Privacy Policy

PRIVATE DENTAL MENTOR LIMITED

Privacy Policy

Version: 1.0
Effective Date: 10th July 2026
Review Date: 10th July 2027
Document Owner: Private Dental Mentor Limited

1. Introduction

Private Dental Mentor Limited (“Private Dental Mentor”, “we”, “our” or “us”) is committed to protecting your privacy and ensuring that your personal information is handled lawfully, fairly and transparently.

We recognise the importance of safeguarding the personal information entrusted to us by delegates, mentors, students, website visitors, business partners and prospective clients. We are committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

This Privacy Notice explains:

who we are;
what personal information we collect;
why we collect it;
how we use it;
who we share it with;
how we keep it secure; and
the rights available to you under UK data protection law.

Please read this Privacy Notice carefully before using our website or providing us with your personal information.

2. About Us

Private Dental Mentor Limited is a UK company providing postgraduate dental education, mentorship programmes, practical training courses, continuing professional development (CPD), and professional development opportunities for dental professionals.

Data Controller

Private Dental Mentor Limited

Company Number: 14634064

Registered Office:

Unit 2

16 Falkland Square

Crewkerne

Somerset

TA18 7JS

Email:

info@privatedentalmentor.co.uk

Throughout this Privacy Notice, Private Dental Mentor Limited is the “Data Controller”. This means we determine how and why your personal information is processed.

3. Scope of this Privacy Notice

This Privacy Notice applies to personal information collected through:

our website;
online enquiry forms;
WhatsApp enquiries;
email correspondence;
telephone enquiries;
social media communications;
course registrations;
mentorship programme applications;
event registrations;
delegate administration;
payment processing;
online mentoring sessions;
CPD activities; and
any other interaction with Private Dental Mentor Limited.

It also applies where we collect information during educational events, practical courses, networking events and professional meetings.

4. Our Commitment to Privacy

At Private Dental Mentor Limited we believe trust is fundamental to education.

Whether you are making an initial enquiry, attending one of our practical programmes or participating in a long-term mentorship, you should feel confident that your personal information is treated with the same professionalism, confidentiality and integrity that we expect within clinical practice.

We only collect information where there is a legitimate reason to do so and we never sell your personal information to third parties.

5. Information We Collect

Depending on how you interact with us, we may collect different categories of personal information.

Identity Information

Including:

full name
title
GDC registration number (where applicable)
date of birth (where required)
professional status
university or employer (where applicable)

Contact Information

Including:

email address
telephone number
postal address
correspondence address
WhatsApp contact details

Professional Information

Where relevant we may collect:

current place of work
role
level of clinical experience
professional interests
educational goals
CPD requirements

This allows us to recommend suitable educational programmes and mentorship opportunities.

Course & Mentorship Information

Including:

courses attended
mentorship progress
attendance records
learning outcomes
CPD records
feedback forms
assessments (where applicable)
educational correspondence

Payment Information

Where you purchase a course or programme we may collect information relating to payment.

Payments are processed securely through trusted providers including:

Stripe
GoCardless

Where agreed, payment may also be made via bank transfer.

Private Dental Mentor Limited does not store full debit or credit card details on its own systems.

Communications

We retain records of communications made through:

email
telephone
website forms
WhatsApp
social media messaging
customer support enquiries

This enables us to respond to enquiries, provide support and maintain accurate records of communications.

Website Information

When you visit our website we may automatically collect technical information such as:

IP address
browser type
operating system
pages visited
referring website
session duration
device information
approximate geographic location

This information is collected using Google Analytics and similar technologies to help us understand how visitors use our website and to improve the user experience.

Marketing Preferences

Where you choose to opt in, we record:

marketing preferences
subscription status
communication history
consent records

Marketing communications are managed through Keap CRM.

You may unsubscribe from marketing emails at any time using the unsubscribe link included within our communications or by contacting us directly.

6. How We Collect Your Personal Information

We collect personal information in a variety of ways depending on how you interact with Private Dental Mentor Limited.

Information you provide directly

You may provide personal information when you:

Complete an enquiry form on our website
Contact us by email
Contact us via WhatsApp
Telephone us
Register for one of our courses or mentorship programmes
Complete delegate registration forms
Make a payment
Subscribe to receive marketing communications
Complete surveys or feedback forms
Provide testimonials
Participate in educational events
Attend mentoring sessions

Providing this information is voluntary. However, if certain information is not provided, we may be unable to deliver the services you have requested.

Information collected automatically

When you visit our website we automatically collect certain technical information through cookies and analytics technologies.

