Privacy Policy

Introduction

Welcome to Cog Dental's Privacy Policy. We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you about how we look after your personal data when you visit our website and use our dental practice management software, and tell you about your privacy rights and how the law protects you.

Cog Dental is a cloud-based dental practice management software solution designed to help dental practices streamline their operations, from patient booking to dental charting and invoicing.

Who We Are

Company Name: Cog Dental Ltd
Email: privacy@cogdental.com

We are the data controller responsible for your personal data.

The Data We Collect About You

We may collect, use, store and transfer different kinds of personal data about you, which we have grouped as follows:

• Identity Data: includes first name, last name, username or similar identifier, title
• Contact Data: includes billing address, delivery address, email address, telephone numbers
• Dental Practice Data: includes practice information, staff details, operational information
• Patient Data: includes patient records, medical histories, treatment plans, dental charts, appointment details, and other information that dental practices input into our system about their patients
• Technical Data: includes internet protocol (IP) address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our services
• Usage Data: includes information about how you use our website and services
• Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences

How We Collect Your Personal Data

We use different methods to collect data from and about you including through:

• Direct interactions: You may give us your Identity, Contact, and Financial Data by filling in forms or by corresponding with us by post, phone, email, or otherwise.
• Automated technologies or interactions: As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns.
• Third parties: We may receive personal data about you from various third parties as set out below: Technical Data from analytics providers; Contact, Financial and Transaction Data from providers of technical, payment and delivery services.

How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• To provide and manage our services
• To process and fulfill your subscription
• To manage our relationship with you
• To improve our website, products/services, marketing, and customer relationships
• To make recommendations to you about features that may interest you
• To administer and protect our business and website
• To deliver relevant content and advertisements to you
• To use data analytics to improve our website, products/services, marketing, customer relationships, and experiences

Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.

Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Your Legal Rights

Under the GDPR, you have various rights in relation to your personal data:

• The right to access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights relating to automated decision-making and profiling

If you wish to exercise any of these rights, please contact us.

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.

Changes to the Privacy Policy

We may update this privacy policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes.

Contact Us

To contact us about anything relating to this privacy policy or your personal data, please email us at privacy@cogdental.com.

Address: 42 Edmondscote Road, Leamington Spa, CV32 6AQ, United Kingdom

Supervisory Authority

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Last updated: 27/03/2025