DentPulse Privacy Policy
Last updated: August 22, 2025
Privacy Statement
DentPulse Ltd (“we”, “us”, “our”) recognises that your privacy is very important. We are committed to protecting your personal information in accordance with the UK Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).
By accessing this website and using our products and services, you accept the terms of this Privacy Policy. This Policy explains how and why we collect personal information, how we use it, who we may share it with, and your rights over that information.
This Policy applies to all personal information provided to us via our website, DentPulse apps, integrations with practice management systems (PMS), accounting systems, social media, and other digital services.
Personal Information We Collect
We provide financial clarity, forecasting, and management tools specifically for dental practices. To do this, we may collect:
- Identity information: name, company, position, contact details.
- Practice data: production and treatment data, revenue, UDA records, associate contracts, cost categories, and financial reports.
- Account information: user logins, support history, training records.
- Payment details: when purchasing DentPulse, we may collect billing addresses and payment card information (processed via secure third-party providers).
- Digital activity: usage patterns, cookies, and browser/device information to improve your experience.
Why We Collect Your Information
We collect information to:
- Verify your identity and manage your account.
- Provide and improve DentPulse products and services.
- Assist with technical support.
- Enable secure integrations with PMS and accounting systems (e.g. SOE, Dentally, Xero, QuickBooks).
- Monitor and improve site performance and user experience.
- Send relevant updates, feature announcements, and offers (if you opt in).
We will only collect personal information where it is reasonably necessary to perform these functions.
How We Collect Information
Directly from you — when you sign up, use DentPulse, contact support, or visit our website.
Indirectly — via connected third-party systems (PMS, accounting tools), or publicly available information.
If we receive personal data about you from another source and we could not have lawfully collected it directly, we will delete or de-identify it.
Sensitive Information
DentPulse does not typically require sensitive personal data (such as health records). Where any sensitive data is collected (e.g., through NHS UDA uploads or payroll-related information), we will only process it with your consent or where legally required.
Use and Disclosure of Personal Information
We may use your information to:
- Deliver DentPulse services.
- Provide training and support.
- Notify you about important changes.
- Improve the software.
We may disclose information to trusted service providers (such as cloud hosting, backup, email, or payment providers) solely for the purpose of delivering services. These parties are bound by confidentiality and data protection agreements.
We will never sell your personal data.
We may also be required by law to disclose information (e.g., court order, HMRC request).
International Transfers
Our services are hosted primarily in the UK and EU on Microsoft Azure. Where personal data is transferred outside the UK/EU, we ensure appropriate safeguards are in place (such as UK-approved Standard Contractual Clauses).
Marketing
We may send you communications about new features, updates, or offers if you have opted in. You can opt out at any time by clicking “unsubscribe” or contacting us directly.
Even if you opt out of marketing, we may still send you important service-related messages.
Security of Personal Information
We take your data security seriously. Measures include:
- Logical separation of practice data.
- Role-based access permissions.
- Strong password requirements and automatic lockouts.
- Firewalls, intrusion detection, and anti-virus tools.
- Regular penetration testing and third-party audits.
- Encrypted backups stored in multiple secure geographic locations.
If data is no longer required, we securely delete or anonymise it unless law requires otherwise.
If a data breach occurs, we will notify you and the ICO (Information Commissioner’s Office) where legally required.
Cookies
DentPulse uses cookies to enhance your browsing experience, analyse site traffic, and improve our services. Cookies may collect anonymous usage statistics but do not store sensitive personal information. You can manage cookie settings via your browser.
Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate data.
- Request deletion of your data (subject to legal obligations).
- Restrict or object to certain processing.
- Request portability of your data to another provider.
To exercise your rights, contact our Privacy Officer at [Insert Contact Email].
Accuracy of Information
We aim to keep your personal information accurate and up to date. If you believe any data we hold is incorrect, please notify us and we will correct it promptly.
Consent
By using our website and services, you consent to the collection, use, and disclosure of your personal data in accordance with this Policy.
Updates to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website. Continued use of DentPulse after updates means you accept the revised Policy.
Contact Us
If you have any questions, concerns, or complaints about our privacy practices, please contact:
Privacy Officer – DentPulse Ltd
[Insert Office Address]
Email: [Insert Email]
Phone: [Insert Phone]
DentPulse Ltd is registered with the UK Information Commissioner’s Office (ICO) under reference number: [Insert ICO Registration Number].
If you are dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk.