Privacy Policy
Last updated: 2026-10-09
Virtual Consultant ("we", "our", or "us") is committed to protecting your privacy. This policy explains how we collect, use, and protect your personal information.
1. Information We Collect
Name
Email address
Phone number
Photos or documents you upload
Other data you submit
How you reached us: the website that referred you, the page you arrived on, any campaign details in the link you followed, and your device type and approximate location
2. How We Use Your Information
To provide and manage our orthodontic services
To respond to your inquiries
To improve our services and website
To understand which pages and channels bring enquiries, so we can improve our website
To send appointment or service updates
3. AI-Assisted Analysis
Some features — such as oral health photo analysis and end-of-treatment smile visualisation — use third-party AI models (currently provided by OpenAI) to process photos and clinical information you or your practice submit. This processing happens on behalf of your practice, is used only to generate the requested clinical output, and is not used by the AI provider to train their models under our agreement with them.
4. Data Sharing & Sub-Processors
We do not sell your personal data. We may share information with:
Authorized staff and clinicians at your practice
Trusted third-party service providers who process data on our behalf (sub-processors) — see below
Regulatory authorities when legally required
Our current sub-processors, and what they're used for, are listed on our Data Processing Agreement page.
5. Data Retention
We keep your data only as long as needed to provide our services and meet legal obligations. As a guide:
Clinical records (evaluations, photos, treatment plans) — retained per your practice's professional record-keeping obligations, typically several years after treatment ends
Account and marketing data — retained while your account is active, or until you unsubscribe/withdraw consent
Billing records — retained as required by UK tax law (currently 6 years)
Specific retention periods are set by your practice, who is the data controller for your clinical information.
6. Your Rights
Under UK GDPR you have the right to access a copy of the personal data we hold about you, and the right to ask us to erase it (we'll anonymize your personal details while retaining clinical records where we're legally required to keep them). If you're a patient with an account, you can submit either request from your portal under Support Hub > Privacy & My Data. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you're unhappy with how we've handled your data. See our GDPR Compliance page for the full picture of how we meet these obligations.
7. Contact Us
If you have any questions you can contact us at:
hello@virtualconsultant.online
Partnering with leading clinics, Virtual Consultant combines clinical expertise with advanced digital technology — making orthodontic care more efficient, accessible, and rewarding for both teams and patients.