PRIVACY POLICY
Bespoke Dental Laboratories ("us," "we," or "our") operates the bespokedentallaboratories.co.uk website (the "Service"), as well as the lab software accessible at portal.bespokedentallaboratories.co.uk (the “Portal”). This page informs you of our policies regarding the collection, use, retention, management, and disclosure of Personal Information when you use our Service and Portal.
We will not use or share your information with anyone except as described in this Privacy Policy. By using the Service or Portal, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used herein have the same meanings as in our Terms and Conditions, accessible at bespokedentallaboratories.co.uk. If you are using the Portal, additional terms may also apply, and in case of conflict, any more specific terms for the Portal shall override these general terms.
1. INFORMATION COLLECTION AND USE
1.1 Personal Information
While using our Service or Portal, we may ask you to provide us with certain personally identifiable information (“Personal Information”) that can be used to contact, identify, or provide services to you. Personally identifiable information may include, but is not limited to:
Contact details: Email address, name, phone number, postal address.
Practice or business details: Dental practice address, registration information, and other relevant details necessary for conducting and managing lab work.
Account information: Usernames, passwords, or any other credentials required for Portal access.
Financial and billing information (as needed): Payment method details, invoices, and transaction history related to lab services.
We collect and use this information strictly for providing and improving the Service and Portal. This includes:
Enabling you to book lab work and manage your practice details online.
Generating invoices, order confirmations, and other relevant documentation.
Communicating with you regarding the status of lab work, updates, or changes to services or policies.
1.2 Log Data
We may also collect information that your browser or device sends whenever you visit our Service or use our Portal (“Log Data”). This Log Data may include:
Your computer’s or device’s Internet Protocol (“IP”) address
Browser type and version
Pages of our Service or Portal visited
Date and time of your visit
Time spent on those pages
Other usage or diagnostic statistics
Additionally, we may use third-party services (e.g., Google Analytics) to collect, monitor, and analyze this information to enhance the functionality, security, and usability of our Service and Portal. Third-party service providers have their own privacy policies addressing how they use such information.
1.3 Cookies
Cookies are small files placed on your device to store information about your session or preferences. We use cookies on both our public-facing Service and the Portal to:
Manage user sessions and preferences
Improve user experience and interface functionality
Collect general usage and analytics data
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, declining cookies may limit the functionality of some portions of our Service or Portal.
1.4 Behavioural Remarketing
Bespoke Dental Laboratories uses remarketing services to advertise on third-party websites to you after you have visited our Service. We, and our third-party vendors, use cookies to inform, optimize, and serve ads based on your past visits to our Service. This does not typically apply to the Portal, as the Portal is a secure, account-based system; however, analytics or cookies placed while using the Portal may still inform broader marketing efforts.
2. Data Retention and Management
2.1 Data Retention Period
We retain Personal Information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law or regulation. Specifically:
Account information: Retained for the duration of your active use of the Portal and to comply with legal or contractual record-keeping requirements.
Transaction and billing information: Retained for the legally required retention period, typically for tax, audit, or legal compliance purposes.
Log Data and analytics: Stored for a reasonable period to enable performance monitoring, security checks, and usage trend analysis.
2.2 Secure Storage
We store Personal Information in secure operating environments that are not accessible to the public and that are only accessible to authorized employees, agents, or contractors who require the information to perform a specific job. We follow generally accepted security standards to protect against unauthorized access, alteration, disclosure, or destruction of your data.
2.3 Data Management
We adopt industry-standard practices to manage Personal Information responsibly. These include:
Access controls: Only qualified and authorized personnel can access Personal Information on a need-to-know basis.
Encryption: We employ encryption where appropriate, especially for transmitting sensitive data over the internet.
Regular reviews: We periodically review our data collection, storage, and processing practices to ensure compliance with this Privacy Policy and applicable legal frameworks.
3. Your Rights Regarding Personal Information
Depending on applicable laws (e.g., GDPR if you are located in the EU/EEA), you may have certain rights regarding your Personal Information. These may include:
Right to Access: You can request a copy of the Personal Information we hold about you.
Right to Rectification: You can request that we correct any inaccuracies or incomplete information.
Right to Erasure (“Right to be Forgotten”): You can request that your Personal Information be deleted, subject to legal requirements to retain certain information.
Right to Restrict Processing: You can request that we limit how we use your data.
Right to Data Portability: Where applicable, you can request that we provide your Personal Information in a structured, commonly used, machine-readable format.
To exercise any of these rights, please contact us at the email address provided below. We will respond to your request within the timeframe required by applicable law.
4. Data Deletion
4.1 Automatic Deletion of Inactive Accounts
If you do not access your Portal account for an extended period, we may classify it as inactive. We will take commercially reasonable steps to contact you prior to deleting your data. If you do not respond within the stated time, we may delete or anonymize your Personal Information, except for data we must retain by law.
4.2 User-Initiated Deletion
You may request deletion of your Personal Information at any time by contacting us at the email address listed below. Upon verification of your request, we will:
Delete or anonymize your Personal Information from our systems, except as legally required to retain it (e.g., to comply with financial, tax, or legal obligations).
Confirm to you that the deletion has taken place or explain if certain pieces of data must remain for legal or operational reasons.
5. Information Sharing and Disclosure
We do not share your Personal Information with third parties except:
Service providers and partners: Who need the information to help us provide or improve our Service and Portal (e.g., payment processors, IT support, analytics providers).
Legal compliance: If required to do so by law, regulation, or court order, or if necessary to protect the rights and property of Bespoke Dental Laboratories.
Business transfers: If we are involved in a merger, acquisition, or asset sale, your Personal Information may be transferred as part of that transaction.
6. Security
We value the security of your Personal Information, but please remember that no method of transmission over the internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security. Please notify us immediately if you suspect any unauthorized use or breach of your account.
7. Links to Other Sites
Our Service or Portal may contain links to other sites that are not operated by us. If you click a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
8. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will post the new version on this page and update the “Last Updated” date at the bottom. Your continued use of the Service and Portal after any modifications indicates your acceptance of the updated Privacy Policy.
If you have any questions about this Privacy Policy, or wish to exercise any of your data subject rights, please contact us at:
Email: governance@bespokedentallaboratories.co.uk
Address: Unit 7, Cloverhill Business Centre, Chryston, G69 9DQ
Last Updated: 11/04.2025
Disclaimer: This sample Privacy Policy is provided for informational purposes only and does not constitute legal advice. Please consult a qualified attorney to ensure that your final policy complies with all applicable laws and regulations in your jurisdiction.