Privacy Notice

1. About this policy

1.1 Secrets Medical Limited is committed to protecting and respecting your privacy.
1.2 This policy explains how we collect, use, share and protect your personal information. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
1.3 By visiting our website and obtaining goods and services from us, you are accepting and consenting to the practices described in this policy.

2. Collecting your personal information

2.1 We will collect and process data about you, when you:
2.1.1 fill in forms on our website or by corresponding with us by phone, e-mail or otherwise;
2.1.2 buy a product or service from us over the telephone
2.1.3 use any product or service purchased from us;
2.1.4 subscribe to our email notifications and/or newsletters;
2.1.5 take part in any competitions, prize draws or surveys;
2.1.6 post to our website for publication on the Internet; and
2.1.7 contact us to obtain information about our services or with any questions or complaints.
2.2 We may also collect information about you from other sources. We work closely with third parties including business partners such as mobile phone networks, suppliers dealing with technical, payment and delivery services, advertising networks, analytics providers, search information providers, and credit reference agencies.
2.3 With regard to each of your visits to our website we will automatically collect technical information, including the Internet protocol (IP) address used to connect your computer to the Internet and information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs).
2.4 We will also collect any phone number used to call us.

3. Information we collect about you

The information we collect about you depends on the services you use and subscribe to. The types of information we will collect are:

3.1 your name, address, telephone number, date of birth, email addresses and job title;
3.2 credit card or debit card information, information about your bank account and sort code or other bank information;
3.3 details of your contact with us such as a note or recording of your call, the letter or email you send to us or any other records of your contact with us;
3.4 details of your  account in relation to your purchase and/or use of our services of those of our business partners; and
3.5 details of your preferences for any products or services that you provide us with or we obtain from your use of any of our products or services.

4. How we use the information we collect

We may use and analyse the information held about you in the following ways:

4.1 to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;
4.2 to provide you with information about other goods and services we offer that are similar to those that you have already purchased or enquired about;
4.3 to provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you. Where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this. If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please tick the relevant box situated on the form on which we collect your data;
4.4 to notify you about changes to our service;
4.5 to administer our website and our services and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
4.6 to improve our website to ensure that content is presented in the most effective manner for you and for your computer;
4.7 to allow you to participate in interactive features of our service, when you choose to do so;
4.8 as part of our efforts to keep our site safe and secure;
4.9 to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
4.10 to make suggestions and recommendations to you and other users of our website about goods or services that may interest you or them; and
4.11 to carry out a credit check if you wish to purchase our or our business partners’ products and services to assess your application.

5. Sharing your personal information

You agree that we have the right to share your personal information with:

5.1 any business partners or suppliers involved in the performance of any contract we enter into with them or you;
5.2 advertisers and advertising networks that require the data to select and serve relevant adverts to you and others;
5.3 analytics and search engine providers that assist us in the improvement and optimisation of our site;
5.4 credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you;
5.5 debt collection agencies or other debt recovery organisations;
5.6 law enforcement agencies, regulatory organisations, courts or other public authorities if we have to, or are authorised to do so by law; and
5.7 in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets as part of the process of evaluation and to ensure continuity of service.

6. Where we store your personal data

6.1 Your personal information will not be transferred to a destination outside the European Economic Area (“EEA”). By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
6.2 All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website or your account, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
6.3 Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

7. How long will we keep your information

7.1 The periods for which we keep your information will depend on the purpose for which the information was collected and the use to which it is put. We will not keep personal information for longer than is necessary for our business or legal requirements.
7.2 Your account information will be held for 6 years from the end of your relationship with us.
7.3 We will keep your contact information for a reasonable period of time after your relationship with us has finished in case you decide to use our service again and we may contact you about services during this time if you have not opted out of receiving marketing communications from us.

8. Your rights in relation to your personal information

8.1 You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at
8.2 You can contact us at any time to get a copy of the personal information we hold about you.
8.3 If you believe we are holding inaccurate information about you, please contact us at so we can correct it within one month.
8.4 Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

9. Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them, see our Cookies Policy.

10. Credit checks

10.1 When you make a request for the supply of any products or services from us or any of our business partners and during the course of any such supply we may carry out credit checks on you at any time. We will only use licensed credit references agencies but such agencies will keep a record of our search on your credit record.
10.2 We may search the electoral roll to verify your address.
10.3 We may use credit searches and other information, which is provided to us or the credit agencies, about you and those who are linked financially to you, if credit decisions are made about you, or other members of your household.
10.4 If, at any time during the provision of any goods and services to you, you fail to meet our credit conditions, we will contact you.
10.5 You can request a copy of your credit record by writing directly to the credit agencies. There is a small fee for this service and the records held by each agency may not be the same. Each of the agencies will be able to provide you with details of their fees when you contact them.

11. Changes to our privacy policy

Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

12. Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to

The practice collects, holds, processes and shares personal data in accordance with the provisions of the General Data Protection Regulation and the Data Protection Act 2018. We have carried out and will review as appropriate, a Data Audit.

