Your privacy, looked after.

01

Who we are

SYMETRA | Smile Design Studio is a trading name of Transcendental Ltd, a company registered in England and Wales (company number 13974764). Transcendental Ltd is the controller of the personal information described in this notice. That means we decide how and why it’s used, and we’re responsible for looking after it.

We see patients at UNTIL, Unit 7, YY London, 30 South Colonnade, Canary Wharf, London E14 5HX. Dr Ramaraja Dasa Popat, our dentist, is responsible for data protection at SYMETRA.

02

What we collect

• When you book: your name, email address and mobile number, the day and time you choose, the treatments you’re interested in, and any note you add.
• When you take our free smile assessment: your answers, such as what you’d like to change about your smile. If you then book, your answers are added to your booking so your dentist can prepare.
• When you pay: the £35 consultation fee is taken by our booking system’s secure payment provider. We see that you’ve paid, but never your full card details.
• When you become a patient: your medical history, dental records, clinical notes, photographs, scans, X-rays, treatment plans, consent forms and appointment history. This is health information, which the law treats as special category data and protects more strictly.
• If you apply for finance: Tabeo collects what it needs for your application. We receive the outcome, and the details we need to run your payment plan.
• When you contact us: your emails, WhatsApp messages and any photos you choose to send.
• When you visit our website: technical information such as your IP address and browser type, which our website host and font provider use to show you the site and keep it secure.

03

How we use it, and why we’re allowed to

The law only lets us use personal information when we have a lawful basis. Here is what we use yours for, and the basis for each.

What we use it forOur lawful basis

Booking and confirming your consultation, taking the fee and sending reminders

Taking steps you’ve asked for before treatment, and carrying out our agreement with you (contract).

Assessing, planning and providing your dental care, and keeping accurate records

Contract, and our legal and professional duty to keep records. For health information: providing health care, by a registered dental professional bound by confidentiality (UK GDPR Article 9(2)(h)).

Having your aligners, retainers or veneers made

Contract, and providing health care (Article 9(2)(h)).

Arranging finance, if you ask us to

Taking steps you’ve asked for, and carrying out our agreement with you (contract).

Replying to your messages

Our legitimate interest in answering the people who contact us, or contract if you’re a patient.

Running SYMETRA: accounts, tax, insurance, regulators, complaints and legal claims

Legal obligation, and our legitimate interests. For health information, where needed to establish or defend a legal claim (Article 9(2)(f)).

Keeping our website working and secure

Our legitimate interests.

SYMETRA Club updates and news

Only with your consent, which you can withdraw at any time.

04

Who we share it with

We only share what each needs, and each is bound to keep it confidential and secure.

• Cal.com, our booking system, and its payment provider for the £35 consultation fee.
• Dentally, the secure clinical records system we use at UNTIL.
• UNTIL, the CQC-registered clinic where we see patients, where needed for your care and for its own regulatory duties.
• Align Technology (Invisalign), 32Co and Glo Aligners, and the dental laboratories that make your aligners, retainers or veneers.
• Tabeo, if you apply for finance.
• Google Workspace, for our email and secure document storage and signing, and WhatsApp (Meta), if you choose to message us there.
• Wix, which hosts our website, and Google Fonts, which supplies its typefaces.
• Our professional indemnity provider, accountants and legal advisers, where needed.
• Regulators and authorities, such as the General Dental Council or the Care Quality Commission, where the law requires it.
• Other healthcare professionals, such as your own dentist, a specialist or your GP, with your agreement, or in an emergency.

We never sell your information.

05

Information outside the UK

Some of these providers, such as Cal.com, Google, Meta and Align Technology, may store or access information outside the UK. When they do, we make sure it stays protected, using the UK’s adequacy regulations (including the UK–US data bridge, where it applies) or contract clauses approved by the Information Commissioner. Contact us if you’d like more detail.

06

How long we keep it

• Dental records: 11 years after your last treatment, or until your 25th birthday if you were treated as a child, whichever is longer, in line with UK dental guidance.
• Booking details, if you don’t go on to become a patient: up to 2 years.
• Payment and accounting records: 6 years, as UK tax law requires.
• Messages: as long as we need them to help you, and as part of your records if you’re a patient.
• Your marketing choices: until you unsubscribe.

After that, we delete or securely destroy it.

07

Keeping it secure

We keep your information in secure, access-controlled systems, and only people who need it for your care, or to run SYMETRA, can see it. Everyone involved in your care is bound by professional confidentiality.

08

Your rights

You have the right to:

• ask for a copy of the information we hold about you
• ask us to correct anything that’s wrong or incomplete
• ask us to delete your information
• ask us to limit how we use it
• receive information you gave us in a format you can reuse
• withdraw your consent at any time, where we rely on it

Some rights have limits. For example, we must keep dental records for the periods above, even if you ask us to delete them.

To use any of these rights, email contact@symetrastudio.co.uk. It’s free, and we’ll reply within one month.

09

Cookies

Our website doesn’t use advertising or analytics cookies. Our website host (Wix) and booking system (Cal.com) may set cookies that are strictly necessary to keep the site secure and to let you book; these don’t need your consent.

If we ever add analytics or advertising cookies, we’ll ask your permission first, and update this notice.

10

What we need from you

To book a consultation, we need your name, email address and mobile number. To treat you safely, we need your medical history. If you’d rather not share these, we may not be able to book or treat you. Everything else is optional.

11

Automated decisions

We don’t make decisions about you by automated means. Our online smile assessment is a general guide only; your dentist makes every decision about your care, with you.

12

Questions and complaints

If you have a question or concern about how we use your information, please contact us first at contact@symetrastudio.co.uk, and we’ll do our best to help.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

13

Changes to this notice

We’ll update this notice when the way we use information changes. The date at the top shows when it was last updated.