Privacy notice

Who we are

Dynamo Dental is the specialist dental engineering division of Electrigent Ltd. Electrigent Ltd is the data controller for the personal data described in this notice. Our company number and registered office are shown in the website footer.

This notice covers this website and the enquiries you send through it. It is written for the people we work with: practice principals, practice managers and the colleagues they ask to contact us. It does not cover patients, because we do not provide care and do not need any patient information.

If you have a question about this notice or about your data, please use the privacy contact shown on our Contact page.

What we collect

This website has four forms: a general contact form, a breakdown report, a request to book a Practice Engineering Survey and a form for discussing a planned installation. Depending on which you use, we collect what you enter:

• your name and your role at the practice
• the practice name
• your work email address and telephone number
• the practice postcode or address, so we know where a visit would be
• details of the equipment concerned, such as the type, make and model
• a description of the fault or of what you need
• optional photographs of the equipment or the fault, or drawings and floor plans for a planned installation, if you choose to upload them

We also keep a record of when the enquiry was sent and, for security, a one-way hashed form of the internet address it was sent from, which cannot be turned back into the address itself. We do not collect anything you have not chosen to give us, and we do not buy or combine data about you from other sources.

Please do not send us patient or clinical information

We never need names, records, images or any other information about patients. Please do not include it in a message or a photograph. If we receive patient-identifiable or clinical information by mistake, we will delete it without using it and let you know.

Why we use it and the lawful basis

We use the information you send us to:

• reply to your enquiry, confirm whether we can help and, where useful, ask for more detail
• arrange a visit, a survey or a repair, and keep a record of what was agreed
• deliver the work you have asked for and keep the service records that go with it
• keep our records accurate and meet our legal and accounting duties

Under the UK General Data Protection Regulation and the Data Protection Act 2018, our lawful bases are:

• Legitimate interests — responding to business enquiries about our services, and keeping the website secure. We have considered the effect on you and believe it is what you would expect when you contact a supplier.
• Contract — where you ask us to carry out work, we need your details to prepare a quotation and deliver the work.
• Legal obligation — keeping records we are required to keep, for example for tax and accounting purposes.

We do not use your details for marketing unless you have asked us to keep in touch, and we do not use automated decision-making or profiling.

How long we keep it

We keep enquiries for the retention period shown in our records policy — currently two years for enquiries and one year for uploaded photographs and documents, unless a job is ongoing. When work is carried out, the service records for that work are kept for as long as needed to evidence what was done and to meet our legal and insurance requirements.

When a retention period ends, the information is reviewed and deleted. Deletion is a deliberate act carried out by us, not something that happens without checking, so that live jobs are never lost.

Who we share it with

Your information is stored and processed by our hosting and email provider on our behalf. Data is stored in the United Kingdom or the European Economic Area, and we have contracts in place that require these providers to protect it.

Where you ask us to coordinate a specialist — for example a competent person for a pressure-system examination — we share only the details needed for that work, and we tell you who they are.

We do not sell personal data, and we do not share it with advertising networks or data brokers. We may disclose information where the law requires it, for example to a regulator or a court.

Cookies and similar technologies

This website uses a small number of strictly necessary cookies so that the forms and the admin sign-in work. Analytics is used only if you have given consent, or if we have chosen a provider that does not use cookies or identify individual visitors. There are no advertising or marketing cookies. Our cookie notice lists each cookie and explains how to withdraw consent.

Your rights

You have the right to:

• access the personal data we hold about you and receive a copy
• rectification — have inaccurate data corrected or incomplete data completed
• erasure — ask us to delete your data where we no longer need it
• restriction — ask us to stop using your data while a question about it is resolved
• object to our use of your data where we rely on legitimate interests
• portability — receive the data you gave us in a common electronic format

To exercise any of these rights, use the privacy contact shown on our Contact page. We will respond within one month. We may need to confirm who you are before acting on a request. None of these rights costs you anything.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk. We would welcome the chance to put things right first, but you do not have to contact us before going to the ICO.

How we protect it

The website is served over an encrypted connection. Enquiries are stored in a database that only named members of our team can reach, using individual accounts and strong passwords. Uploaded photographs and documents are stored outside the public area of the website and are not linked to from any page. Our providers keep backups so that a fault does not lose your enquiry, and we review who has access regularly. No system is perfectly secure, but we take reasonable and proportionate care.

Changes to this notice

We review this notice when the way we use data changes, and at least once a year. The date of the current version is shown under the heading. If a change is significant and affects people who have already contacted us, we will tell them.