guidance.

Changes to This Policy

We review this policy annually. Any changes will be posted here with a new date, and we may notify you by email or during appointments.

Last Reviewed: 24 October 2025
Next Review: October 2026

Contact Us

Questions about your data or this policy?

Email: info@drshabri.com
Post: Dr Shabri Chandarana, 1 Orchard Street, London W1H 6HJ
Website: www.drshabri.com

© 2025 Dr Shabri. All rights reserved.