This Policy applies to personal data in the following categories:
Patients’ Records, both current and past
Employees’ data
Contractors’ data – including dental registrants

Data Protection Principles
We shall ensure that Personal Data, including Special Data (health) will be:
Processed lawfully, fairly and in a transparent manner
Collected for specified, explicit and legitimate purposes only
Adequate, relevant and necessary for the purpose
Accurate and updated
Kept for no longer than is necessary
Processed in a secure manner and protected against loss, destruction or damage

Lawful Basis
Data will be held and processed under the following Lawful Basis:
Patient Data and health records: for the Legitimate Interests of the practice in providing health care and treatment
Employment records: as a Legal Obligation for the provision of Employment Terms and conditions and supply of data to HM Revenue and Customs and other statutory functions such as pensions and benefits
Contractor Data: for the fulfilment of contracts
We will additionally secure the specific consent of patients for the provision of electronic communication under the Privacy and Electronic Communication Regulations 2011

Data Subjects’ Rights
We will ensure that the rights of Data Subjects are respected and maintained by:
The issue and promotion of a Privacy Notice detailing data processed, its origin and any disclosures, the Lawful Bases for processing, and the rights of Data Subjects
The maintenance of a Subject Access process and the appointment of Lisa Jones as Data Protection Officer to oversee that process and to advise on compliance
A legitimate interest assessment ensuring individuals’ rights are balanced with the legitimate needs of the practice.
A Data Retention schedule
An Information Security policy
A Data Breach Policy
Contractual assurance of adequate safeguards if data is processed outside the European Union

Subject Access Requests
All data subjects may submit a request to be informed of the data we hold about them, its lawful basis and from whom it is/was obtained and to whom it may be disclosed. We will provide this information without charge and as soon as is reasonably possible and in any event within one month of a valid request being received. Access requests should be addressed (or forwarded without delay) to Lisa Jones.

Training and Compliance
We will ensure that all staff are aware of their duty of strict confidentiality regarding personal data, both professional and under the Data Protection law. We will provide training and assure compliance and will review and refresh training on a regular basis.

It is a condition of continuing employment that all staff are aware of, sign their acceptance of, and comply with, their obligations under this Policy. Any queries or concerns must be immediately addressed to Mr L Crossland. A breach of this Policy may amount to misconduct and result in disciplinary action. Serious or persistent breaches may result in dismissal.

Security of Data
The practice will publish and maintain an Information Security policy to assure against any loss, damage, unlawful disclosure or non-compliant erasure of data. All staff will be trained and advised of their obligations under this Policy

Practice Complaints Procedure

If you have a complaint or concern about the service you have received from the dentists or any of the staff working in this practice, please let us know. We operate a practice complaints procedure. Our complaint system adheres to national criteria.

How to Complain

We hope that most problems can be sorted out easily and quickly, at the time they arise and with the person concerned. If your problem cannot be sorted in this way and you wish to make a complaint, we would like you to let us know as soon as possible – ideally, within a matter of days or at most a few weeks – because this will enable us to establish what happened most easily. If it is not possible to do that, please let us have details of your complaint:
• within 6 months of the incident that caused the problem; or
• within 6 months of discovering that you have a problem, provided this is within 12 months of the incident.

Complaints about the treatment you received should be made to the dentist who normally sees you. Alternatively, you may ask for an appointment with Lisa Jones in order to discuss your concerns. She will explain the complaints procedure to you and will ensure that your concerns are dealt with promptly. It will help if you are as clear as possible about your complaint.

What We Shall Do

We shall acknowledge your complaint within 3 days and aim to have looked into your complaint within 10 working days of the date when you raised it with us. We shall then be in a position to give you an explanation, or offer a meeting with those involved.
In investigating your complaint, we shall aim to:
• find out what happened and what went wrong
• enable you to discuss the problem with those concerned, if you would like this;
• ensure you receive an apology, where this is appropriate;
• identify what we can do to make sure the problem does not happen again.

Complaining on Behalf of Someone Else

Please note that we keep strictly to the rules of confidentiality. If you are complaining on behalf of someone else, we have to know that you have the permission to do so. A note signed by the person concerned will be needed, unless that are incapable of providing this because of physical or mental ill ness or are a child under 16 years.

Complaining to Dental Complaints Service
We hope that, if you have a problem, you will make use of our practice complaints procedure. We believe this will provide the best chance of putting right whatever has gone wrong and an opportunity to improve our practice. However, this does not affect your right to complain to the Dental Complaints Service, if you feel you cannot raise your complaint with us or you are dissatisfied with the result of our investigation. If you wish further advice you should contact:

Dental Complaints Service
Stephenson House
2 Cherry Orchard Rd
Tel. 020 8253 0800

You may also like to contact the General Dental Council for more advice.

General Dental Council
37 Wimpole Street
Tel. 020 7887 3800

For those patients registered with this practice with Denplan can contact Denplan by telephone for advice:

Denplan: Tel. 0800 169 7220

Dental Statement

This dental team is regulated by the General Dental Council

The Council requires us to:
• Put patients’ interests first
• Communicate effectively with patients
• Obtain patients’ valid consent
• Maintain and protect patients’ information
• Have a clear and effective complaints procedure
• Work with colleagues in a way that is in patients’ best interests
• Maintain, develop and work within our professional knowledge and skills
• Raise concerns if patients are at risk
• Make sure our personal behaviour maintains patients’ confidence in the dental profession

This practice operates a complaints process which aims to resolve any issues or concerns.

These should be addressed to Practice Manager 147 Liverpool Road Birkdale Southport PR8 4NT

Tel No 01704 607125


We aim to acknowledge any such concern within three working days and to respond in full within ten working days. If we cannot fulfil these timescales, we will let you know promptly. In the unlikely event that the practice is unable to deal with any complaint to your satisfaction, you should contact:

For private patients:
Dental Complaints Service
Tel: 08456 120 540