Privacy Policy
Last updated: 23 July 2026
This Privacy Policy explains how Dental Scotland("we", "us", "our") collects, uses, and protects your personal data when you use the Dental Scotland Gold Card loyalty and referral programme (the "Programme"). We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are (Data Controller)
Dental Scotland is the data controller for personal data processed through the Programme. If you have any questions, contact us at hello@dentalscotland.com.
2. What data we collect
- Identity data: your name.
- Contact data: WhatsApp/mobile number and email address.
- Programme data: your member code, referral links, referrals made, stored discounts earned and redeemed, and visit/treatment values recorded by the practice.
- Communications: messages exchanged with our WhatsApp assistant.
We do not collect clinical/health records through the Programme. Your dental records are held separately by your dental practice.
3. How we use your data and our lawful basis
- Consent — to send you WhatsApp messages about your Gold Card, referrals and discounts. You give this when you opt in at sign-up.
- Contract — to operate the Programme, issue your card, track referrals, and apply stored discounts.
- Legitimate interests — to prevent fraud/abuse of the referral scheme and to improve the Programme.
4. WhatsApp messaging
Messages are delivered via the WhatsApp Business Platform (Meta). By providing your number and opting in, you consent to receive Programme messages. You can opt out at any time by replying STOP. Meta processes message delivery under its own terms and privacy policy.
5. Sharing your data
We share data only with: (a) your chosen dental practice to operate the Programme; (b) service providers who help us run the Programme (hosting, database, WhatsApp delivery, payment processing via Stripe); and (c) authorities where required by law. We never sell your data.
6. Payments
Card payments are processed securely by Stripe and/or WhatsApp payments. We do not store your full card details on our systems.
7. Data retention
We keep your Programme data for as long as you remain a member and for up to 24 months afterwards, unless a longer period is required by law. You may request deletion at any time.
8. Your rights
Under UK GDPR you have the right to:
- Access a copy of your personal data;
- Rectify inaccurate data;
- Erase your data ("right to be forgotten");
- Restrict or object to processing;
- Data portability;
- Withdraw consent at any time.
To exercise any right, email hello@dentalscotland.com. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
9. Data security & storage
Data is stored on secure servers within the UK/EEA where possible and protected with encryption in transit. Access is restricted to authorised staff and processors.
10. Changes to this policy
We may update this policy from time to time. The latest version will always be available on this page.