Privacy notice

Who we are

OwlDesk provides an instant first-reply service to private dental and aesthetic clinics in the United Kingdom. You can contact us at hello@owldesk.co.uk.

Company registration number: [PLACEHOLDER, to be confirmed]. Registered address: [PLACEHOLDER, to be confirmed].

When we are a controller and when we are a processor

For our own website visitors, prospective customers and people who submit our demo or contact forms, OwlDesk is the data controller and this notice applies.

For patient enquiries handled through a clinic that uses OwlDesk, the clinic is the controller and we act only as a processor on their written instructions. That relationship is described on our data processing page.

What we collect

• Contact form data: your name, clinic name, email address, your chosen intent and any message you write.
• Demo form data: clinic name, treatment type, your name and email address.
• A hashed version of your IP address, used only to prevent abuse of our forms.
• Basic email correspondence if you write to us.

We do not run third-party analytics or advertising trackers on this website, and we do not set non-essential cookies.

Why we use it and our lawful basis

• To reply to your enquiry and send you the demo you asked for. Lawful basis: legitimate interests, and performance of steps taken at your request before entering a contract.
• To prevent abuse and spam on our forms, using a hashed IP address. Lawful basis: legitimate interests in keeping the service available.
• To meet accounting and legal obligations where you become a customer. Lawful basis: legal obligation.

How long we keep it

Demo submissions and the email addresses used for them are deleted within 30 days. Contact enquiries that do not become customers are deleted within 12 months. Customer records are kept for the life of the contract and then for six years where required for tax and accounting.

Who we share it with

We use a small number of service providers to run OwlDesk, including cloud hosting and database services, an email sending provider, and an automation platform that processes the drafting of replies. Each is bound by a written contract and processes data only on our instructions. A current list of sub-processors is on our data processing page.

Where any provider processes data outside the UK or EEA, we rely on the UK International Data Transfer Addendum or equivalent safeguards.

Your rights

You have the right to access your data, to have it corrected or deleted, to restrict or object to our use of it, and to data portability where it applies. Email hello@owldesk.co.uk and we will respond within one month.

If you are unhappy with how we handle your data you can complain to the Information Commissioner’s Office at ico.org.uk.

Security

Data is held on access-controlled servers in the UK or EEA, encrypted in transit and at rest. Access is limited to the small number of people who need it to run the service.