1. Who we are
Chairside Ltd ("Chairside", "we", "us") is the data controller for personal data collected through chairsideai.co.uk.
- Company number: 17390904, registered in England & Wales
- Registered office: Flat H, 1-3 Spring Gardens, London, SW1A 2BB
- Contact: hello@chairsideai.co.uk
We have not appointed a Data Protection Officer, as we are not required to. Data protection questions go to the address above and are handled by a director.
2. What this notice covers, and what it doesn't
This notice covers personal data you give us through this website, or by emailing us, which in practice means enquiries and correspondence.
It does not cover patient data. Where a dental practice uses a Chairside product, the practice is the data controller for its patients' information and Chairside acts as a processor under a separate written data processing agreement. That relationship is governed by that agreement and by the practice's own privacy notice, not by this one. Nothing on this website collects patient data.
3. What we collect
Information you give us
If you complete the enquiry form or join the waitlist, we collect:
- your name
- your role (for example, practice principal, practice manager)
- your work email address
- your practice name and number of sites, if you provide them
- anything you write in the free-text message field
- a record that you ticked the consent box, and when
If you email us directly, we hold the contents of that correspondence.
Please don't include patient information, clinical details, or any special category data in the enquiry form. We don't need it, and the form isn't built to receive it.
Information collected automatically
Our hosting provider processes technical data as part of delivering the site securely, including your IP address, browser type and the pages requested. This is standard server and security logging. We do not use it to build a profile of you and we do not run analytics on this website.
4. Why we use it, and our lawful basis
| What we do | Why | Lawful basis (UK GDPR Art. 6) |
|---|---|---|
| Reply to your enquiry and arrange a demo | You asked us to | Legitimate interests, Art. 6(1)(f), responding to a business enquiry you initiated. Consent, Art. 6(1)(a), where you ticked the box. |
| Keep you on the early-access waitlist and tell you when it opens | You asked to be told | Consent, Art. 6(1)(a). You can withdraw it at any time. |
| Keep records of who we've spoken to and what was agreed | Running the business, handling disputes | Legitimate interests, Art. 6(1)(f) |
| Keep the website available and secure | Preventing abuse and downtime | Legitimate interests, Art. 6(1)(f) |
We do not sell your data, we do not share it with advertisers, and we do not add you to a marketing list on the basis of an enquiry about a demo. If we ever want to send you marketing unrelated to your enquiry, we will ask first.
No decision affecting you is made by automated means on this website.
5. Who we share it with
We use a small number of service providers who process data on our behalf, under contract:
| Provider | What they do | Where |
|---|---|---|
| Cloudflare | Hosts the website, provides DNS, security and email forwarding for hello@chairsideai.co.uk | Global edge network, including UK |
| Formspree | Receives and delivers enquiry form submissions | United States |
| Serves the website's typefaces (which involves your IP address reaching Google); provides the email account we reply from | United States and EU |
We may also disclose personal data where we are legally required to, for example in response to a valid request from a regulator, or to establish or defend a legal claim.
6. Transfers outside the UK
Some of the providers listed above are based in, or store data in, the United States. Where personal data is transferred outside the UK, we rely on the safeguards permitted under UK data protection law, being the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses, or the provider's certification under the UK Extension to the EU–US Data Privacy Framework.
If you would like details of the safeguard applying to a particular provider, email us and we will tell you.
7. How long we keep it
- Enquiries that don't become customers: 24 months from our last contact with you, then deleted.
- Waitlist entries: until you ask to be removed, or 24 months after early access opens, whichever is sooner.
- Correspondence with customers: for the life of the relationship and 6 years afterwards, to match the limitation period for contractual claims.
- Server and security logs: as retained by our hosting provider, typically a matter of days.
When a retention period ends, we delete the data. Deletion means deletion, not archiving it somewhere quieter.
8. How we protect it
The website is served over HTTPS. Enquiry data is transmitted encrypted and held in access-controlled accounts protected by strong authentication. Access is limited to the people who need it to reply to you. We keep the number of systems holding your data deliberately small.
9. Cookies and tracking
This website sets no cookies. We do not run Google Analytics or any other analytics package, we do not use advertising or tracking pixels, and we do not store anything in your browser. That is why you have not been asked to dismiss a cookie banner.
Your browser does request typefaces from Google's font service to display the page, which means your IP address reaches Google. If we add analytics or any other cookie-setting technology in future, we will update this notice and ask for your consent where the law requires it.
10. Your rights
Under UK data protection law you have the right to:
- Be informed, which is what this notice is for
- Access a copy of the personal data we hold about you
- Rectification, have inaccurate data corrected
- Erasure, ask us to delete your data
- Restrict processing in certain circumstances
- Object to processing based on legitimate interests, and to direct marketing at any time
- Data portability for data you provided, where processing is based on consent or contract
- Withdraw consent at any time, where we rely on it. Withdrawing consent doesn't affect processing carried out before you withdrew it.
To exercise any of these, email hello@chairsideai.co.uk. We will respond within one month. There is no charge, and we will not ask you why.
11. Complaints
If you are unhappy with how we have handled your data, please tell us first, because we would rather fix it. You also have the right to complain to the UK's data protection regulator:
- Information Commissioner's Office
- Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
- Helpline: 0303 123 1113
- ico.org.uk/make-a-complaint
12. Changes to this notice
If we change how we handle personal data, we will update this notice and change the version number and date at the top. Where the change is significant and we hold your contact details, we will tell you directly rather than relying on you to notice.
Questions? Email hello@chairsideai.co.uk and a person will answer.