Privacy Policy - rankdental.co.uk

1. Who We Are

Rankdental is a specialist dental SEO agency providing search engine optimisation services to independent UK dental clinics. We operate under the trading name Rankdental and our website is rankdental.co.uk.

For the purposes of UK data protection law, Rankdental is the data controller responsible for your personal data.

Data Controller Rankdental, United Kingdom. Contact: hello@rankdental.co.uk

2. Data We Collect

We collect personal data in the following ways:

Contact Form Submissions

When you complete our contact form on rankdental.co.uk, we collect:

Your full name
Your email address
Your dental clinic name
Your town or city
Number of staff at your clinic
Current monthly new patient enquiries
Your clinic website URL (optional)
Your biggest SEO challenge (open text field)

Email Correspondence

If you contact us directly by email, we collect the personal data contained in your email including your name, email address and any information you choose to share.

Analytics Data

We use Google Analytics to understand how visitors use our website. This data is anonymised and does not identify you personally. It includes pages visited, time on site and general geographic region.

Data We Do Not Collect

We do not collect payment card details. No financial transactions occur on this website.
We do not collect sensitive personal data such as health information, ethnicity or political views.
We do not use tracking pixels or third-party advertising cookies.

3. How We Use Your Data

We use the personal data you provide for the following purposes:

To review your enquiry and determine whether Rankdental is the right fit for your clinic
To contact you with a response to your enquiry within one working day
To send you a calendar link to book a discovery call if your clinic qualifies
To provide our dental SEO services to you if you become a client
To maintain records of our business relationship for legal and accounting purposes
To improve our website and services based on anonymised analytics data

We do not use your data for automated decision-making or profiling. All enquiry reviews are conducted manually by a Rankdental specialist.

4. Legal Basis for Processing

Under UK GDPR, we rely on the following legal bases for processing your personal data:

Legitimate Interests (Article 6(1)(f)) For responding to enquiries and assessing whether we can help your clinic. We have a legitimate interest in processing enquiry data to run our business and you have a legitimate interest in receiving a response to your enquiry.

Contract Performance (Article 6(1)(b)) For data processing necessary to deliver our SEO services to clients. Once you become a Rankdental client, we process your data to fulfil our contractual obligations to you.

Legal Obligation (Article 6(1)(c)) For retaining business records as required by UK law including HMRC requirements for financial records.

5. Data Sharing and Third Parties

We never sell your personal data to third parties. We do not share your data with third parties for their own marketing purposes.

We may share your data with the following trusted service providers who process data on our behalf:

WPForms — our contact form provider. Form submissions are stored securely and processed in accordance with their privacy policy.
Google Analytics — anonymised website analytics. No personally identifiable information is shared with Google through analytics.
Email hosting provider — for secure email communication with you.
WordPress hosting provider — our website is hosted on secure servers in accordance with UK data protection standards.

All third-party processors are bound by data processing agreements and are required to handle your data securely and only for the purposes we specify.

We may disclose your data if required to do so by law, court order or to protect the rights and safety of Rankdental or others.

6. Data Retention

We retain your personal data for the following periods:

Enquiry data (non-clients): 12 months from the date of your enquiry. If you do not become a client, your data is securely deleted after this period.
Client data: For the duration of our contract plus 6 years after the contract ends, in accordance with UK statutory requirements for business records.
Email correspondence: 3 years from the date of the last communication.
Analytics data: 26 months, in line with Google Analytics standard retention settings.

After the applicable retention period, your data is securely deleted or anonymised so it can no longer identify you.

7. Your Rights Under UK GDPR

As a data subject under UK GDPR, you have the following rights:

Right of access: You can request a copy of all personal data we hold about you.
Right to rectification: You can request correction of inaccurate or incomplete data.
Right to erasure: You can request deletion of your personal data in certain circumstances.
Right to restrict processing: You can request that we limit how we use your data in certain circumstances.
Right to data portability: You can request your data in a structured, machine-readable format.
Right to object: You can object to processing based on legitimate interests.
Rights related to automated decision-making: You have the right not to be subject to solely automated decisions that significantly affect you.

To exercise any of these rights, please contact us at hello@rankdental.co.uk. We will respond to all requests within one calendar month.

Right to Complain If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Cookies

Our website uses the following cookies:

WordPress session cookies: Essential cookies required for the website to function correctly. These are temporary and deleted when you close your browser.
Google Analytics cookies: Used to collect anonymised information about how visitors use our site. These cookies do not identify you personally. You can opt out of Google Analytics tracking at tools.google.com/dlpage/gaoptout.

We do not use advertising cookies, tracking pixels or any cookies that identify you for marketing purposes. By continuing to use our website, you consent to our use of essential cookies.

9. Security

We take the security of your personal data seriously. We implement the following measures to protect your data:

Our website uses HTTPS encryption for all data transmission
Access to personal data is restricted to authorised personnel only
Our hosting provider maintains secure, regularly updated server infrastructure
We regularly review our data handling practices and security measures

No method of transmission over the internet or electronic storage is 100% secure. While we implement commercially reasonable measures to protect your data, we cannot guarantee absolute security. If you have reason to believe your interaction with us is no longer secure, please contact us immediately at hello@rankdental.co.uk.

10. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, technology or legal requirements. When we make significant changes, we will update the “Last updated” date at the top of this page.

We encourage you to review this policy periodically. Your continued use of our website after any changes constitutes your acceptance of the updated policy.

If we make changes that materially affect how we use your personal data, we will notify existing clients directly by email.

11. Contact Us

If you have any questions about this privacy policy, how we handle your data or wish to exercise your data subject rights, please contact us:

Rankdental

Email: hello@rankdental.co.uk

Website: rankdental.co.uk

Location: United Kingdom

We aim to respond to all data protection enquiries within 5 working days and all formal data subject access requests within one calendar month as required by UK GDPR.