Privacy Policy

The Dentist Ltd

Effective Date: 1 April 2026
Last Updated: 9 October 2026

1. Introduction

At The Dentist Ltd, we respect your privacy and are committed to protecting your personal information. We understand that the information you share with us, particularly information relating to your dental and general health, is personal and deserves the highest level of care and confidentiality.

This Privacy Policy explains how The Dentist Ltd collects, uses, stores, shares and protects your personal data when you visit our website, contact us, submit an appointment enquiry, engage with our digital platforms or receive our dental services.

We process personal data in accordance with the applicable laws of Kenya, including the Data Protection Act, 2019, and the regulations made under it.

By using our website, you acknowledge that you have had an opportunity to read this Privacy Policy. Where consent is required for a particular processing activity, we will seek that consent separately.

2. Who We Are

The Dentist Ltd is a dental healthcare provider offering preventive, restorative, cosmetic and other dental services through its clinics.

For the purposes of this Privacy Policy, The Dentist Ltd is the data processor responsible for determining how and why personal data collected through its website and related services is processed, subject to applicable law.

Our contact details are:

Organisation: The Dentist Ltd
Email: thedentistltd@gmail.com
Website: https://thedentistltd.co.ke

Physical locations:

• Nakuru Main Branch: D&D House, 6th Floor, West Road, Nakuru.
• Naivasha Branch: Riftview Specialist Centre, 1st Floor, Kenyatta Avenue, Naivasha.

For privacy-related enquiries, requests or complaints, please contact us using the email address provided above and indicate that your enquiry concerns data protection or privacy.

3. Personal Information We Collect

We may collect the following categories of personal information, depending on how you interact with us.

3.1 Personal Identification and Contact Information

This may include:

• Full name.
• Email address.
• Mobile telephone number.
• Preferred clinic branch.
• Other contact details you voluntarily provide.

We primarily collect this information when you complete an appointment enquiry form, contact us through our website or communicate with our staff.

3.2 Health and Dental Information

When you become a patient or provide information relating to a dental enquiry, we may collect health-related information necessary to respond to your enquiry or provide appropriate care. This may include:

• Dental and medical history.
• Oral health concerns and symptoms.
• Clinical examination findings.
• Diagnoses and treatment recommendations.
• Dental radiographs, photographs and other relevant clinical images.
• Treatment plans and records.
• Information about allergies, medications and relevant medical conditions.
• Other information necessary for safe and appropriate dental care.

Health information is sensitive personal data. We apply additional safeguards to its collection, access, use, storage and disclosure.

Important: Our website enquiry form is intended primarily for appointment requests and general enquiries. Please avoid submitting detailed medical histories, clinical records or other sensitive health information through general website forms unless we have specifically indicated that the channel is appropriate for that purpose.

3.3 Website and Technical Information

When you visit our website, certain technical information may be collected automatically, depending on the website configuration and technologies in use. This may include:

• Internet Protocol (IP) address.
• Browser type and version.
• Device and operating system information.
• Pages visited and time spent on the website.
• Referring website or source.
• General website usage and interaction information.

We use this information, where applicable, to maintain website security, troubleshoot technical issues, understand website performance and improve the experience of our visitors.

3.4 Communications and Feedback

We may collect information contained in communications you send to us, including appointment enquiries, questions, complaints, feedback and other correspondence.

Where you provide feedback or testimonials, we will handle any personal information contained in that feedback in accordance with this Privacy Policy and applicable law.

3.5 Marketing and Communication Preferences

Where applicable, we may collect your preferences concerning appointment reminders, service updates, promotional communications, newsletters and other information about our dental services.

We will obtain consent where required by law and provide an appropriate means of opting out of direct marketing communications.

4. How We Collect Personal Information

We collect personal information through various channels, including:

• Directly from you: When you complete a website form, request an appointment, contact our clinic, provide feedback or communicate with us.
• During the provision of dental services: When you register as a patient, undergo an examination or treatment, or provide information required for your care.
• Through our website and digital technologies: Where technical information is collected automatically through server logs, cookies or similar technologies, depending on the tools enabled on our website.
• From authorised third parties: Where necessary and lawful, we may receive relevant information from healthcare providers, medical insurers, payment providers or other parties involved in arranging or facilitating your care.

Where personal information is obtained from another source, we will handle it in accordance with applicable legal requirements.

5. Why We Collect and Use Your Information

We collect and process personal information for specific and legitimate purposes, including the following.

