Privacy Policy

1. Information we handle

• Account and contact details: name, email, telephone number, account role and status, patient number, sign-in information and password reset records. Passwords are stored as hashes rather than readable passwords.
• Profile details: date of birth, gender, address, emergency contact and an optional avatar photo, when supplied to the clinic or entered in your profile.
• Appointments and care: booking details, dental concerns, diagnoses, treatment records, clinician details and notes recorded in the portal.
• Billing and rewards: invoices, amounts paid or outstanding, payment references, referral codes and relationships, Ideal Coin transactions, and withdrawal requests and their status.
• Communications and technical information: information you send by email, telephone or WhatsApp; authentication cookies and saved display preferences. Website infrastructure may also process IP addresses, browser details, request times and error information when delivering and protecting the service.

Information may come from you, clinic staff recording your care, or a person authorised to book on your behalf. Please provide accurate details and avoid including unrelated sensitive information in general enquiries.

2. How information is used

Account details support registration, sign-in, account recovery and access management. Contact and appointment details help the clinic arrange visits and respond to enquiries. Patient and care records support dental services and continuity of care. Billing, referral and reward records support invoices, payment reconciliation, programme administration and withdrawal review.

Technical information supports website delivery, troubleshooting and security. Information may also be needed to respond to lawful requests, resolve disputes and meet applicable record-keeping obligations. Contact the clinic if you want to understand why a particular detail is requested or whether it is optional.

3. Access and sharing

Clinic personnel access information through accounts with assigned roles, including administration, reception, clinical care and accounting. Providers involved in hosting, technical support or delivering account emails may process information needed for those services. Information may be disclosed where required by applicable law or a valid legal request.

Referrals: using a referral code links your patient profile to a referral network. Other patients in the relevant network can access linked patient profile information, including contact and demographic details where recorded, although the network screen displays names and patient numbers. Referral relationships also support reward calculations. Ask the clinic about the information shared before participating or submitting another person's details.

Messages sent through an external email or messaging service are also handled by that provider. This policy does not cover the independent practices of external services.

4. Cookies, browser storage and external services

The portal uses idc_access and idc_refresh cookies to maintain sign-in and renew sessions. Their configured browser lifetimes are up to 15 minutes and 30 days respectively; sessions can end earlier when you sign out or account access changes. Browser storage also remembers preferences such as the portal theme and collapsed sidebar.

You can remove cookies and saved site data in your browser. Blocking authentication cookies can prevent the portal from working.

The contact page includes Google Maps, which can receive technical information when the map loads. WhatsApp links open an external service when selected. Review Google's Privacy Policy and WhatsApp's Privacy Policy for their practices.

5. Security and retention

The portal uses password hashing, authenticated access and role-based controls. Password changes and account disabling invalidate sessions. No internet service can guarantee absolute security; keep your password private and contact the clinic if you suspect unauthorised access.

Retention depends on the type of record, ongoing care and account needs, and applicable clinical, accounting and legal obligations. Disabling an account does not automatically delete patient, treatment, billing or referral records. Contact the clinic to request deletion or information about retention for a particular record. Some records may need to be retained even after account access ends.

6. Your choices and requests

You can view information available in your portal and change your password from My Profile. Contact the clinic to request access to your personal information, correction of inaccurate details, account closure or deletion, or to raise a privacy concern. Where processing relies on your consent, you may request to withdraw it. Withdrawing consent may affect services that require the information and does not itself remove records that must be retained.

The clinic may need to verify your identity or authority before responding. Requests are considered subject to applicable law, other people's privacy and record-keeping requirements. Use the contact details below to ask about your available rights or to raise a complaint. Reading this policy or continuing to browse is not a substitute for consent where consent is required.

7. Children and bookings for someone else

A parent or lawful guardian should contact the clinic to arrange care for a child and discuss the information and permissions required. If you provide information about another patient or an emergency contact, ensure you are authorised to do so and let them know how to find this policy.

8. Changes to this policy

This page may be updated when the website, services or applicable requirements change. The date above identifies the latest version. Please review it when providing new information or using a new service.