Terms & Conditions

The terms and conditions explained in this document govern your use of our website: birchgrovedental.co.uk. Please read these terms carefully before using our website. Your use of our website confirms that you accept these terms. These terms may be updated at any time without notice so please check back to this page regularly.

Use of Website

Unless otherwise stated, Birchgrove Dental and/or its licensors own the intellectual property rights in the website and material on the website. Subject to the license below, all these intellectual property rights are reserved. You are permitted to download and print material from our website given that you do not make any modifications to the content. You are not permitted to republish any material on our site online or offline without our permission.


We take all steps possible to ensure that the information we include on our website is correct. However, we cannot guarantee the accuracy, completeness or date relevancy of the material on our website. All information is correct at the time of publishing.

Visitor Conduct

With the exception of personally identifiable information, we are free to copy, disclose, distribute, incorporate and otherwise use any material that you send to this website for any purpose. You are not permitted to send this website any material for which you have not obtained all necessary consents.

Prohibited material includes computer viruses, Trojan horses, corrupted data or any other potentially harmful software or data. We will co-operate with the relevant authorities should we find that any person posting material to this website is in breach of these permissions.


Any links provided to third party websites from our site are provided for your convenience only. We have no responsibility for these third party websites or the content that they contain. If you access a third party website a link within our site then you do so at your own risk.

You are permitted to link to our website as long as you do not:

  • Replicate any page of this website
  • Misrepresent your relationship with us
  • Imply that we are endorsing products or services without our agreement
  • Link from a website not owned by you
  • Link from a website that contains offensive or controversial content or infringes any laws.

If you do choose to link to our website in breach of these terms then you are obligated to indemnify us for any loss or damage suffered as a result.

Exclusion of Liability

Neither we, nor any other party involved in the delivery of our website shall be liable for any loss or damage that may result to you or a third party as a result of using our website. This exclusion includes servicing, repair costs and indirect or consequential loss.

Site Uptime

We do our best to ensure that this website is available at all times. However, websites do sometimes encounter downtime due to technical issues. We are not liable if, at any point, this website is unavailable.


Privacy Policy

This privacy policy, in combination with our terms & conditions sets out the basis on which Birchgrove Dental use any personal data which we may collect from you. Please read the following carefully to understand our practices regarding your personal data and how we process it.

We are permitted to retain and process all information provided to us by you for purposes including administration, marketing, statistics, business creation and development. This includes information you provide to us by using forms on our site and information that is collected automatically by the use of ‘cookies’ when you visit our site. You have the right to refuse to accept the use of cookies when you visit our site by changing the settings on your browser.

We may use your data or give third parties permission to use your data to provide you with information about products and services which may be of interest to you. We or they may also use your data to contact you by post, email or telephone. If you would prefer that we did not use your information in this way then you may contact us to make this request.

You can obtain a copy of the information we hold about you and contact us to amend any inaccuracies in your information.

Any changes we make to this privacy policy will be posted on this page.


Privacy Notice

The practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR), the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.

This Privacy Notice is available on the practice website at www.birchgrovedental.co.uk  / at reception/ by email if you contact info@birchgrovedental.co.uk / by calling 02920693858.

You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.

The categories of data we process are:

  • Personal data for the purposes of staff and self-employed team member management
  • Personal data for the purposes of direct mail/email/text marketing
  • Special category data including health records for the purposes of the delivery of health care
  • Special category data including health records and details of criminal record checks for managing employees and contracted team members

We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.

  • Personal data is stored in digital format with a certified company.
  • Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list.

The lawful basis for processing special category data such as patients’ and employees’ health data is:

  • Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional

The lawful basis of processing personal data such as name, address, email or phone number is:

  • Consent of the data subject
  • Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract

The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records in order to meet our legal requirements. The retention period for staff records is 6 years. The retention periods for other personal data is 2 years after it was last processed. Details of other retention periods are available in the Record Retention (M 215) procedure available from the practice.

You have the following personal data rights:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure (clinical records must be retained for a certain time period)
  • The right to restrict processing
  • The right to data portability
  • The right to object

Further details of these rights can be seen at the Information Commissioner’s website.  Here are some practical examples of your rights:

  • If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patient records within one month.
  • If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text.

Comments, suggestions and complaints

If you have any questions please contact Beth Workman at the practice at info@birchgrovedental.co.uk or 02920693858 or by writing to or visiting the practice at 100 Caerphilly Road, Birchgrove CF 14 4AG.

If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113.

 Related practice procedures

You can also use these contact details to request copies of the following practice policies or procedures:

  • Data Protection and Information Security Policy and Consent Policy.