5.1 Appointment Management

To:

• Receive and respond to appointment requests.
• Contact you regarding your enquiry.
• Identify your preferred clinic branch.
• Coordinate appointment scheduling.
• Provide information about our services.

Submitting an online enquiry does not, by itself, guarantee that an appointment has been confirmed.

5.2 Providing Dental Healthcare

To:

• Register and identify patients.
• Assess dental and relevant medical history.
• Support clinical examinations and diagnosis.
• Plan, provide and monitor treatment.
• Maintain appropriate patient records.
• Coordinate referrals and continuity of care.
• Support patient safety and appropriate clinical decision-making.

5.3 Patient Communication and Customer Service

To respond to questions, address complaints, provide service information, manage follow-up communications and improve the quality of our patient experience.

5.4 Billing, Insurance and Administration

Where applicable, we may process relevant personal information to manage billing, payments, insurance claims, treatment authorisations, financial records and related administrative obligations.

5.5 Website Operation and Security

To maintain the functionality, security and reliability of our website, detect technical problems, prevent misuse and protect our systems against unauthorised access.

5.6 Legal and Regulatory Compliance

To meet applicable legal, professional, regulatory, accounting and record-keeping obligations, and to establish, exercise or defend legal claims where necessary.

5.7 Marketing and Service Updates

Where permitted by law, we may use your contact details to share information about our services, dental health initiatives, offers, events or other relevant updates.

We will respect your communication preferences and provide an appropriate means to opt out of direct marketing.

Your decision not to receive marketing communications will not affect the provision of dental care to which you are otherwise entitled.

6. Our Lawful Basis for Processing

We process personal data only where an appropriate lawful basis exists under applicable data protection law. Depending on the circumstances, this may include:

• Consent: Where you have freely agreed to a specific processing activity, such as receiving certain marketing communications.
• Performance of a contract or steps taken at your request: Where processing is necessary to provide an agreed service or take steps you have requested before entering into an agreement.
• Compliance with a legal obligation: Where we are required by law to collect, retain or disclose certain information.
• Legitimate interests: Where processing is necessary for a legitimate interest pursued by us or another party, provided your rights and freedoms are not overridden.
• Other lawful grounds recognised by applicable law: Where relevant to the specific circumstances.

Because health information is sensitive personal data, its processing will also be subject to the additional conditions and safeguards required by applicable law.

Where processing relies on consent, you may withdraw that consent, subject to any applicable legal limitations. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

7. How We Protect Health and Dental Information

We recognise that dental and medical information requires particular protection.

We therefore seek to ensure that health information is:

• Accessed only by authorised personnel who require it for legitimate professional or operational purposes.
• Used only for specified and lawful purposes.
• Shared only where authorised or otherwise permitted by law.
• Stored in systems and records subject to appropriate security controls.
• Protected against unauthorised access, loss, alteration, disclosure or destruction.

Where photographs, radiographs or other clinical images are used for educational, promotional, research or public communication purposes, we will apply the relevant legal requirements and obtain any consent or authorisation required for the intended use.

We do not treat consent to receive dental care as automatic permission to publish a patient's photograph, testimonial, treatment images or other identifiable information for marketing purposes.

8. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to support its functionality, understand how visitors interact with our website, and measure the effectiveness of our digital advertising.

These technologies may collect information such as your IP address, browser and device information, pages visited, referring website, interactions with website content, and information relating to your interaction with our advertisements.

8.1 Google Analytics

We use Google Analytics to understand how visitors use our website and to improve its performance and user experience.

Google Analytics may collect information about website visits, pages viewed, interactions, device and browser characteristics, and other usage information. This helps us understand visitor behaviour, identify popular content, and evaluate website performance.

Google Analytics may use cookies and similar technologies to distinguish visitors, understand browsing sessions, and measure interactions with our website.

Information collected through Google Analytics is processed in accordance with the applicable terms and privacy practices governing that service.

8.2 Google Ads Conversion Tracking

We use Google Ads conversion tracking to measure the effectiveness of our online advertising campaigns.

This technology helps us understand whether visitors who interact with our advertisements subsequently take relevant actions on our website, such as submitting an appointment enquiry or completing another designated website action.

Depending on the implementation and your consent preferences, Google Ads conversion tracking may use cookies, advertising identifiers, ad-click information, and related technical data to attribute website actions to advertising campaigns.

We use this information to evaluate campaign performance and improve the effectiveness of our advertising.

