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PRIVACY POLICY

Last updated: 22 July 2026
Version 2.0

 

About This Privacy Policy

This Privacy Policy explains how Oraldent Limited collects, uses, stores and shares personal information when you visit oraldent.co.uk, purchase our products, create an account, contact us, subscribe to marketing communications or otherwise interact with us.

It also explains the rights available to you under applicable data protection law.

 

Data Controller

Oraldent Limited is the data controller responsible for your personal information.

Registered office: 6 Nene Road, Bicton Industrial Park, Kimbolton, Cambridgeshire, PE28 0LF
Company Registration No: 1921968 (England and Wales)
Email: sales@oraldent.co.uk

 

Information We Collect

Depending on how you interact with us, we may collect:

  • identity and contact information, including your name, email address, telephone number, billing address and delivery address;

  • account information, including your login details and account preferences;

  • order and transaction information, including products purchased, amounts paid, delivery information and order history;

  • payment-related information processed by our payment providers;

  • enquiries, correspondence and customer service records;

  • business information, including your organisation, job title and professional contact details;

  • marketing preferences and records of your consent, subscriptions, objections and opt-outs;

  • website and device information, including your IP address, browser, device, approximate location, pages visited and interactions with our website; and

  • any other information you voluntarily provide to us.

Please do not provide health information or other sensitive personal information unless it is necessary for us to address your enquiry.

 

How We Collect Information

We may collect personal information:

  • directly from you when you place an order, create an account, subscribe to marketing, contact us or provide your details at an event;

  • automatically when you use our website, subject to your cookie choices;

  • from payment, delivery, ecommerce and other service providers involved in fulfilling your order;

  • from trade-show organisers, business directories, public professional profiles or professional referrals where appropriate; and

  • from advertising, analytics and social media platforms, subject to applicable law and your privacy settings.

Where we obtain personal information from another source, we will provide appropriate privacy information and identify the source where required.

 

Use of Cookies

Our website uses cookies and similar technologies to operate properly, remember your preferences, understand how visitors use the website and, where permission has been provided, support analytics and advertising.

Cookies are small text files placed on your device. They may record information about your device, preferences and interactions with the website.

When you first visit our website, you will be given the opportunity to accept or reject non-essential cookies. Strictly necessary cookies may be used without consent where they are required to provide a service you have requested or to operate essential website functions.

We use a cookie consent management tool to record visitors’ cookie preferences. You can use the cookie settings tool displayed on our website to accept or reject categories of non-essential cookies and to change or withdraw your choices at any time.

You can also control cookies through your browser, although blocking strictly necessary cookies may affect how the website operates.

 

Google Analytics

Subject to your cookie choices, we use Google Analytics to understand how visitors use our website.

Google Analytics may collect information such as your IP address, browser and device information, approximate location, pages visited, website interactions and cookie or similar identifiers.

We use this information to measure website performance and improve our website and services. Further information about how Google processes information is available in Google’s Privacy Policy.

 

Advertising and Remarketing

Subject to your cookie choices and applicable law, we may use information collected through our website to create, manage, measure and optimise advertising campaigns, including campaigns delivered through Google Ads and social media platforms.

This information may include website interactions, browsing activity, device information, cookie identifiers and inferred interests. We use it to measure campaign performance, improve our advertising and, where permitted, present more relevant advertisements.

We may share relevant information with contracted marketing specialists, analytics providers and advertising platforms where necessary to manage or optimise campaigns. Depending on the service, these organisations may act as processors on our behalf or as independent data controllers under their own privacy policies.

We may also use this information to create remarketing, custom or similar audiences to reach people who may be interested in our products.

You can opt out of non-essential advertising technologies by changing your choices through our CookieYes cookie settings tool. You can also manage personalised advertising through the settings offered by the relevant advertising or social media platform.

 

Website Experience and Microsoft Clarity

Subject to your cookie choices, we use Microsoft Clarity and Microsoft Advertising technologies to understand how visitors interact with our website.

These technologies may use behavioural metrics, heatmaps and session replays to help us understand website performance, improve our website and services, support security and fraud prevention, and measure advertising activity.

Microsoft Clarity and non-essential Microsoft Advertising technologies will only be activated where the required permission has been provided.

Further information about how Microsoft collects and uses information is available in the Microsoft Privacy Statement.

 

Checkout and Order Fulfilment

When you place an order, we collect the information necessary to process and fulfil it. This may include your name, email address, telephone number, billing and delivery addresses, products ordered, amount paid and relevant delivery instructions.

We use this information to:

  • process payment;

  • fulfil and deliver your order;

  • send order confirmations and delivery updates;

  • provide customer service;

  • manage returns, replacements and refunds;

  • prevent and investigate fraudulent transactions; and

  • maintain legally required financial and transaction records.

