Privacy Policy
Last Updated: 31 July 2026
At Cube Dental, Steeles Terrace, Ennis, Co. Clare (“Cube Dental”, “we”, “our” or “us”), we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose and protect your personal information in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”), the Data Protection Acts 1988–2018, and the Dental Council’s Code of Practice.
This Privacy Policy applies to all Cube Dental clinics and to patients who have joined Cube Dental following the acquisition or transfer of another dental practice.
Data Controller & Contact Details
The Data Controller is:
Cube Dental
Steeles Terrace
Ennis
Co. Clare
Telephone: (065) 682 1547
Email: hello@cubedental.ie
Our Data Protection & Compliance Officer is:
Dr Annette O’Donovan
Telephone: (065) 682 1547
Email: hello@cubedental.ie
Patients Joining Cube Dental Following a Practice Transfer
Where Cube Dental acquires, purchases or assumes responsibility for another dental practice, patient records and personal information may be transferred to Cube Dental as part of the transfer of ownership or management of that practice.
These transfers are undertaken to ensure the safe and continuous provision of dental care and are carried out in accordance with applicable data protection legislation and our professional obligations.
Following such a transfer, Cube Dental becomes the Data Controller responsible for your personal information and will continue to process your personal data for the purposes of:
- providing ongoing dental care and treatment;
- maintaining accurate clinical records;
- communicating with you regarding your appointments and treatment;
- complying with our legal, regulatory and professional obligations; and
- managing and operating our dental practices safely and effectively.
The confidentiality, integrity and security of your personal information remain of paramount importance to us. Your personal information will continue to be processed in accordance with this Privacy Policy and applicable data protection legislation.
Should you choose to transfer your care to another dental provider, we will facilitate the secure transfer of a copy of your dental records upon receipt of your written authority. We are legally required to retain the original clinical records for the applicable retention period before they are securely destroyed.
What Information We Collect
To provide safe and effective dental treatment, we collect and process information including:
- Personal details (name, date of birth, address, telephone number and email address).
- Contact details for your GP or relevant healthcare professionals.
- Medical and dental history.
- Clinical records including X-rays, photographs, scans, study models, treatment plans, consent forms, clinical notes and invoices.
- Records of communications relevant to your care.
- Correspondence with healthcare professionals involved in your treatment.
Lawful Bases for Processing
We process your personal data only where permitted under GDPR. Our lawful bases include:
- Provision of healthcare – Processing necessary for medical diagnosis and the provision of healthcare (Article 9(2)(h) GDPR).
- Legal obligations – Compliance with legal and regulatory requirements, including Dental Council obligations.
- Legitimate interests – Appointment reminders, recalls and hygiene reminders to support continuity of care.
- Consent – For marketing communications or other optional services. You may withdraw your consent at any time.
How We Use Your Information
We use your information to:
- Provide dental examinations and treatment.
- Prepare prescriptions, certificates and referrals.
- Communicate with other healthcare professionals where appropriate.
- Process insurance or treatment claims.
- Maintain accurate clinical records.
- Improve the quality and safety of our services.
- Send appointment reminders and essential service communications.
- Send marketing communications only where you have provided your consent.
Disclosure of Your Information
We only disclose your information where necessary and lawful, including:
- Other healthcare professionals involved in your care.
- Dental laboratories involved in manufacturing appliances or restorations.
- Insurers and State schemes where appropriate.
- Secure IT providers and software suppliers operating under GDPR-compliant agreements.
- Regulatory authorities or courts where legally required.
We never sell your personal information or share it for unrelated commercial purposes.
Keeping Your Information Secure
We take appropriate technical and organisational measures to protect your personal data.
These include:
- Restricted staff access on a need-to-know basis.
- Secure electronic records within Dentally.
- Password protection and encryption.
- Secure daily backups.
- Alarmed premises and physical security measures.
- Staff training in confidentiality and GDPR.
Retention of Records
In accordance with the Dental Council’s Code of Practice, adult patient records are retained for a minimum of eight years after your last attendance.
Children’s records are retained until the patient reaches at least 25 years of age.
If you ask to leave the practice, your records may be made inactive, but they will continue to be retained for the legally required retention period before being securely destroyed.
Your Rights
Under GDPR you have the right to:
- Access your personal data.
- Request correction of inaccurate information.
- Request erasure where legally applicable.
- Restrict processing.
- Object to certain processing activities.
- Receive a copy of your information for transfer to another healthcare provider.
- Withdraw consent where processing is based on consent.
Requests should be made to:
Dr Annette O’Donovan
Data Protection & Compliance Officer
Email: hello@cubedental.ie
We will respond within one month unless GDPR permits an extension.
Use of AI Reception Services
To improve our service, we use an AI-powered virtual receptionist to assist with telephone calls and online enquiries.
The AI system may collect basic personal information such as your name, contact details and appointment requests.
This information is processed securely and is accessible only to authorised members of our team.
You may request to speak directly with a member of staff at any time.
AI-Assisted Clinical Documentation
To improve the accuracy and efficiency of our clinical records, we may use AI-assisted transcription during consultations.
Temporary audio may be processed solely for the purpose of generating a clinical note.
Audio recordings and draft transcriptions are not retained once the final clinical record has been reviewed, edited and approved by your treating clinician.
Only the final approved clinical record becomes part of your patient record.
You may opt out of AI-assisted transcription at any time.
Marketing Communications
Appointment reminders and recall notices are sent as part of our legitimate interest in supporting your ongoing oral health.
Marketing communications are sent only where you have provided your consent and you may unsubscribe at any time.
Data Breaches
Should a personal data breach occur, Cube Dental will manage the incident in accordance with GDPR and the guidance of the Data Protection Commission, including notification where legally required.
Complaints
If you have concerns regarding how your personal information is processed, please contact us first.
You also have the right to lodge a complaint with the:
Data Protection Commission
21 Fitzwilliam Square South
Dublin 2
D02 RD28
Telephone: +353 57 868 4800
Website: https://www.dataprotection.ie
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legislation, technology or our services.
The most current version will always be available on our website and at our reception desk.