Privacy & cookies

This notice explains how RTW Surgeries Ltd uses your personal information. We are the data controller for the information we hold about you.

Contact: Practice Manager (data protection lead), RTW Surgeries Ltd, 88 South Street, Stanground, Peterborough PE2 8EZ. Telephone 01733 215555, email reception@rtwsurgeries.co.uk.

What we collect

• Your details: name, date of birth, address, phone number, email address and GP details.
• Your dental and medical history: examination notes, x-rays and scans, photographs, treatment plans, and medical history relevant to your dental care.
• Payment information: records of fees, payment plans and finance applications.
• Website enquiries: the details you enter in our enquiry, assessment and referral forms, including any answers about your teeth.
• Calls and messages: notes of phone calls, emails and messages you send us.

Why we use it

We use your information to provide safe, appropriate dental care, to manage appointments and payments, to reply to your enquiries, and to meet our legal and professional obligations.

Our lawful bases under UK GDPR are:

• performing our contract with you, or taking steps you've asked for before treatment;
• providing health care (Article 9(2)(h)) for your dental and medical information;
• meeting legal obligations, such as keeping clinical records and accounts;
• your consent when you send us health details through our website, or agree to marketing or to photos being used. You can withdraw consent at any time.

Who we share it with

We only share what is necessary, and only with:

• other health professionals involved in your care, such as specialists, laboratories and your GP;
• the companies that run our systems on our behalf, including our practice software and online booking, email, website hosting and forms, and our finance partner Tabeo if you apply for finance;
• your dental plan or insurance provider, if you ask us to;
• regulators or others where the law requires it.

We never sell your information. Some of our suppliers may store data outside the UK. Where they do, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Agreement.

Advertising on Facebook and Instagram

If you've agreed to receive offers and news from us, we may share your name, email address and phone number with Meta Platforms Ireland Ltd so we can show you our adverts on Facebook and Instagram, or stop showing you adverts that aren't relevant. The details are scrambled (hashed) before they leave our computer, Meta uses them only to match you to an account and deletes them afterwards, and Meta acts on our behalf under its data processing terms. We never share your dental or medical information.

You can ask us to stop at any time by contacting the Practice Manager, or by withdrawing your marketing consent, and we'll remove you from our next upload.

How long we keep it

We keep dental records for at least 11 years after your last treatment. For children, we keep them until their 25th birthday, or 11 years after the last treatment if that is later. This follows professional and NHS records guidance.

Website enquiries from people who don't go on to become patients are deleted after 12 months.

Your rights

You have the right to:

• see a copy of the information we hold about you;
• ask us to correct anything that is wrong;
• ask us to delete or restrict use of your information, where this is allowed;
• object to how we use it, and withdraw any consent you've given.

To make a request, contact the Practice Manager. We'll respond within one month and there is normally no charge.

If you're unhappy with how we've handled your information, please tell us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes

We may update this notice from time to time. This version was last updated in November 2026.

Cookies

Essential cookies and similar storage keep the website working (for example, remembering which advert brought you to us so we can follow up your enquiry, and remembering your cookie choice). These do not need your consent.

With your permission we also use the Meta Pixel, a cookie from Meta Platforms Ireland Ltd (Facebook and Instagram). It tells us when someone who saw one of our adverts visits the site or sends us an enquiry, so we can measure our adverts and show them to people more likely to be interested. Meta may use this information in line with its own privacy policy. The Meta Pixel only loads if you click "Accept" on our cookie banner.

You can change your choice at any time using the "Cookie settings" link at the bottom of every page. Your choice is remembered for six months.