Privacy Statement

1. Introduction

Discover Dental Supplies Ltd (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Statement explains how we collect, use, store, and protect personal data belonging to our clients, suppliers, employees, and visitors to our website.

We are a company registered in England and Wales under company number [insert number] with our registered office at 4th Floor, 4 Tabernacle Street, London EC2A 4LU  and our principal place of business at Discover Dental Supplies Ltd -  London Road, Polhill, Halstead, Sevenoaks, Kent, TN14 7AA

For the purposes of data protection law, Discover Dental Supplies Ltd is the Data Controller.

2. Data We Collect

We may collect and process the following categories of personal data:

a. Clients and Prospective Clients

• Name, job title, and contact details (email, phone number, address)
• Practice and business information.
• Payment and billing details.
• Communications, quotations, contracts, and project documentation.
• Photographs, plans, or drawings relating to project work.
  

b. Suppliers and Contractors

• Contact details and company information.
• Bank details and payment history.
• Contractual documentation and correspondence.
  

c. Employees and Applicants

• Personal identifiers (name, address, date of birth, National Insurance number).
• Employment history, qualifications, and references.
• Payroll and pension details.
• Emergency contacts and health information (where necessary for employment or statutory obligations).
  

d. Website Visitors

• Technical data including IP address, browser type, and operating system.
• Usage information, including the pages visited and duration of visit.
• Data collected through cookies and Google Analytics.
• Information voluntarily provided via our website contact forms.
  

3. How We Use Personal Data

We process personal data for the following purposes:

• To provide and manage our products and services.
• To communicate with clients, suppliers, and staff.
• To issue quotations, invoices, and manage accounts.
• To administer employment, payroll, and HR processes.
• To comply with legal and regulatory obligations.
• To maintain internal records, manage projects, and ensure operational efficiency.
• To improve our website, services, and marketing communications.
  

We will only use personal data where a lawful basis applies, such as performance of a contract, legitimate interests, legal obligation, or consent (where explicitly given).

4. Lawful Bases for Processing

Our lawful bases include:

• Contractual necessity: To fulfil agreements with clients, suppliers, and employees.
• Legal obligation: To comply with statutory requirements including HMRC, employment, and health and safety laws.
• Legitimate interest: To operate and develop our business, manage relationships, and ensure security.
  Consent: For marketing communications or optional website tracking where consent has been granted.
  

5. Data Storage and Systems

Data is stored securely within systems and platforms approved by Discover Dental Supplies Ltd, including but not limited to:

• Microsoft 365 (Outlook, SharePoint, OneDrive, Teams).
• Zigaflow CRM.
• Xero Accounting Software.
• Trello Project Management.
  

All systems are password-protected, access-controlled, and compliant with UK and EU data protection requirements.

6. Sharing and Disclosure

We may share personal data only where necessary with:

• Subcontractors, engineers, and service providers working under our instruction.
• IT, accounting, and professional service providers (e.g., legal or HR).
• Regulatory authorities and insurers, when required by law.
• Payment processors and financial institutions.
  

We do not sell or rent personal data to third parties.

7. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, or reporting obligations. Typical retention periods are:

• Client and supplier records: 7 years after last activity.
• Employee records: 6 years post-employment.
• Financial records: 7 years in line with HMRC requirements.
• Website data: up to 26 months (Google Analytics default).
  

8. International Transfers

We may transfer data outside the UK or EEA when using cloud-based systems such as Microsoft 365 or Xero. These transfers are protected by appropriate safeguards, including adequacy decisions or Standard Contractual Clauses (SCCs).

9. Data Security

We take appropriate organisational and technical measures to protect data from loss, misuse, unauthorised access, alteration, or disclosure. This includes encryption, access controls, secure backups, and employee data protection training.

10. Cookies and Website Analytics

Our website uses cookies and tracking technologies to improve user experience and analyse performance.

• Essential cookies enable basic functionality such as navigation.
• Analytics cookies (via Google Analytics) help us understand visitor behaviour.
  

Visitors can manage or withdraw consent through their browser settings. 

11. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate information.
• Request erasure of data (“right to be forgotten”).
• Restrict or object to processing.
• Data portability (to receive your data in a structured format).
• Withdraw consent at any time where processing is based on consent.
  

To exercise these rights, please contact us at info@discoverdental.co.uk We may require verification of identity before fulfilling requests.

12. Marketing Communications

We may occasionally send marketing or informational communications to clients and contacts. You may opt out at any time by following the unsubscribe link in our emails or by contacting us directly.

13. Complaints

If you have any concerns about how your data is handled, please contact us first at info@discoverdental.co.uk .
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.

14. Updates to This Statement

We may update this Privacy Statement periodically. The latest version will always be available on our website, and any significant changes will be communicated where appropriate.

Data Controller:
Discover Dental Supplies Ltd

Registered Office: 4th Floor, 4 Tabernacle Street, London EC2A 4LU
Trading Office: London Road, Polhill, Halstead, Sevenoaks, Kent, TN14 7AA

Company No. 16268482 | VAT No. GB 487 6461 40

📧 info@discoverdental.co.uk | accounts@discoverdental.co.uk
🌐 www.discoverdental.co.uk | WhatsApp: 07350 738957