Privacy Policy

ReturnLoop is operated by Booking Butler Ltd.

Company number: 16391467 — Registered in England and Wales

Registered office: 2 Greaves Fold, Holywell Green, Halifax, HX4 9DY

Contact email: [email protected]

• Dental professionals and practices using ReturnLoop
• Visitors to the returnloop.co.uk website
• Patients whose personal data is processed by ReturnLoop on behalf of a dental practice

ReturnLoop is a business-to-business service and is not marketed directly to consumers.

When ReturnLoop is used by a dental practice:

• The dental practice is the data controller
• Booking Butler Ltd is the data processor

ReturnLoop processes personal data only on the documented instructions of the dental practice and solely for service-related purposes.

ReturnLoop processes limited and relevant personal data only. This may include:

• Patient first name
• Mobile phone number
• Appointment or treatment type
• Date of appointment completion
• Message delivery and interaction status (e.g. sent, clicked, opted out)

ReturnLoop does not collect or process: payment card details, dates of birth, home addresses, or special category / sensitive personal data.

Personal data processed by ReturnLoop is used only to:

• Send a post-appointment SMS requesting a review
• Provide a link to a branded page displaying the dental practice
• Enable patients to leave reviews on selected platforms
• Enable patients to share their experience via messaging or social channels
• Record responses such as STOP (opt-out)

ReturnLoop does not sell personal data or use it for third-party advertising.

Messages sent via ReturnLoop are service-related communications, not promotional broadcast marketing. SMS messages are:

• Triggered by completion of an appointment or treatment
• Sent as a single review request (not ongoing campaigns)
• Designed to reflect a genuine patient interaction following completed work

All SMS messages include a clear opt-out option by replying STOP.

Messages may be delivered using shared service numbers operated by ReturnLoop solely as a technical delivery mechanism on behalf of individual dental practices. The use of shared messaging infrastructure does not change the practice's role as data controller.

Personal data is processed under the lawful bases of:

• Performance of a contract
• Legitimate interests relating to patient service and requesting feedback following completed treatment

Where required, dental practices are responsible for ensuring appropriate patient consent has been obtained.

Personal data is:

• Processed only on behalf of the dental practice
• Never sold or rented
• Shared only with trusted service providers (such as SMS delivery and hosting providers) where necessary to deliver the service

All third-party providers are required to meet appropriate data protection and security standards.

Personal data is retained only for as long as necessary to provide the ReturnLoop service or as instructed by the dental practice. Data is deleted or anonymised when no longer required, or upon termination of the service, subject to legal and contractual obligations.

Personal data is processed primarily within the United Kingdom. Where data is transferred outside the UK, appropriate safeguards are implemented to ensure protection in accordance with applicable data protection law.

If you contact us via our website or by email, we process the information provided solely to respond to your enquiry. Website enquiry data is not used for marketing unless you explicitly request further contact.

Under UK GDPR, individuals have rights including:

• Access to their personal data
• Correction or deletion requests
• Objection to or restriction of processing

Requests relating to appointment or treatment data should be directed to the relevant dental practice, as they remain the data controller.

General privacy enquiries can be sent to: [email protected]

We may update this Privacy Policy from time to time to reflect service or legal changes. The latest version will always be available on our website.