We do not intentionally configure these tools to collect detailed dental histories, diagnoses, treatment records or other sensitive health information for advertising purposes.

8.3 Cookie Preferences and Consent

We will manage the use of non-essential analytics and advertising cookies in accordance with applicable data protection requirements.

Where consent is required, we will seek your consent before activating the relevant technologies and provide an appropriate means of managing or withdrawing your preferences.

You may also manage cookies through your browser settings. Please note that disabling certain cookies may affect website functionality or limit our ability to measure website and advertising performance.

Where a cookie preference tool is available, you can use it to review and update your choices.

8.4 Third-Party Processing

Google may process information collected through these technologies in accordance with its applicable terms and privacy policies.

For more information, please review:

• Google's Privacy Policy: https://policies.google.com/privacy
• How Google uses cookies: https://policies.google.com/technologies/cookies
• Google Advertising Policies and Technologies: https://policies.google.com/technologies/ads

We take appropriate steps to manage our use of these technologies and protect personal information in accordance with applicable law.

9. When We Share Personal Information

We do not sell your personal information to third parties.

However, we may share relevant information in the following circumstances, subject to applicable law and appropriate safeguards.

9.1 Healthcare Professionals and Service Providers

We may share relevant information with authorised healthcare professionals, laboratories, specialists or other healthcare providers where necessary for your treatment, referral or continuity of care.

9.2 Medical Insurers and Healthcare Partners

Where applicable, we may disclose relevant information to medical insurers, healthcare schemes or other authorised partners to facilitate eligibility checks, treatment authorisation, claims processing, billing or payment.

Only information reasonably necessary for the relevant purpose should be shared.

9.3 Technology and Website Service Providers

We may engage third-party service providers to support our website, communications, appointment management, data storage, information security, analytics and other business operations.

These providers may process personal information on our behalf and will be subject to appropriate contractual, confidentiality and data protection safeguards.

We use Google Analytics and Google Ads conversion tracking to analyse website usage and measure advertising performance. In connection with these services, relevant website interaction data and technical information may be transmitted to and processed by Google.

The information processed will depend on the services enabled, their configuration, and your applicable cookie and consent preferences. We will take appropriate steps to ensure that our use of these services complies with applicable data protection requirements, including requirements relating to international transfers of personal data where applicable.

9.4 Legal and Regulatory Authorities

We may disclose personal information where required or authorised by law, pursuant to a lawful request, or where necessary to protect our legal rights and comply with applicable regulatory obligations.

9.5 Business and Professional Transactions

Where necessary and lawful, personal information may be disclosed in connection with a restructuring, transfer of business operations or other legitimate corporate transaction, subject to appropriate confidentiality and data protection requirements.

We will not disclose your personal information to unrelated third parties for their independent marketing purposes without an appropriate lawful basis.

10. International Transfers of Personal Data

Some technology platforms and service providers may store or process information outside Kenya.

Where personal data is transferred outside Kenya, we will take the steps required by applicable Kenyan law to ensure that the transfer is lawful and that appropriate safeguards are in place.

Depending on the circumstances, these safeguards may include appropriate contractual protections, legally recognised transfer mechanisms or other measures required by law.

Where the law requires specific information or consent concerning an international transfer, we will provide that information and obtain the necessary consent before proceeding.

11. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, subject to applicable legal, professional and regulatory requirements.

Retention periods may vary according to the category of information and the reason for processing.

For example:

• Website enquiries: Retained for the period necessary to respond to the enquiry, manage any resulting appointment and meet relevant administrative or legal requirements.
• Patient records: Retained in accordance with applicable healthcare, professional, legal and regulatory record-keeping requirements.
• Billing and insurance records: Retained for the periods required by applicable financial, tax, contractual and regulatory obligations.
• Marketing preferences: Retained as necessary to manage your preferences and demonstrate compliance with applicable requirements.
• Website technical information: Retained for the period necessary for security, troubleshooting, analytics or other disclosed purposes.

When information is no longer required, we will take reasonable steps to securely delete, anonymise or otherwise dispose of it, subject to any lawful requirement to retain it.

12. How We Protect Your Personal Information

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

These measures may include access restrictions, confidentiality obligations, secure storage, system safeguards, staff awareness and appropriate controls over third-party service providers.

Access to personal information is restricted according to legitimate operational and professional requirements.

