How We Look After Your Data
Updated October 2026. This notice sets out what we record about you, the reasons, and what you can ask us to change.
Who Is Responsible for Your Data
Hamilton Smile Studios, based at 20–22 Brandon Street, Hamilton ML3 6AB, is the data controller for the personal information we hold about you. In plain terms, we decide how it is used, and keeping it safe is our responsibility.
Macro Smile Ltd (trading as Hamilton Smile Studios), company number SC682115, ICO registration ZB227485.
Information We Keep
When you register or contact us, we note your name, date of birth, address, phone number and email. As your dental practice we also record your medical history, examination notes, X-rays and CT scans, digital scans of your teeth, clinical photographs, treatment plans and estimates, and what you have paid.
If you message us by WhatsApp, email, social media or a form on this website, we keep what you send. A social media company's own privacy policy also covers anything you send through its platform.
What It Is Used For
Most of this is needed to provide healthcare, which data protection law allows without asking for separate consent. Where we do rely on consent, for example to use a photograph of your smile, you can withdraw it at any time.
Our Records System and Booking
Your records are held in Dentally, the practice management software we use for appointments, clinical notes, X-rays and payments. Dentally stores the information securely for us and handles it only on our instructions.
Booking through our online booking portal uses Dentally too, so whatever you type there goes straight into your record with us.
When We Share It
Only when there is a reason connected to your care or our legal duties, and only what is needed. That can mean NHS Scotland, when we claim payment for NHS treatment; the laboratory making your crown, denture or aligners; or another dentist or hospital you are referred to. We never sell personal information, and we never hand it to anyone for their own marketing.
Photos and WhatsApp Messages
A photo or message you send us is part of your clinical record. We copy it into your file in Dentally and then remove it from the messaging app. No picture of you will appear on our website or social media unless you have given separate written permission, and you can take that permission back.
How Long We Keep It
Dental records are kept for the length of time set by NHS Scotland records guidance and our professional bodies, even after you stop being a patient. If you get in touch but never register with us, your enquiry details are deleted.
What You Can Ask Us to Do
You are entitled to a copy of the information we hold about you, and to have anything wrong put right. In some situations you can also ask us to delete information or limit how we use it. To ask, write to the practice manager at the address above or email info@hamiltonsmilestudios.co.uk.
If you feel we have mishandled your data, the Information Commissioner's Office (ico.org.uk) is the UK regulator, and you have the right to complain to it.