This may include:

IP address
Browser type
Device type
Operating system
Time spent on pages
Pages viewed
Entry and exit pages
Referring website
Website performance information

This information helps us understand how visitors use our website and enables us to improve our services and website performance.

Information from third parties

Occasionally we may receive information from trusted third-party providers including:

Stripe
GoCardless
Google Analytics
Keap CRM

We only receive information necessary to provide our services and administer bookings.

7. Our Lawful Basis for Processing

UK GDPR requires organisations to identify the lawful basis upon which personal information is processed.

Private Dental Mentor Limited processes personal information under one or more of the following lawful bases.

Contract

Where processing is necessary to provide the services you have requested.

Examples include:

Course bookings
Mentorship programmes
CPD administration
Delegate communications
Payment administration

Legitimate Interests

We may process information where it is necessary for our legitimate business interests provided those interests do not override your rights.

Examples include:

Responding to enquiries
Improving our educational services
Website analytics
Preventing fraud
Maintaining business records
Customer support
Quality assurance

Consent

We rely on your consent where required, including:

Marketing emails
Optional photography
Promotional testimonials
Certain cookies

You may withdraw your consent at any time.

Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Legal Obligation

In some situations we are legally required to process information including:

Financial records
Tax records
Regulatory requirements
Fraud prevention
Legal claims

8. How We Use Your Personal Information

We only use personal information where there is a legitimate reason for doing so.

Your information may be used to:

Respond to enquiries
Arrange course bookings
Administer mentorship programmes
Confirm bookings
Issue joining instructions
Process payments
Produce invoices
Deliver CPD certificates
Provide educational support
Maintain delegate records
Improve educational programmes
Conduct quality assurance
Send important service updates
Manage our relationship with delegates
Respond to complaints
Comply with legal obligations

9. Marketing Communications

Private Dental Mentor Limited occasionally sends information about:

New courses
Educational events
Mentorship opportunities
CPD programmes
Professional resources
News from Private Dental Mentor

Marketing communications are sent only where:

you have actively opted in; or
we are permitted to contact you under applicable law.

We use Keap CRM to manage our email communications.

Every marketing email contains an unsubscribe link allowing you to withdraw your consent at any time.

You may also unsubscribe by emailing:

info@privatedentalmentor.co.uk

We never sell mailing lists or provide marketing data to third parties.

10. WhatsApp Communications

Many delegates choose to communicate with us using WhatsApp.

Where you contact us through WhatsApp we may retain:

your name
telephone number
message history
attachments you send
appointment information

These communications are used solely for:

responding to enquiries
providing customer support
arranging courses
delegate administration

We recommend that sensitive clinical information or confidential patient information should never be shared via WhatsApp.

11. Online Mentoring Sessions

Some online mentoring sessions delivered by Private Dental Mentor Limited may be recorded.

Recordings are used for purposes including:

educational delivery
quality assurance
delegate learning
maintaining educational standards

Delegates are informed where recording takes place.

Recordings are securely stored and access is restricted to authorised individuals.

Recordings are never published publicly without the appropriate permissions.

12. Photography, Video and Testimonials

Private Dental Mentor Limited occasionally photographs or records educational events.

Photography and video may be used for:

educational resources
promotional material
website content
social media
delegate testimonials

Prior to attendance, delegates receive a Media Consent Form explaining how photographs or recordings may be used.

Where consent is required, we will only use identifiable images or testimonials in accordance with the permissions granted.

Delegates may withdraw consent for future promotional use by contacting us.

Withdrawal of consent does not affect materials already lawfully published before consent was withdrawn, unless otherwise required by law.

13. Payments

Course payments may be made through:

Stripe
GoCardless
Bank Transfer

Payment information is processed securely.

Private Dental Mentor Limited does not store complete payment card details.

Payment providers process payment information in accordance with their own privacy notices and security standards.

14. Artificial Intelligence

From time to time Private Dental Mentor Limited may use secure software tools incorporating artificial intelligence to assist with administrative tasks, content creation or educational resource development.

Where AI-assisted tools are used, they are implemented responsibly and do not replace professional educational judgement or human decision-making.

Personal information is not knowingly entered into public AI systems in a way that would compromise confidentiality or data protection obligations.

15. Sharing Your Personal Information

Private Dental Mentor Limited treats your personal information with the utmost care. We do not sell, rent or trade your personal information to third parties for marketing purposes.

We will only share your personal information where it is necessary to deliver our services, comply with legal obligations or protect our legitimate business interests.

Service Providers

We may share limited personal information with carefully selected service providers who support the operation of our business. These providers process personal information only on our instructions and are required to maintain appropriate security and confidentiality.

