Privacy Policy

Denttrack Academy Privacy Policy

Last Updated: July 20, 2026

Denttrack Academy, operating under Denttrack Pvt. Ltd, takes care to protect the personal data we hold for our clients, students, and website users in accordance with the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The company is registered with the ICO as a Data Controller under reference number: A8030904.

Purpose of Collecting and Storing Personal Data

We collect and store personal data about our clients to:

• Provide up-to-date, relevant educational support, courses, and advice.
• Fulfil contractual and training obligations.
• Deliver effective business, academic, and administrative operations.

Personal Data Held

The personal data we process includes, but is not limited to:

• Full name and title
• Postal address
• Date of birth
• Email address
• Telephone and mobile numbers
• Occupation, employer, or organisation details
• Financial information, accounts, and payment histories
• Correspondence, meeting minutes, course completion records, and academic files
• Contracts and complaint details (if any)

Legal Basis for Processing

Denttrack Academy processes data under the following legal bases:

• Contract: For active contracted clients and registered students.
• Legitimate Interests: For ongoing business administration, platform management, and service delivery.
• Consent: For non-contracted users and marketing subscribers.

Disclosure to Third Parties

The information we collect will only be disclosed to those who require access to provide our educational services or where required by law. Third parties may include:

• Partner businesses providing support services (e.g., QuickBooks).
• Client professional advisers such as accountants, banks, and lawyers.
• Members of our corporate group (subsidiaries or holding companies).
• Third parties involved in fraud protection, credit risk reduction, or legal compliance.

Transferring Personal Data Outside the UK/EU

Denttrack Academy uses secure global cloud services for data management, storage, and continuity, including:

• Dropbox (USA)
• Evernote (USA)
• Xero (USA)
• QuickBooks (USA)
• Deputy Rota Manager (Australia)

Transfers to providers outside the UK/EEA rely on appropriate contractual safeguards (such as Standard Contractual Clauses) to ensure equivalent data security.

Personal Privacy Rights

Under data protection laws, all individuals whose personal data we hold have the right to:

• Access their data (subject access request)
• Request corrections or deletions of inaccuracies
• Request erasure of data (“right to be forgotten”)
• Object to direct marketing and associated profiling
• Restrict processing or object to automated decision-making
• Request data portability

Requests can be sent directly to enquiries@denttrack.co.uk.

Automated Decision Making

We do not use personal data for automated decision-making purposes that produce legal effects on users.

Consent and Marketing Opt-Out

Denttrack Academy obtains clear opt-in consent for direct marketing communications. Clients may withdraw consent at any time by following the link provided in each email or by contacting us directly at enquiries@denttrack.co.uk.

Retention Period

We retain personal data for as long as a client or student remains active and for a minimum of seven (7) years after the cessation of services to meet statutory accounting, educational verification, and legal obligations.

Website Data Collection & Cookies

When visiting our website (academy.denttrack.co.uk), we may collect technical data including traffic data, location data, form submissions, browser details, and system info for technical troubleshooting.

We use analytics tools, including Adobe Analytics and Google Analytics, to evaluate and improve our website performance. Users can decline non-essential cookies via browser settings, though certain interactive features may be impacted.

Confidentiality, Account Security & Indemnification

Your Personal Information is maintained in electronic form on encrypted equipment. It is important for you to protect against unauthorized access to your password, computer, and mobile devices. Be sure to log off when finished. Denttrack Academy does not undertake any liability for unauthorized use of your account and password.

If you suspect any unauthorized use of your account, you must immediately notify Denttrack by sending an email to enquiries@denttrack.co.uk. You shall be liable to indemnify Denttrack against any loss suffered by it due to such unauthorized use of your account credentials.

Limitation of Security Control & Force Majeure

Denttrack Academy implements industry-standard technical, physical, and administrative measures against unauthorized processing and loss. However, Denttrack shall not be responsible for any breach of security or for any actions of third parties or events that are beyond reasonable control, including but not limited to acts of government, computer hacking, unauthorized access to storage devices, computer crashes, breach of encryption, or poor quality of Internet/telephone service.

Disclaimer & Limitation of Liability

While every effort is made to ensure the accuracy of information offered on these pages, Denttrack shall have no liability for errors, omissions, or inaccuracies in the content contained herein. Your use of this Website and educational services is strictly at your own risk. You agree to hold Denttrack harmless from and not sue for any claims based upon using this Website.

The course materials, documentation, software, products, and services are provided "as is" without warranty of any kind, express or implied, including merchantability or fitness for a particular purpose. Denttrack shall not be liable for any direct, indirect, special, incidental, or consequential damages resulting from the use or inability to use our services or platform.

Third-Party Links

Our website may contain links to third-party sites. We do not accept responsibility or liability for their privacy policies or practices.

Complaints & Contacting Us

Individuals who wish to raise a question or complaint concerning the handling of their personal data should contact our Compliance Lead at enquiries@denttrack.co.uk. All complaints will be handled in accordance with our internal procedures.

If you reside in the UK and feel your data concern has not been adequately addressed, you also retain the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.