Privacy Policy

Referral Solutions Limited



This Privacy Policy sets out what you can expect of us regarding how we look after your user information. In it, we seek to abide by the letter and spirit of the guidelines laid out by the UK Information Commissioner’s Office in the document ‘Privacy Notices – Code of Practice’.

This Privacy Policy describes how we will treat your information, whether we receive it as a result of your casual use of our website or your registration to become a user.

We will never share your information with third parties for promotional purposes.


Who we are

More formally, we are Referral Solutions Limited, a company registered in England and Wales under registration number 09990707. We operate the website found at . Our registered office is located at:


1 Astley Drive

Whitley Bay

Tyne and Wear

NE26 4AE


When we use words like “we” and “our”, it’s to Referral Solutions Limited that we refer. If you have any concerns about the way we use your information or any questions about this Privacy Policy, please let us know. We can be contacted via [email protected] or by writing to our registered office.


Information for our users

We provide a variety of different services for our users but these services fall largely into three categories. The first is our service to dental professionals, who may send and receive dental referrals, communicate with one another and search our professional network. The second is our service to what we call practice managers or account managers within this document and Referral Network, who may link to dental professionals to manage their accounts. Finally, our third service is to dental patients, who may track their referral and leave feedback regarding their dental care. These categories involve the provision of personal information.

When you complete our registration process as a dental professional or account manager, you will be asked to provide information such as your name, contact details and, if applicable, your professional registration number and address. This means that when your registration is submitted to us, you will be personally identifiable from that information. If you choose to engage in our services, you may decide to provide additional information about yourself such as your curriculum vitae and any images.

As a patient, you are not required to register to use our service or provide any personal information. However, in submitting a dental referral, your dental professional (or their account manager) will have inputted personal information about you including your contact details. We will use those details to contact you about our service and send you hyperlinks so that you can track your referral and leave feedback.

Please be rest assured that we will treat your personal information confidentially and we will only ever use it in the provision of our services.


What we do with your information


Information submitted to Referral Network will be processed to:

  • Populate the features that we provide as part of the Referral Network service.
  • Provide you with updates on the service and any content that may be of interest to you.
  • Continually improve our service offering and user experience.
  • Deliver our services and run our business generally.


We will never share your sensitive personal information with third parties for promotional purposes.

We may compile statistics about user trends on our platform, to be used by third party organisations to better understand how users interact with businesses online. These statistics will be drawn from a dataset that does not contain any information from which you can be identified.


How long we intend to keep your information

We will keep your data for as long as you have an account on our website. Accounts can be deleted if you contact us by email at [email protected] If your information is removed from our website, it will disappear from our service; however, there will be a period during which your information will be held on our back-up systems. After this, all of your data will be deleted permanently.

We will keep all patient and referral information for a period of 30 years in an encrypted format. After this, all patient and referral information will be deleted permanently.

If we hold information about you that would be defined by the Data Protection Act 1998 as “personal data” (which is to say, information that would identify you, such as your name and email address or place or work), you can find out what personal data we hold about you or ask us to update or delete that personal data by sending us an email at [email protected] It may be necessary for us to carry out checks to establish that you really are who you claim to be before providing any such information to you.


What user information we would like you to give to us


As a dental professional, we ask you to provide your full name, a functioning email address and your professional registration number and address in order to create an account to access our service. As an account manager, we ask you to provide your name, a functioning email address and your business address. You can change these details once you are logged in through our website by using the settings feature.

You can also provide more user information, at your discretion. Whilst you can choose how much information you provide, it is important that your information is accurate and up to date so that our users benefit from our service.

As a patient, you are not required to provide any information. We will contact you using the information submitted by your dental professional or their account manager.


Where we hold your information


The information and content held on our platform is deployed geographically to maximise user experience.

We hold our data on [INSERT] who are contracted to us for the provision of technical services. We remain responsible at all times for the security of your information, but if you want to know more about how we interact with [INSERT], you can view their privacy policy, amongst their other policies, here [INSERT LINK].


What we do to ensure the security of your personal information


We take the security of your data very seriously. Our approach to information security is constantly evolving and continually reviewed.

We have adopted industry best practices from both technological and business process perspectives in order to make securing your data a key part of the way we do business.


Your rights regarding your personal information

We will contact you with updates about our service and how we are evolving to deliver greater benefits to you.

You can opt in or opt out at any time you choose by clicking on the ‘unsubscribe’ link in the e-mails, and we will provide a list of contact options on our website.

Information that we hold about you is available to you at all times by contacting us at [email protected].


Our Cookie Policy

As part of our overall approach to privacy and transparency, this section describes what cookies are in the context of our web interface, and what their use means to you. At the end, we’ve included some links to help you research cookies and their impact, and how you can use your web browser to control the way it manages cookies.


What are cookies?


According to Microsoft:

“Cookies are a very small text file placed on your hard drive by a web page server. It is essentially your identification card, and cannot be executed as code or deliver viruses. It is uniquely yours and can only be read by the server that gave it to you. A Cookies purpose is to tell the server that you returned to that web page.”


What cookies do we use?


In this section, we explain what cookies are used in the overall service we provide to our clients, and how you can switch off cookies via a setting in your browser.


Our use of cookies:


  • We use cookies to record when you’ve accessed our service via our website;we also use our own cookies to recognise who you are when you return to our platform in a new visit.
  • These cookies are an essential part of how our platform operates, and they greatly improve your client experience. Ironically, the banner that you saw the first time you looked at the website alerting you to the use of cookies makes use of a cookie itself, that would not be required were it not for the European Directive on the use of cookies.
  • These cookies are only used by us, and the information they contain is not shared with anyone else.

List of services we use which use their own cookies:

We use Google Analytics to understand general trends about our content and traffic sources: for example, where users come from, which pages are most popular, which sites provide most traffic and how our marketing efforts impact the amount of visits we receive.

Google’s statement about privacy is here:




In line with the latest advice from the Information Commissioner’s Office, we interpret your continued use of our platform as consent for us to use cookies to capture data about how you interact with our services, and those of other services we use.


More information about cookies


Links which provide more information about cookies:


Link explaining how to switch off cookies in various browsers:

Contact us if you would like to complain or wish to know more about how your information will be used

We can be contacted via [email protected] or by writing to our registered office.

Contact the Information Commissioner if there is a problem

If you consider we have not addressed your problem, you can contact the UK Information Commissioner’s Office for assistance. Further information can be found via