Privacy Policy
Elara Dental Ltd
Jurisdiction
United Kingdom
Next Review
24 April 2027
ICO Status
Pending Registration
Data Controller
Elara Dental Ltd
Important Notice
Elara Dental Ltd is a patient coordination and referral service. We are not a dental practice, dental clinic, or healthcare provider. We do not provide clinical advice, diagnosis, or treatment. All dental treatment is carried out exclusively by independent partner clinics registered with their respective national dental authorities.
Who We Are
Elara Dental Ltd ("Elara", "we", "us", "our") is a company registered in England and Wales. We operate as a patient coordination and referral service, connecting patients with vetted dental clinics across Europe, the Middle East and beyond, and providing coordination, logistics support, and aftercare facilitation.
Scope of This Policy
This Privacy Policy applies to:
- Website visitors (elaradental.co.uk)
- Quote & enquiry submissions
- Patient coordination users
- Consultation bookings
- Email subscribers
- Clinic partner representatives
What Personal Data We Collect
3.1 Data You Provide Directly
Identity & Contact
Full name, email address, telephone number, home address, and date of birth where relevant.
Special Category Health Data
Dental photographs (views), symptoms, previous treatment history, and any clinical information voluntarily shared for treatment planning.
3.2 Data Collected Automatically
We use Google Analytics, Vercel Analytics, and PostHog to collect:
How We Use Your Personal Data
| Purpose | Lawful Basis | Retention |
|---|---|---|
| Coordination Services | Contract + Explicit Consent (Health) | 6 Years post-treatment |
| Matching with Clinics | Contract + Explicit Consent | 6 Years post-treatment |
| Processing Deposits | Contract (Art 6(1)(b)) | 7 Years (HMRC) |
| Treatment Passport | Explicit Consent (Art 9(2)(a)) | 6 Years post-treatment |
| Marketing (Opted-in) | Consent (Art 6(1)(a)) | Until Unsubscribe |
International Data Transfers
When we refer you to a partner clinic abroad, your data is transferred to that country. We take strict steps to ensure your data remains protected.
Adequate Countries
Germany, Netherlands, Hungary, Poland, Portugal, Spain, Romania, Bulgaria. (Standard DPA in place)
Non-Adequate Countries
Turkey, Georgia, Albania. (UK International Data Transfer Agreement + Risk Assessment required)
How We Protect Your Data
Encryption
TLS 1.2+ in transit & AES-256 at rest.
Auth
Two-factor authentication for all staff.
Security
Row Level Security (RLS) database policies.
Your Rights Under UK GDPR
Right of Access (Article 15)
Right to Rectification (Article 16)
Right to Erasure (Article 17)
Right to Restriction (Article 18)
Right to Portability (Article 20)
Right to Object (Article 21)
Right to Withdraw Consent
To exercise these rights, please contact privacy@elaradental.co.uk. We respond to all requests within one calendar month.
Cookies
| Cookie | Provider | Purpose | Duration |
|---|---|---|---|
| Session | Elara | Maintains quote progress | Session |
| cookie_consent | Elara | Records your choice | 12 Months |
| _ga, _gid | Website analytics | 26 Months | |
| ph_* | PostHog | User journey tracking | 12 Months |
| stripe_* | Stripe | Fraud & Payments | 1 Year |
Social Media & WhatsApp
WhatsApp Business
When you contact us via WhatsApp, your display name and phone number are visible to us. We use this exclusively to respond to your enquiry. Conversations may be logged in our CRM.
Social Platforms
Instagram, TikTok, and Facebook process your data according to their own policies. We have no control over their internal processing activities.