Payment transactions may be processed through Stripe, Apple Pay or Google Pay, depending on the payment method you select. These services may collect and process payment, transaction, device and authentication information in accordance with their respective privacy policies.

Oraldent Limited does not normally receive or store your complete payment-card details. We receive the information necessary to confirm payment, process your order and manage refunds, disputes or payment-related enquiries.

 

Customer Relationship Management

We use customer relationship management systems to organise and manage information about our customers, prospective customers and business contacts.

The information recorded in these systems may include your:

  • name and contact details;

  • organisation and job title;

  • order history;

  • enquiries and communication history;

  • customer service records;

  • account information; and

  • marketing preferences.

We use this information to:

  • process and support orders;

  • respond to enquiries;

  • provide customer service and after-sales support;

  • manage customer and business relationships;

  • maintain accurate records of our communications;

  • understand customer requirements;

  • improve our products and services; and

  • send relevant marketing communications where permitted by law.

We currently use Zoho CRM and may also use other current, predecessor or successor CRM and business-management systems. This allows us to maintain appropriate historic records where information was previously managed using another system.

Providers operating these systems on our behalf are required to protect personal information appropriately and use it only in accordance with our instructions.

 

Contact and Communication

When you contact us by email, telephone, contact form, social media or another communication channel, we may collect your name, contact details, the contents of your communication and any other information you choose to provide.

We use this information to:

  • respond to your enquiry;

  • provide requested information;

  • manage our relationship with you;

  • maintain appropriate business records; and

  • establish, exercise or defend legal claims where necessary.

We process this information where it is necessary to take steps at your request before entering into a contract, perform a contract with you or pursue our legitimate interests in managing enquiries and business communications.

 

Email Newsletter and Marketing Communications

We use Mailchimp or similar service to manage and distribute our email marketing communications. Mailchimp may process subscriber contact details, marketing preferences and information about interactions with our emails on our behalf.

We use email marketing to provide subscribers and, where permitted, existing customers or relevant business contacts with information about our products, services, promotions and company news.

We send electronic marketing communications in accordance with the Privacy and Electronic Communications Regulations 2003, as amended. Depending on the circumstances, we may rely on:

  • your consent;

  • the existing-customer exception sometimes known as the “soft opt-in”; or

  • legitimate interests for relevant business-to-business communications where permitted by law.

Subscribing to marketing is voluntary and is not a condition of making a purchase.

Our marketing emails may contain technologies that allow us to understand how recipients interact with them. This may include whether an email was opened, whether a link was selected, and the date, time and frequency of those interactions.

We use this information to measure and improve our email campaigns and provide more relevant content.

You can unsubscribe or object to direct marketing at any time by using the unsubscribe link in our emails or contacting sales@oraldent.co.uk. Withdrawing consent or objecting to marketing will not affect the lawfulness of processing undertaken before that point.

 

Trade Shows and Business Contacts

If you provide your contact details to us at a trade show, industry event or in another professional context, we may record those details in our CRM system and contact you regarding the enquiry, product, sample or business opportunity you discussed with us.

Depending on the circumstances, we process this information:

  • with your consent;

  • to take steps at your request before entering into a contract; or

  • on the basis of our legitimate interests in developing and managing relevant business relationships.

If we obtain your information from another source, such as an event organiser, public professional profile, professional referral or business directory, we will provide appropriate privacy information and identify the source where required.

You can object to direct marketing or unsubscribe from marketing communications at any time by using the unsubscribe link in our emails or contacting us directly.

 

Social Media Platforms

When you communicate or interact with us through an external social media platform, your information will also be processed by that platform in accordance with its own terms and privacy policy.

Please avoid providing sensitive or confidential personal information through public posts or social media messages. If your enquiry requires you to provide confidential information, please contact us by email or telephone.

Our website may use social-sharing buttons that allow you to share content directly with a social media platform. When you use these buttons, the relevant platform may collect and store information about your interaction in accordance with its own privacy policy.

We may also use social media platforms, such as Facebook, Instagram or LinkedIn, to run targeted advertising or sponsored posts.

Subject to your cookie choices and applicable law, information collected from your interactions with our website or content may be used to create custom, remarketing or similar audiences.

You can manage your advertising preferences through your social media account and our CookieYes cookie settings tool.

 

Lawful Bases for Processing Personal Information

We process personal information under one or more of the following lawful bases:

Contract

We process information where it is necessary to enter into or perform a contract with you. This includes processing orders, managing deliveries, providing customer service and administering your account.

Consent

We rely on consent for email subscriptions, certain marketing communications and non-essential cookies or personalised advertising where consent is required.

You may withdraw your consent at any time.

Legitimate interests

We may process information where it is necessary for our legitimate interests or those of another organisation and those interests are not overridden by your rights and interests.

