Privacy Policy

Last updated: 30 October 2026

1. Who we are

CliniqMatch Ltd (company number 17402324) provides enquiry-handling software to private dental practices and other healthcare clinics in the UK. Our registered office is shown on our Companies House record. You can contact us about privacy at cliniqmatchoutreach@gmail.com.

2. Our role

When you submit an enquiry through a practice's CliniqMatch link or form, you are enquiring with that practice. We process your details on the practice's behalf, as its data processor. The practice is the data controller for your enquiry and decides why and how your data is used. Its own privacy notice also applies once it receives your information.

For visitors to cliniqmatch.co.uk and our own business contacts, CliniqMatch Ltd is the data controller.

3. What we collect

When you submit an enquiry we collect:

• Your name and, where the form asks, your title
• Your phone number and email address
• Your postcode
• The treatment you are interested in, your approximate budget and your timeline
• Where the form asks: how you heard about the practice and how you plan to pay
• Any message you choose to write
• A record of your consent: the wording you agreed to, when you agreed and which version you saw
• The date and time of your enquiry

We also create an automated priority score from your treatment, budget and timeline answers. It helps the practice decide who to contact first. It does not affect your right to be contacted or seen.

If you call or text a practice's CliniqMatch number, we also collect your phone number, the time of your call or message, and the content of any text you send.

4. Why we use your data and our lawful basis

We use your data to pass your enquiry to the practice you chose, send you a confirmation by SMS and email, follow up if you have not booked, send appointment reminders, and ask for a review after your consultation.

The treatment you are interested in can reveal information about your health, which is special category data under UK GDPR. We rely on your explicit consent (Article 9(2)(a)), which you give by ticking the consent box before you submit. We also rely on your consent for the SMS and email messages we send you.

You can withdraw your consent at any time (see section 9). Withdrawing does not affect processing that took place before.

5. Who we share your data with

We share your enquiry only with the practice you chose. We do not share it with any other practice, and we do not sell your data or share it with advertisers.

We use these service providers (data processors), who handle data only as needed to run our platform:

• Supabase: database storage. Your enquiry is stored here.
• Twilio (United States): SMS and phone. Receives your phone number and the text of messages we send you, and handles calls and texts to practice numbers we manage.
• Resend (United States): email delivery. Receives your name, email address and the content of emails we send.
• Netlify (United States): website hosting. Processes web requests, including your form submission.
• Calendly (United States): consultation booking. Your name, email and phone may be pre-filled in booking links.
• Anthropic (United States): AI. If you text a practice's missed-call number, your message (which may include your name and treatment interest) is read by an AI model to pull out your enquiry details.

Some of these providers are based in the United States. Where your data is sent outside the UK, we rely on recognised safeguards, such as the UK–US Data Bridge or standard contractual clauses with the UK addendum.

6. How long we keep your data

We keep enquiry records only for as long as needed for the practice to follow up your enquiry, unless a practice asks us to delete them sooner or the law requires us to keep them. You can ask us to delete your data at any time (see section 9).

7. How we protect your data

Data is stored using Supabase and encrypted in transit using TLS. Each practice's portal shows only its own enquiries, and practices cannot see each other's records. Access to our database is limited to authorised people and service accounts. We do not take payments from patients and do not store payment card details.

8. Cookies and similar technologies

We do not use advertising cookies, analytics cookies, tracking pixels or analytics scripts on CliniqMatch pages.

Clinic staff who sign in to the portal have a login session stored in their browser so they stay signed in. This is strictly necessary for the service.

Our pages load fonts from Google Fonts. When your browser requests a font, Google receives your IP address. Google's privacy policy is at policies.google.com/privacy.

9. Your rights

Under UK data protection law you can ask us to give you a copy of your data, correct it, delete it, restrict how we use it, or provide it in a portable format. You can object to processing, and you can withdraw your consent at any time.

Because we process enquiries on behalf of practices, you can contact either the practice or us. If you contact us, we will pass your request to the practice and help them respond.

To use any of these rights, email cliniqmatchoutreach@gmail.com. We will reply within one calendar month.

You can also complain to the Information Commissioner's Office: ico.org.uk, 0303 123 1113.

10. Opting out of messages

Reply STOP to any text message to stop SMS messages. To stop emails, write to cliniqmatchoutreach@gmail.com or ask the practice directly.

11. Changes to this policy

When we make material changes we will update the date at the top of this page. Where we hold your email address we will tell you about significant changes.

12. Contact us