Data Transparency Tables
Detailed information about how data is collected, used, and protected across all our services and user types.
👨👩👧👦 Parent Information
Below you can see what information we collect about you as a parent/guardian, why and how we collect it, where it's stored, and how we protect it. As a parent, you have full control over your child's account and can delete all data at any time.
🎮 You're in Control: You set reward promises (like '7 brushes = park visit'), can override missed brushing sessions, manage all privacy settings, and delete your family's data at any time. We never share your information with advertisers or marketers, and no financial transactions happen through our app.
| What Information | How We Collect It | Why We Need It | Who Has Access | Where It's Stored | How Long We Keep It | Third Parties | How We Protect It | Data Location | Legal Basis |
|---|---|---|---|---|---|---|---|---|---|
Account Registration Details | Provided by you during account creation (email address, chosen password, display name) | Create and secure your account, provide customer support, and enable family dashboard access | You and My Dental Buddy customer support team | Secure UK servers with encryption | Duration of service use plus 2 years, or until deletion requested | None | SSL encryption, secure password hashing, automated security monitoring | UK and EU only | Contract (service provision) |
Family Contact Information | Provided by you during account setup (phone number, postal address if provided) | Emergency contact, important service updates, and programme coordination | You and authorised My Dental Buddy staff | Secure UK servers with encryption | Duration of service use plus 2 years, or until deletion requested | None | SSL encryption, access controls, never used for marketing | UK and EU only | Contract (service provision) |
Communication Preferences | Selected by you during setup and updateable via dashboard (notification frequency, communication channels) | Respect your preferences for how and when we contact you about your child's progress | You and authorised My Dental Buddy communication team | Secure UK servers with encryption | Duration of service use, updated when you change preferences | None | Preference management system, unsubscribe options, granular controls | UK and EU only | Consent / Legitimate interests |
Parent Dashboard Usage | Automatically tracked when you access your dashboard (login times, features accessed, session duration) | Improve dashboard functionality, provide technical support, and ensure account security | You and My Dental Buddy technical team | Secure UK servers with encryption | 12 months for security logs, 2 years for usage analytics | None | SSL encryption, automated security monitoring, access logging | UK and EU only | Legitimate interests (security) |
Child Account Management Data | Recorded when you create/manage children's profiles, set preferences, approve actions, or monitor independent child sign-ups | Enable parental controls, track consent history, provide family account management, and support child safety | You and authorised My Dental Buddy staff | Secure UK servers with encryption | Duration of service use plus 2 years for consent records | None | Enhanced encryption, consent tracking, full parental access and control | UK and EU only | Consent / Contract |
Reward Promise Configuration | Recorded when you set up reward promises for your children (e.g., '7 brushes = park visit' or '10 streaks = Fortnite pack') | Help you track promised rewards, motivate children's brushing habits, and maintain consistency in reward delivery | You, your children, and My Dental Buddy support team (for technical assistance only) | Secure UK servers with encryption | Duration of service use or until child turns 18 | None | Encryption, parent-controlled feature, no financial processing, achievement tracking only | UK and EU only | Consent |
Brushing Override Records | Recorded when you manually confirm your child brushed without using the app (same-day only) | Maintain accurate habit tracking when app isn't used, ensure fair streak calculations | You, your children, and teachers (aggregated data only) | Secure UK servers with encryption | Duration of service use or until child turns 18 | None | Encryption, parent-controlled feature, time-limited to same day | UK and EU only | Consent |
Feedback & Survey Responses | Collected when you complete programme feedback surveys or app reviews | Improve our services, understand parent satisfaction, and enhance programme effectiveness | You and programme evaluation team | Secure UK servers with encryption | Programme duration plus 2 years for evaluation purposes | Anonymised data shared with NHS for programme evaluation | Encryption, anonymised in reporting, optional participation | UK and EU only | Consent |
Customer Support Interactions | Recorded when you contact us via email, phone, or chat (messages, call logs, issue resolution) | Provide effective customer support, resolve issues, and improve service quality | You and My Dental Buddy customer support team | Secure UK servers with encryption | 2 years from last contact for support quality and follow-up | None | SSL encryption, access controls, staff training on data protection | UK and EU only | Legitimate interests (customer support) |
NHS Dentist Connection Requests | Collected when you request help finding NHS dental services for your family | Connect you with local NHS dental services and advocate for improved access in your area | You, NHS dental partners, and My Dental Buddy healthcare coordination team | Secure UK servers with enhanced healthcare protection | 2 years or until NHS placement secured, then securely deleted | NHS dental services in your area (for placement assistance only) | Enhanced encryption, healthcare data standards, limited sharing for placement only | UK and EU only | Consent / Public health |
Notification Delivery Data | Tracked when we send you brushing reminders, progress updates, or important notices | Ensure notifications reach you reliably and respect your communication preferences | You and My Dental Buddy communication team | Secure UK servers with encryption | 30 days for delivery logs, preferences retained during service use | Notification service providers (under strict contracts, delivery only) | Encryption, delivery confirmation, unsubscribe options, preference controls | UK and EU only | Consent / Legitimate interests |
Privacy Settings & Consent History | Recorded when you grant, modify, or withdraw consent for various data processing activities | Ensure we only process data with your permission and maintain legal compliance | You, Data Protection Officer, and compliance team | Secure UK servers with enhanced protection | Permanently retained for legal compliance (consent history required by law) | None | Enhanced encryption, immutable consent logs, regular compliance audits | UK and EU only | Legal obligation |
Device & App Information | Automatically collected when you use the parent dashboard or mobile app | Ensure app compatibility, provide technical support, and improve user experience | You and My Dental Buddy technical team | Secure UK servers with encryption | 12 months for technical logs | None | Encryption, technical use only, no tracking for advertising | UK and EU only | Legitimate interests (technical support) |
Key Points:
- All data is processed and stored exclusively within the UK and EU
- Enhanced child protection measures apply to all children's data
- Parents have full control over their child's data and can delete it at any time
- No data is sold to advertisers or used for commercial marketing
- All data sharing supports public health objectives and is aggregated/anonymised where possible
- For data protection enquiries, contact our Data Protection Officer at team@mydentalbuddy.com