DENTALTECH GROUP · LEGAL INFORMATION
Privacy Policy
Dentaltech Limited, Trading as Dentaltech Group. This Privacy Policy explains how we collect and handle your personal data in accordance with the General Data Protection Regulation (GDPR) and Irish data protection law.
Effective date: January 2026
Last updated: 28 October 2026
1. Who We Are
Dentaltech Group is a dental service provider with clinics in Dublin, Wexford, and Waterford. We are the “data controller” for the purposes of GDPR.
2. What Data We Collect
We may collect:
- Name, date of birth, phone number (including caller line identification) and email address
- Medical and dental history
- Appointment requirements, scheduling preferences and treatment information
- Communication logs via WhatsApp, phone, email and website
- Recordings and transcripts of calls handled by our automated virtual receptionist
3. Why We Collect Your Data
We process your data for:
- Booking and managing appointments
- Providing safe and effective dental care
- Communicating with you about your care
- Compliance with legal recordkeeping obligations
- Improving our services
Digital Front-Desk, Call Handling, and Automated Communications
To maintain telephone accessibility, manage appointment scheduling, and communicate efficiently with our patients, our practice uses an automated communications and digital front-desk platform provided by our technology partner, Clero AI Ltd (“Clero”).
Inbound Telephone Calls and Automated Answering
When you call our practice, your call may be answered by our automated virtual receptionist during opening hours, peak overflow periods, or outside normal clinic hours. The assistant processes your telephone number, full name, date of birth, appointment requirements, and scheduling preferences you provide.
Call recording and transcription: Calls handled by this service are recorded and transcribed to verify booking accuracy, support continuity of care and administrative audit trails, and maintain service quality.
Administrative scope: The automated assistant is strictly an administrative booking and routing service. It does not perform clinical triage, diagnose conditions, or provide medical advice. If you report acute symptoms, the system is configured to route your call to clinic staff during working hours. For a life-threatening emergency, call 112 or 999.
Human assistance: You can request to speak directly with clinic staff at any time during the call. If staff are unavailable or you call outside opening hours, your message is captured for priority review and follow-up by our reception team.
Outbound Messages, Reminders and Practice Feedback
We may contact you via SMS, WhatsApp, email, or automated voice calls using Clero’s messaging infrastructure to:
- Send booking confirmations, appointment reminders, and schedule updates.
- Issue routine health recall notifications, such as periodic check-ups.
- Send secure checkout links through our PCI-DSS compliant payment provider, such as Stripe, when an appointment deposit is required. We never collect payment card numbers over the telephone.
- Invite feedback on your patient experience or a public Google review following your visit.
Opting out: You may opt out of non-clinical communications and review invitations at any time. Reply STOP to an SMS or WhatsApp message, or inform our reception team, and your contact preferences will be updated immediately.
4. Legal Basis for Processing
Our legal grounds for data processing include:
- Consent
- Contractual necessity (Article 6(1)(b)), including registering patients, scheduling appointments, sending appointment reminders and processing booking deposits
- Legal obligation, including retaining dental records
- Legitimate interests (Article 6(1)(f)), including managing practice call capacity, responding to patient enquiries, maintaining administrative quality records, service improvement and gathering patient feedback
Where health-related appointment information is necessary for healthcare administration and appointment provision, we process it under Article 9(2)(h), subject to the applicable confidentiality requirements.
5. Data Sharing
We do not sell personal data. We only share it with:
- Internal staff (dentists, nurses, support team)
- Dental labs and product suppliers
- IT service providers, including Clero AI Ltd and its specialist subprocessors, for secure booking, call handling and communication services
- Payment providers for secure appointment-deposit checkout
- Regulators or authorities if legally required
6. How Long We Keep Your Data
- Dental records: Retained for at least 8 years (in line with Irish regulations)
- Contact forms and messages: Deleted after 12 months unless related to ongoing care
- Clero call recordings and transcripts: Retained securely for administrative review and audit in line with our practice data retention policy, then systematically deleted. Please contact our Practice Manager for details of the applicable retention period.
- Information synchronised to your permanent patient record: Retained in accordance with applicable healthcare record retention requirements.
7. Your Rights
Under GDPR, you can:
- Access your data
- Request correction
- Request deletion (in some cases)
- Object to processing
- Withdraw consent
- File a complaint with the Data Protection Commission (www.dataprotection.ie)
You may request access to, or erasure of, call recordings and transcripts held by the practice, subject to statutory healthcare record obligations. Please contact our Practice Manager using the details below to make a request.
8. Security
We use encryption, access controls, and secure data systems to protect your personal information.
International Data Transfers and Subprocessors
Patient records, practice management data, and transcripts processed through Clero are stored in encrypted facilities in the United Kingdom and European Union.
To deliver real-time speech recognition and voice synthesis, audio streams may be processed by specialist voice infrastructure providers located in the United States. These transfers are governed by formal Data Processing Agreements and applicable international transfer safeguards, including Standard Contractual Clauses (SCCs) and, where UK data protection law applies, the UK International Data Transfer Addendum.
9. Contact Us
To exercise your rights, raise a concern or request a full copy of our Privacy Policy, contact us at:
Email: contact@mail.dentaltech.ie
Address: Dental Tech Group Ltd, Whitehall House, Whitehall Close, Terenure, Dublin 6W, D6W AD93
Phone: 01 455 1866