Privacy Policy

Effective Date: June 5, 2025

Welcome to the Privacy Policy for Ivy Marketing Technology Ltd (“we,” “us,” or “our”), registered in England (Company No. 11792678) with a business address at 13 High Street East, Glossop, Derbyshire, SK13 8DA.

We act as the appointed marketing representative for Vista Dental & Braces (“Vista,” “we,” or “our client”), whose contact details are:

Phone:(386) 259-3092

Email:[email protected]

Office Address:916 Deltona Blvd, Ste 100, Deltona, FL 32725 (USA)

This Privacy Policy explains how we collect, use, share, and protect personal information when you visit vistadental.trusteddental.clinic (the “Website”) or interact with our marketing activities on behalf of Vista Dental & Braces.

Please read it carefully.

1. Information We Collect

Contact Information:

Name

Postal address

Email address

Telephone number

Appointment & Communication Details

Preferred appointment dates/times

Communication preferences (e.g., email newsletter opt-in)Any information you provide in forms or phone calls (e.g., treatment interests)

Technical & Usage DataIP address, browser type, and operating system

Pages visited, time spent on pages, and referring page

Cookies and similar tracking technologies (for site analytics)

2. How We Collect Information

Website Forms & Chat Widgets

When you complete “Contact Us” or appointment-booking forms on the Website.

Phone & Email InquiriesIf you call or email us directly about treatments, appointments, or marketing materials.

Automatic Tracking Through cookies and web analytics tools when you browse the Website.

3. How We Use Your Information

We use your personal data to

:

Provide & Manage Marketing Services Send newsletters, promotional offers, and appointment reminders on behalf of Vista.

Respond to your inquiries and book dental appointments or consultations.

Improve Our Services & WebsiteAnalyse site usage to optimise content, layout, and functionality

.Perform marketing analysis to identify trends and measure campaign performance.

Legal & Compliance PurposesComply with applicable data protection laws (e.g., UK GDPR) and regulatory requirements.

Detect, prevent, and address technical issues or security breaches.

4. Legal Basis for Processing

Under the UK GDPR and applicable privacy laws, our legal bases include:

Consent: When you opt in to receive marketing communications or subscribe to newsletters.

Contractual Necessity :To fulfil scheduling of appointments or other services you request.

Legitimate Interests: To run analytics, improve our marketing campaigns, and maintain security, provided such interests do not override your rights and freedoms.

5. Sharing & Disclosure of Information

We will not sell, rent, or trade your personal data. We may share your information in limited circumstances:

With Vista Dental & BracesAll contact and appointment details are shared so that Vista can provide dental services.

Service Providers & Sub-processors

Third-party analytics providers (e.g., Google Analytics) for site performance reporting.Email service providers to deliver newsletters or appointment reminders.

IT support or hosting services that help us maintain the Website securely.These parties are contractually bound to keep your data confidential and use it only for specified purposes.

Legal ObligationsIf required by law, regulation, or valid legal process (e.g., court order).To protect our rights, property, or safety, or that of Vista, our staff, or others.

6. Cookies & Similar Technologies

We use cookies, web beacons, and similar technologies to track Website usage and improve user experience.You can manage cookie preferences through your browser settings; however, blocking certain cookies may affect Website functionality.For detailed information about cookies in use, please see ourCookie Policy(link when available).

7. Data Retention

Contact & Appointment Data:

Retained for as long as necessary to provide marketing and appointment services.

Marketing Preferences & Consent Records: Kept for as long as you remain subscribed to our communications, plus a reasonable period to demonstrate compliance.

Analytics & Technical Logs: Typically retained for up to 24 months, then anonymised or deleted.

8. Your Rights

Depending on where you live and applicable law, you may have the following rights concerning your personal data:

Access: Request a copy of the personal information we hold about you.Rectification:Correct inaccurate or incomplete data.

Erasure (“Right to be Forgotten”):Ask us to delete your data when we no longer need it or if processing is unlawful.

Restriction: Request that we limit processing your data, such as when you contest accuracy.

Data Portability: Receive your data in a structured, machine-readable format or transmit it to another controller.

Objection: Object to processing based on legitimate interests or direct marketing.Withdraw Consent:If processing is based on consent, withdraw it at any time without affecting processing up to the withdrawal date.

To exercise any of these rights, please contact us (see Section 10 below). We may require verification of your identity before fulfilling your request.

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, alteration, or disclosure. These measures include:

Secure hosting environments and encrypted communication (HTTPS).Access controls, firewalls, and antivirus software.Regular security assessments and staff training on data protection best practices.

10. Children’s Privacy

Our services and the Website are not directed at children under 16. We do not knowingly collect or solicit personal data from minors. If you believe we have accidentally collected personal information from a minor, please contact us to have it deleted.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. If we make material changes, we will:

Post the updated policy at vistadental.trusteddental.clinic/privacy with a new “Effective Date.”Where required, notify you by email (if you have opted in) or via a notice on the Website.

12. Contact Us

If you have any questions, concerns, or requests regarding your personal data or this Privacy Policy, please reach out to us:

Data Protection Contact

Name: Privacy Officer, Ivy Marketing Technology Ltd Email :[email protected] (or alternately: [email protected] for Vista-related matters)

Postal Address:

Ivy Marketing Technology Ltd

13 High Street East

Glossop,

Derbyshire

SK13 8DA

United Kingdom

You may also contact Vista Dental & Braces directly for any data-related inquiries:

Email: [email protected]

Address: 916 Deltona Blvd, Ste 100, Deltona, FL 32725, USA

Thank you for trusting us with your information. We are committed to protecting your privacy and handling your personal data with care. If you have any questions, please do not hesitate to contact us.