However, no website, electronic communication channel or information storage system can be guaranteed to be completely secure. While we take reasonable steps to protect your information, we cannot guarantee absolute security.

If a personal data breach occurs, we will respond in accordance with applicable legal requirements, including any required notifications to affected individuals and the relevant regulatory authority.

13. Your Data Protection Rights

Subject to applicable law and any relevant limitations, you have rights concerning your personal data. These include the right to:

• Be informed: Receive information about how your personal data is collected and used.
• Access your data: Request access to personal data we hold about you.
• Correct inaccurate information: Request the correction of inaccurate, incomplete or misleading personal data.
• Request deletion: Request the deletion of personal data where the law permits or requires its erasure.
• Object to processing: Object to certain processing activities, including processing for direct marketing.
• Withdraw consent: Withdraw consent where consent is the lawful basis for processing.
• Request restriction or other applicable remedies: Exercise any additional rights available to you under applicable law, including rights relating to the transfer of personal data where the relevant legal conditions are met.

These rights are not absolute. For example, we may be required to retain certain patient records or other information to comply with legal or professional obligations.

We will assess each request in accordance with applicable law.

How to Exercise Your Rights

To exercise your data protection rights, please email:

thedentistltd@gmail.com

Use the subject line Data Protection Request and describe your request clearly.

We may ask for reasonable information to verify your identity or confirm your authority to act on behalf of another person before responding.

We will handle your request within the applicable legal timelines and inform you if any lawful limitation applies.

14. Children's Personal Information

We provide dental services to children as well as adults.

Where we collect or process a child's personal information, we will apply the additional safeguards required by applicable law, including any requirements relating to parental or guardian authority, consent and the best interests of the child.

We will collect only the information reasonably necessary for the relevant purpose and take appropriate steps to protect it.

Parents and legal guardians may contact us regarding the personal information of a child for whom they are legally authorised to act, subject to appropriate verification.

15. Direct Marketing and Communication Preferences

From time to time, we may communicate information about our dental services, oral health initiatives, promotions, events or other relevant updates.

Where required, we will obtain your consent before sending direct marketing communications.

You may opt out at any time by using the unsubscribe facility provided in the communication, where available, or by contacting us directly.

We will take reasonable steps to implement your request within the applicable legal requirements.

Opting out of marketing communications will not prevent us from sending essential service-related communications, such as appointment confirmations, changes to scheduled appointments or other necessary information concerning your care.

16. Third-Party Websites and Platforms

Our website may contain links to external websites, social media platforms, map services, online review platforms or other third-party services.

These services may collect or process personal information under their own privacy policies and terms.

The Dentist Ltd does not control the privacy practices of external websites and is not responsible for their independent data processing activities.

We encourage you to review the privacy policies of third-party services before providing personal information through them.

17. Your Responsibility When Using Online Channels

Please exercise care when submitting personal information through online channels.

In particular:

• Avoid including unnecessary medical details in general appointment enquiry forms.
• Do not submit another person's personal information unless you are authorised to do so.
• Use appropriate and secure communication channels when sharing sensitive clinical information.
• Contact us directly if you believe that information you have submitted is inaccurate or has been disclosed improperly.

For urgent dental concerns, please contact the relevant clinic directly rather than relying solely on a website enquiry form.

18. Complaints and Privacy Concerns

If you have concerns about how we collect, use, store or disclose your personal information, we encourage you to contact us first so that we can investigate and address the matter appropriately.

You may contact us at:

Email: thedentistltd@gmail.com
Subject: Privacy Complaint

You also have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC) in Kenya, in accordance with applicable law.

Official ODPC website: https://www.odpc.go.ke/

We will handle privacy complaints respectfully and take appropriate steps to investigate and respond.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our operations, website functionality, technology, legal requirements or data protection practices.

Where we make changes, we will publish the revised version on our website and update the date shown at the beginning of the policy.

Where required by law, we will provide additional notice or seek renewed consent before implementing changes that materially affect how your personal data is processed.

We encourage you to review this Privacy Policy periodically.

20. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data protection rights or need clarification about how we handle your personal information, please contact us.

The Dentist Ltd
Email: thedentistltd@gmail.com
Website: https://thedentistltd.co.ke

Nakuru Main Branch
D&D House, 6th Floor, West Road, Nakuru.

Naivasha Branch
Riftview Specialist Centre, 1st Floor, Kenyatta Avenue, Naivasha.

We are committed to handling your personal information responsibly and protecting the trust you place in us when you seek our care.