Privacy Policy

Last updated: 25 March 2026

1. Introduction

IntelliDent ("we", "us", "our") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our analytics platform and website at intellident.uk (the "Service").

IntelliDent is a trading name of Dentalytics Limited (Company No. 16117212). We are the data controller for the personal data we process. Our contact details are:

  • Email: hello@intellident.uk
  • Address: Office 24, Hilltop Equity, Airfield Business Park, Market Harborough, England, LE16 7WB

2. Information We Collect

2.1 Information You Provide

When you use our Service, you may provide us with:

  • Contact information (name, business email address, phone number)
  • Practice information (practice name, number of locations)
  • Account credentials for our platform
  • Communications you send to us (enquiries, support requests, demo bookings)

2.2 Data from Integrated Services

With your explicit authorisation, we connect to and process data from the following third-party services:

  • Dentally — Appointment data, practitioner schedules, patient demographics (aggregated), treatment records
  • Xero — Financial data including revenue, expenses, invoices, aged receivables, and cash flow information
  • Google Business Profile — Review ratings, review content, search impressions, and visibility metrics
  • LinkedIn — Company page analytics and engagement metrics

Important: We process aggregated practice operational data. We do not collect or store individual patient personally identifiable information (PII) such as patient names, addresses, NHS numbers, or clinical notes.

2.3 Automatically Collected Information

When you visit our website, we may collect:

  • Browser type and version
  • Pages visited and time spent on pages
  • Referring website or source
  • Device type and screen resolution
  • IP address (anonymised where possible)

3. How We Use Your Information

We use the information we collect to:

  • Provide and maintain the IntelliDent analytics platform
  • Generate dashboards, reports, and insights for your dental practice(s)
  • Process and respond to your enquiries and support requests
  • Send you service-related communications and updates
  • Improve and optimise our Service
  • Comply with legal obligations

4. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we process your personal data on the following legal bases:

  • Contract: Processing necessary to perform our contract with you (providing the Service)
  • Consent: Where you have given consent for us to connect to third-party services on your behalf
  • Legitimate interest: For improving our Service and communicating with you about relevant updates
  • Legal obligation: Where processing is required by law

5. Data Storage and Security

Your data is stored securely using Supabase (PostgreSQL) infrastructure. Our servers are located in the EU/UK. We implement appropriate technical and organisational measures to protect your data, including:

  • Encryption in transit (TLS/SSL) and at rest
  • Access controls and authentication
  • Regular security assessments
  • Secure API connections with OAuth 2.0 for third-party integrations

6. Data Sharing

We do not sell your data to third parties. We may share your information with:

  • Service providers: Who assist in operating our platform (hosting, analytics), bound by data processing agreements
  • Legal authorities: When required by law or to protect our rights

7. Cookies

We use cookies on our website for the following purposes:

  • Essential cookies: Required for the website to function (e.g. cookie consent preference stored in your browser)
  • Analytics cookies: We use Google Analytics (GA4) to understand how visitors use our website — pages visited, time on site, and referral sources. These cookies are only set if you accept analytics via our cookie banner. Google Analytics data is anonymised and not used for advertising.

We do not use cookies for advertising or remarketing. You can control cookies through your browser settings or by using the cookie banner when you first visit our site. Declining analytics cookies does not affect your ability to use the website.

8. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Upon termination of your account, we will delete or anonymise your data within 90 days, unless retention is required by law.

9. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • Right of access — request a copy of your data
  • Right to rectification — request correction of inaccurate data
  • Right to erasure — request deletion of your data
  • Right to restrict processing — request we limit how we use your data
  • Right to data portability — receive your data in a structured format
  • Right to object — object to processing based on legitimate interest
  • Right to withdraw consent — withdraw consent at any time

To exercise any of these rights, please contact us at hello@intellident.uk. We will respond within 30 days.

10. Third-Party API Data

When you connect third-party services (Dentally, Xero, Google Business Profile, LinkedIn), we access only the data scopes you authorise. You may revoke access to any connected service at any time through your IntelliDent account settings or directly through the third-party service.

Our use of data received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

11. Children's Privacy

Our Service is not directed at individuals under the age of 18. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the "Last updated" date and, where appropriate, sending you an email notification.

13. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

  • Email: hello@intellident.uk
  • Address: Office 24, Hilltop Equity, Airfield Business Park, Market Harborough, England, LE16 7WB

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.