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At Smile Stories, we know that privacy and security is important. We have set out the procedures we use for safeguarding your personal data. Please read this Privacy Policy carefully and check it occasionally as it could change from time to time. This privacy policy adheres to the guidance set out by The EU General Data Protection Regulation (GDPR)
Smile Stories is dedicated to safeguarding your privacy online. We will only collect, store and use your personal information for specific purposes as outlined below in accordance with GDPR. We use your personal information to provide you with the best service we can. We will only share your data within the business. We will never share your personal data to other 3rd parties unless required by law and your data is always protected. You may contact Smile Stories at any time with any privacy queries or concerns and to see the personal data you have given us and request modification.
Personal data means any information relating to an identified or identifiable natural person. This can include name, email address, address, and much more.
When you send a contact form on the website, we ask for data such as your name, email address, personal query and photographs. Smile Stories keeps a record of this information to ensure your queries are answered effectively.
The personal data we hold is provided by clients when they fill in a Contact Form or Free Smile Assessment on our website. We also record all calls for training purposes and monitoring call outcomes within our team.
Your data is not shared with any other party. It is also stored on relevant systems such as MailChimp (if consent is given), and WordPress, which are GDPR compliant. If we are required by law to share any information, we will check with each party concerned to ensure they are happy for that to happen. An example of this would be if HMRC requested an audit.
We store sensitive data for as long as 2 years in order to follow up enquiries. Email addresses provided for marketing are stored until consent is withdrawn, re-consent is requested every 2 years. Information required for tax and legal requirements is held for 7 years as a requirement by law.
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.
We keep a record of any services you take from us, so we can help to deal with any enquiries or problems you may have in the future, and so we can ensure that any information that we send to you is appropriate. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
We keep a record of any e-mail communication you send us, so we can track any problems or concerns you’ve had. It also allows follow up of enquiries.
In addition to personal information, our website uses Google Analytics to ensure we are meeting your customer needs. Google Analytics stores usage data which may include your IP address, geographical location, referral source, length of visit and page views – although a lot of this is aggregated data. The legal basis for this is legitimate interest for the basis of ensuring we are meeting customer needs.
We may process the information you submit to us when you contact us for the purposes of ensuring we answer your query effectively.
Smile Stories kindly requests that you do not supply any other person’s personal data to us unless required by law or you have their explicit consent to do so.
All the data we gather via our website or through communication with you is used to operate and expand the service we offer you and to personalise our service. How we use your personal data is dependent on the legal basis for processing your data. We are dedicated to using your personal data only for:
Smile Stories’ lawful basis for processing data are:
Consent – customers that consent to sign up for our newsletter/offers.
Contract – Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract.
If you would like to review the data you have provided to us because you feel that what we presently have on record is incorrect, and/or you would like your data erased from our records, you can so do by contacting us using the contact details below.
Under GDPR you have a right to be forgotten, to withdraw your consent, to change the information we hold about you, and to restrict processing.
Smile Stories is more than happy to comply with this in accordance with the law.
You recognise that the Internet is not a 100% secure platform for communication and, accordingly, we cannot guarantee the security of any data you send to us (or we send to you) via the Internet. We are not responsible for any damages which you, or others, may suffer as a result of the loss of confidentiality of such information.
We take every precaution to safeguard your information. All personal data stored by us is kept on a server in a secure environment. The computer on which work is conducted on is password-protected, and third-party software (such as MailChimp) have their own security systems.
The risks of a breach are minimal due to the precautions mentioned above being taken, and close monitoring is undertaken to ensure security systems are always up to date. Breaches will be identified, reported, managed, and resolved according to the ICO guidelines.
All Smile Stories’ data is held for a maximum of 2 years. Email addresses provided via Mailchimp are stored until consent is withdrawn, re-consent is requested every 2 years.
Please bear in mind that whenever you willingly divulge personal data online in non-protected situations – for example on message forums, through email, or in chat spaces – that data can be collected and used by others.
In short, if you post personal data online that is accessible to the public, you may receive unsolicited communications from other parties in return. Also, remember to close your browser window when you have finished using the computer. This is to ensure that others cannot access your personal data and communications. If you share a computer with someone else or are using a computer in a public place like a library or Internet café. We cannot confirm or warrant the security of any data you communicate to us, and you do so at your own risk. Once we receive your communication, we make our best effort to ensure its security on our systems.
If you have questions about your personal data or our privacy policy, please contact us at management@smilestories.co. To see all the information we have about you, and to correct any inaccuracies, please contact us at management@smilestories.co.
We reserve the right to amend our Privacy Policy, whilst keeping it within all appropriate legislation and guidelines. We will do all we can to ensure that these pages show the most up to date information always and may notify you of such changes by uploading the revised privacy policy on the Smile Stories website.
By visiting this website with your browser settings adjusted to allow cookies, you are consenting to Smile Stories website using cookies for the purposes described below to provide you with a fully efficient experience.
Please note: to make full use of the Smile Stories website and to benefit from a selection of personalised features, your computer, tablet or mobile phone will need to be set up to accept cookies.
Smile Stories uses cookies to deliver the best user experience possible, without them we wouldn’t be able to do things such as remember your preferences or enable you to store products in your basket. The cookies we use don’t store sensitive data such as your name, address or payment details and they can’t harm your computer.
The data we collect through these cookies is solely to improving our website and your browsing experience – it is never used to identify you and we would never share or sell on this data.
A cookie is a small text file which is downloaded and stored on your computer or mobile device by websites that you visit.
Your browser accesses the cookie file only when you visit the website that produced it. This helps to ease your navigation by automatically logging you in and remembering things like your preferences and what’s in your shopping basket.
The information stored within any given cookie can only be accessed by the website that created it and cookies are limited to communicating only the information that you have disclosed to the site.
Session cookies are stored in your computer’s memory for the length of your browsing session. They become inaccessible after the session has been inactive for a time and are automatically deleted from your computer when the browser is closed. They allow you to move from page to page without having to log-in repeatedly. Persistent (or Permanent) Cookies
Persistent cookies are stored in your computer memory and are not deleted when the browser is closed. They are used to keep your preferences for the website, so they will be remembered for next time you visit the website. They are also used to collect information about the numbers of visitors, the average time spent on a particular page and analyse shopping behaviour on the website. This information is used to find out how well the website works and where it can be improved.
You probably have Adobe Flash installed on your computer. Websites that contain Flash can also store small files on your computer that are used in the same way as cookies.
Flash cookies can also back up the data that is stored in other cookies. When you delete cookies, your Flash cookies are not affected. So a website may still recognise you if it backed up the deleted cookie information on a Flash cookie.
If you use the badges that allow you to share blog posts and content with your friends via social networks like Twitter and Facebook, these companies may set a cookie on your computer memory. Find out more about these here:
https://www.facebook.com/about/privacy/
http://twitter.com/privacy
http://www.google.com/intl/en-GB/policies/privacy/
https://www.linkedin.com/legal/cookie-policy
If you’re happy to receive marketing communications by email, you may sign up for our newsletter. This means you will receive regular marketing updates including freebies, special offers, industry news, and business tips and advice.
You may unsubscribe and have the right to be forgotten at any time. We will never spam you or sell your email address to 3rd parties.
Our website also contains a Google Tag, LinkedIn and Facebook Pixels Code: A tag/pixel refers to the code that is placed on your computer in order to trigger a cookie. We sometimes use this methodology to allow us to deliver more relevant messages to you
Please follow this link for our complaints policy.
Website last Updated: 04/07/23
