Privacy Policy

1. Introduction

White Oak Dental Studio ("we", "us", "our") respects your privacy and is committed to protecting the personal and health information you share with us. This Privacy Policy explains what we collect, how we use it, and the choices you have. It applies to our website (https://www.whiteoakdentalstudio.com) and to information collected when you book or receive care at our clinic in Morabadi, Ranchi.

2. Information We Collect

• Identity & contact details — your name, phone number, email address, and WhatsApp number when you book an appointment, register as a founding patient, or contact us.
• Health information — dental and medical history, concerns, and treatment records you provide during consultation and care. This is collected only to deliver safe, appropriate treatment.
• Pre-visit information — details such as your chief concern, pain level, and related notes you choose to share ahead of your appointment so the dentist can prepare.
• Smile Health Score results — your quiz answers and score from our online self-assessment tool, and your name and email address if you ask us to send you a copy of your results.
• Appointment details — service selected, preferred date and time, and any notes you share.
• Usage data — basic analytics such as pages visited and device type, collected through cookies and analytics tools to improve the website.

3. How We Use Your Information

• To schedule, confirm, and remind you about appointments.
• To provide dental care and maintain your treatment records.
• To communicate with you by phone, email, or WhatsApp about your care, results, and follow-ups.
• To respond to your enquiries and process founding-patient registrations.
• To send your Smile Health Score report if you request one.
• To improve our website, services, and patient experience.
• To meet legal, regulatory, and record-keeping obligations.

4. How We Share Information

We do not sell your personal information. We share it only as needed to run the clinic and website, with trusted service providers acting on our behalf:

• Cal.com — appointment scheduling and calendar management for bookings made on this website.
• Resend — our email delivery provider, used to send booking confirmations, reminders, and any reports you request (such as your Smile Score results).
• WhatsApp Business — used to send booking confirmations and respond to enquiries you initiate over WhatsApp.
• Google Places API — used to display our genuine, published Google review ratings on this website.
• Website analytics providers (Google Analytics, Microsoft Clarity) that help us understand and improve site usage.
• Government authorities or regulators where disclosure is required by law.

5. Patient Confidentiality

Your dental and medical records are kept confidential and handled in line with applicable Indian law and the professional ethics of the Dental Council of India. Access is limited to your treating dentist and authorised clinic staff who need it to provide your care.

6. Cookies & Analytics

Essential cookies keep the site working and don't require consent. Analytics cookies (Google Analytics, Microsoft Clarity) only load after you accept them in the cookie banner shown on your first visit — declining means no analytics cookies are set. You can change your choice anytime by clearing your browser's site data for this domain, or through your browser settings directly.

7. Data Security

We take reasonable technical and organisational measures to protect your information against unauthorised access, loss, or misuse. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Data Retention

We retain dental and medical treatment records for as long as required under applicable Indian record-keeping requirements and Dental Council of India guidelines. Enquiries, booking details, and Smile Score report requests are kept only as long as needed to respond to you or provide the service you asked for, after which they are deleted or anonymised, unless a longer period is required by law.

9. Your Rights

You may request access to, correction of, or deletion of your personal information, subject to records we are required to retain by law. To make a request, contact us using the details below.

10. Children's Privacy

We treat minors with care. Personal and health information for patients under 18 is provided and managed by a parent or legal guardian.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page with a revised date.