What happens to the information you send us

What this page covers

This policy is about Gurjudhara Dental Care and this website. It explains what happens to the information you type into this site, who can see it, and how to ask us about it.

It is written in plain language on purpose. If anything here is unclear, ask at reception or call us and we will explain it.

What the booking form sends, and where it goes

When you press send on the appointment form, two things happen at once. What you typed is emailed to the clinic's own inbox, and WhatsApp opens on your device with the same message already written out, ready for you to send there as well if you want to.

So the email does reach us whether or not you go on to press send in WhatsApp. It is sent the moment you press the button, and the form tells you on the screen whether it arrived. If it could not be sent, it says so plainly rather than pretending otherwise, and the WhatsApp message and the phone number still work.

The email is carried by a company called Web3Forms, whose only job is to take what a website form collects and deliver it to an inbox. They pass your enquiry to us and it is not used for anything else. There is no database behind this website and no account for you to create.

If you also send the WhatsApp message, that copy reaches us through WhatsApp, and WhatsApp's own privacy terms apply to it in the same way they would to any other message you send us.

What we ask for, and why

The form asks for your name, your phone number, the treatment you are asking about, when you would like to come, and optionally an email address and a description of the problem. We ask for these so we can call you back, book a suitable slot, and have the right specialist in on the day.

You do not have to fill in every field. The email address and the description of the problem are both optional. We ask for an email only so we have a way of writing back; the phone number is what we normally use, and leaving the email blank costs you nothing.

The form also carries one hidden box that you will never see and cannot tick. It is there to catch automated junk submissions, which any public form on the internet collects. It holds nothing about you.

Health information

If you describe a dental problem in the form or on WhatsApp, that is health information and we treat it as confidential. It is used to prepare for your appointment and for your clinical record if you become a patient.

That applies to the emailed copy in exactly the same way. It goes to the clinic's inbox, which the clinic staff read, and Web3Forms is a delivery step on the way rather than somewhere your record is kept. If you would rather not type a dental problem into a website at all, leave that box empty and tell us on the phone or in the chair instead, and it makes no difference to the appointment.

We will not discuss your treatment publicly, including in replies to online reviews.

How long we keep it

We keep your clinical record for five years after your last visit. After that it is destroyed. If you come back within those five years, the clock starts again from the newer visit.

Records are kept both on paper at the clinic and digitally. The paper file and the digital record hold the same information about your treatment; having both means a file is not lost if one is damaged.

An enquiry that never turned into an appointment is not a clinical record and is not kept that long. If you write to us and never come in, tell us and we will delete it, the WhatsApp conversation and the email the form sent us, both.

You can ask us to delete an enquiry at any time. A clinical record is different: if you have actually been treated, we keep it for the five years, because it is the record of your care and we may need it if you return with a problem.

Who else sees it

Inside the clinic, your information is seen by the clinical and reception staff involved in your care, and by nobody else. We do not sell it, and we do not give it to advertisers.

The one company involved in an enquiry before it reaches us is Web3Forms, described above, which carries the booking form's email to our inbox and does nothing else with it.

Some treatments need work done outside the clinic, such as a laboratory making a crown or a denture, or a scan taken somewhere better equipped for it. Where that is the case, only what is needed for that specific piece of work is sent, and never your wider record.

If you want to know exactly who will be involved in your treatment before you agree to it, ask. We will tell you.

This website's own data collection

This site does not use advertising cookies. It does not run any outside tracking or analytics tools that watch what you do here.

The lettering style on this site is loaded from Google Fonts, so Google's servers see a request from your browser each time a page loads. The map link and the social media links take you to those companies' own websites, where their own rules apply, not ours.

This site is hosted by a company called Vercel. Like any website host, Vercel keeps standard logs of visits, including the IP address of the device used to visit (a number that identifies a device on the internet).

Your choices

You can ask us what we hold about you, ask for a correction if something is wrong, or ask us to delete an enquiry that did not lead to treatment.

Call 9841826173 or 9749879944, email gurjudhara.dentalcare@gmail.com, or ask at reception. There is no charge for asking.

Children

For patients under 18, a parent or guardian makes the appointment and gives consent for treatment. We expect the person filling in the form on a child's behalf to be their parent or guardian.

Photographs

Clinical photographs, including the before-and-after images on this site, are only published with the patient's permission. If you have given permission previously and want a photograph removed, tell us and we will take it down.

Changes to this policy

If this policy changes, the date below changes with it. There is no archive of previous versions, so if a specific wording matters to you, keep your own copy.