Our service providers may include:

Keap CRM – customer relationship management, marketing communications and delegate administration.
Stripe – secure online payment processing.
GoCardless – direct debit payment processing.
Google Analytics – website analytics and performance monitoring.
Website hosting providers and IT support partners where necessary for the secure operation of our website and systems.

Each provider processes personal information in accordance with their own privacy notices and applicable data protection legislation.

Legal and Regulatory Requirements

We may disclose personal information where required to:

comply with a legal obligation;
respond to a court order or lawful request from a public authority;
establish, exercise or defend legal claims;
investigate fraud or criminal activity; or
protect the rights, property or safety of Private Dental Mentor Limited, our delegates or others.

16. International Transfers

Some of the technology providers we use may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards are in place to protect your information. These safeguards may include:

UK International Data Transfer Agreements (IDTAs);
the UK Addendum to the European Commission’s Standard Contractual Clauses;
adequacy regulations recognised by the UK Government; or
other lawful transfer mechanisms permitted under UK GDPR.

We will only transfer personal information internationally where we are satisfied that appropriate protections are in place.

17. How We Protect Your Information

Protecting personal information is fundamental to maintaining the trust of our delegates and partners.

Private Dental Mentor Limited has implemented appropriate technical and organisational measures designed to safeguard personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures include, where appropriate:

secure website encryption (SSL/TLS);
password-protected systems;
access controls based on business need;
secure cloud-based systems;
staff confidentiality obligations;
regular software updates;
malware and security monitoring; and
secure disposal of information when no longer required.

While we take appropriate steps to protect personal information, no method of electronic transmission or storage can be guaranteed to be completely secure. We therefore encourage users to take reasonable precautions when communicating electronically.

18. How Long We Keep Your Information

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, regulatory, accounting and business requirements.

Retention periods vary depending on the type of information and the purpose for which it was collected.

Examples include:

Information Type	Typical Retention Period
Website enquiries	Up to 24 months
Marketing consent records	Until consent is withdrawn, plus an appropriate audit period
Delegate booking records	Up to 7 years
Financial records	6 years plus the current financial year (or longer where required by law)
CPD attendance records	Up to 7 years
Online mentoring recordings	Only for as long as reasonably required for educational delivery and quality assurance
Media consent records	For the duration of the consent or until withdrawn, where applicable

Where information is no longer required, it will be securely deleted or anonymised.

19. Your Rights

Under UK GDPR, you have a number of important rights regarding your personal information.

These include the right to:

request access to the personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of your personal information in certain circumstances;
request restriction of processing;
object to processing based on our legitimate interests;
request the transfer of your personal information to another organisation where applicable;
withdraw your consent where processing is based on consent; and
object to receiving direct marketing communications.

We will respond to requests without undue delay and, in most circumstances, within one month of receiving your request.

To exercise any of your rights, please contact:

info@privatedentalmentor.co.uk

We may request proof of identity before responding to certain requests to protect your personal information.

20. Cookies

Our website uses cookies and similar technologies to improve website functionality, understand how visitors use our website and enhance the user experience.

Cookies may be used to:

remember user preferences;
improve website performance;
analyse website traffic;
monitor website usage; and
support website security.

Where required by law, we will obtain your consent before placing non-essential cookies on your device.

Further information is available in our separate Cookie Policy.

21. Children’s Privacy

Private Dental Mentor Limited provides education and mentoring services for adult learners, including dental students and qualified dental professionals.

Our services are not intended for children under the age of 18.

We do not knowingly collect personal information from children.

If we become aware that personal information relating to a child has been collected inadvertently, we will take appropriate steps to delete that information.

22. Third-Party Websites

Our website may contain links to external websites operated by third parties.

We are not responsible for the privacy practices or content of external websites.

We encourage visitors to read the privacy notices of any external websites they choose to visit.

23. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, regulatory guidance, technology or the way we operate.

The latest version will always be available on our website.

Where appropriate, significant changes will be brought to your attention.

24. Contact Us

If you have any questions about this Privacy Notice or how Private Dental Mentor Limited processes your personal information, please contact us.

Private Dental Mentor Limited

Company Number: 14634064

Registered Office:

Unit 2

16 Falkland Square

Crewkerne

Somerset

TA18 7JS

Email:

info@privatedentalmentor.co.uk

25. Complaints

If you are unhappy with how we have handled your personal information, we would welcome the opportunity to resolve your concerns in the first instance.

Please contact us using the details above.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection matters.

Information about the ICO can be found at:

www.ico.org.uk