Our legitimate interests may include:

  • managing customer and business relationships;

  • responding to enquiries;

  • maintaining appropriate business records;

  • improving our website, products and services;

  • understanding the performance of our business;

  • preventing fraud;

  • protecting the security of our business and website; and

  • conducting permitted direct marketing, particularly in a business-to-business context.

Legal obligation

We process information where it is necessary to comply with legal, regulatory, accounting or tax obligations.

Where more than one lawful basis may apply, the basis used will depend on the specific purpose and circumstances of the processing.

Sharing Personal Information

We may share personal information with trusted organisations that help us operate our business, including:

  • website hosting and ecommerce providers;

  • CRM and business-management providers, including Zoho CRM and other systems used to manage current or historic customer and business-contact records;

  • payment and digital-wallet providers, including Stripe, Apple Pay and Google Pay;

  • shipping and logistics providers, including Royal Mail and DPD;

  • email marketing providers, including Mailchimp or similar;

  • cookie-consent management providers, including CookieYes;

  • advertising platforms, including Google Ads, Meta and Microsoft Advertising, subject to your cookie choices;

  • website analytics providers;

  • IT, cybersecurity and professional service providers;

  • companies within our corporate group, where applicable and necessary; and

  • regulators, law-enforcement bodies, courts or other parties where disclosure is required or permitted by law.

We require service providers acting on our behalf to protect personal information and process it only for authorised purposes.

Some organisations, including payment, digital-wallet, advertising and social media providers, may process information as independent data controllers under their own privacy policies.

We do not sell your personal information.

 

International Transfers

Some of our service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we use appropriate safeguards required by applicable data protection law.

You may contact us for further information about the safeguards used for relevant transfers.

Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying legal, accounting and reporting requirements.

Our usual retention periods are:

  • Order and transaction information: normally for six years after the end of the relevant financial year, unless a longer period is required for legal, tax or dispute-management purposes.

  • Account information: while your account remains active and for an appropriate period afterwards, taking account of our legal and operational requirements.

  • Enquiries and correspondence: normally for two years after the enquiry or correspondence is concluded. We may retain relevant records for longer where reasonably necessary to manage an ongoing customer relationship, comply with legal or regulatory requirements, resolve a dispute, or establish, exercise or defend legal claims.

  • Marketing subscription and preference information: until you unsubscribe, withdraw consent or object to marketing, as applicable.

  • Email marketing records: while you remain subscribed. If you unsubscribe or object to marketing, we may retain your email address on a suppression list to ensure that further marketing is not sent to you.

  • Business contact and CRM information: while the business relationship remains active or the information remains relevant, subject to periodic review.

  • Website analytics and advertising information: for the periods stated in our Cookie Policy or specified by the relevant platform.

When personal information is no longer required, we will securely delete or anonymise it.

 

Data Security

We use appropriate technical and organisational measures to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

However, no internet transmission or storage system can be guaranteed to be completely secure. You are responsible for keeping your account password confidential and should contact us if you believe your account or personal information has been compromised.

 

Children’s Information

Our website and products are not intended to collect personal information directly from children. Orders must be placed by an adult.

If you believe that a child has provided personal information to us without appropriate authorisation, please contact us so that we can investigate and take appropriate action.

 

Your Data Protection Rights

Depending on the circumstances and the lawful basis on which we process your information, you may have the right to:

​

  • request access to the personal information we hold about you;

  • request correction of inaccurate or incomplete information;

  • request erasure of your information;

  • request restriction of processing;

  • object to processing based on legitimate interests;

  • object to the use of your information for direct marketing at any time;

  • withdraw consent at any time where processing is based on consent; and

  • request the transfer of certain information to you or another organisation.

These rights are not absolute and may not apply in every circumstance.

To exercise your rights, contact us at sales@oraldent.co.uk. We may need to request information from you to confirm your identity before completing your request.

We do not normally charge a fee for exercising your data protection rights. We will respond without undue delay and within the period required by applicable data protection law.

 

Data Protection Complaints

If you have a concern or complaint about how we use your personal information, please contact us at sales@oraldent.co.uk and clearly state that your communication is a data protection complaint.

We will acknowledge your complaint within 30 days, take appropriate steps to investigate it without undue delay, keep you informed where appropriate and notify you of the outcome.

You also have the right to complain to the Information Commissioner’s Office.

 

Links to Other Websites

Our website may contain links to websites operated by other organisations. This Privacy Policy does not apply to those external websites, and we are not responsible for their privacy practices.

Please review the privacy policy of the relevant website before providing personal information.

 

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to our services, systems or legal obligations.

The latest version will be published on this page with its effective date. Where appropriate, we may notify you of material changes by email or through a notice on our website.

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