Privacy notice

Who we are

KMANISHA LIMITED, trading as Dr Skots, runs The Full Arch. We are the controller of your personal data. Company number 14523728. Registered address Flat 29 Fortius House, 19 Capworth Street, London E10 5GX. Email fullarch@drskots.com.

What we collect

• The Free Guides form. Your first name, your email address, whether you are a dentist or a practice owner, whether you ticked the box to get the ebook by email (it starts ticked, because the ebook is what you came for) and whether you ticked the box for an invite to our community (it starts unticked).
• The free ebook by email. If you ask for it, on the Free Guides form or the scorecard, we email you the PDF once. We keep your first name, your email address, when we sent it, and a random token. The token makes the links in the email open the ebook on any device, and makes the stop link work, so one click stops our emails.
• The “What to automate first” scorecard. Your answers stay in your browser until you ask to see your result. Your result opens with the same short form: we save your name, your email address, whether you are a dentist or a practice owner, which version you took and whether you ticked the optional community box, and we email your result to you. Your answers and your top three are written to our server log only (Vercel’s function logs, with your email address partly hidden), not to our database. We see new sign ups in a daily summary.
• The Tell us about your day form. Your name, your email address, whether you are a dentist, a practice owner or a practice manager, your practice and town (optional), what a normal week looks like and where it hurts, the tools you use, and whether you want us to design it for you or with you. We save it to our database and it is emailed to us at fullarch@drskots.com. Please leave out anything about patients.
• The Test it free form. The same details, plus which pack you’d like and what you’d use it first for. Saved and emailed the same way. If we quote you later, we ask first, in writing.
• The Build Session form. If you book The Build Session, the short form before the call: your name, email address, whether you are a dentist or a practice owner, your AI plan, your tools, the jobs that eat your week and what you have tried with AI so far. We save it to our database and it is emailed to us.
• Your emails to us. Your name, email address and your message.
• If you buy from us. Your name, email, what you bought and when. For packs and kits, our payment partner, Polar, takes your payment and sends us these order details so we can send your setup emails. For The Build Session, Stripe takes your payment and sends us your name, email and the order. For done for you work we send you an invoice, paid through Stripe or by bank transfer. We never see your card details.
• Technical data. Our hosting provider keeps standard server logs, such as IP address and browser type, to run and protect the site.

Why we use it, and our legal basis

• To open the Free Guides for you. You asked for them, so we rely on our legitimate interest in providing what you requested.
• To send you the ebook by email. You asked for it, so we rely on our legitimate interest in providing what you requested. Untick the box and we don’t send it. Every email has a one click stop link, and carries the List-Unsubscribe header, which lets mail apps such as Gmail show their own unsubscribe button. You can also reply STOP.
• To invite you to our community. Only if you ask: the box on the Free Guides form or the scorecard, the “Yes, invite me” button after you sign up, the short form on the Free Guides or community pages, or a link in one of our emails. The same applies if you ask to hear when the central practice system opens. This is based on your consent. We keep your first name, email, whether you are a dentist or a practice owner and where you asked, so we can build the community around who joins, and we email you the details. The box is optional and starts unticked, and the Free Guides open whether you tick it or not. Stop any time by replying to any of our emails, or by emailing us.
• To send your scorecard result. You asked for it. We only send other emails if you ticked a box for them.
• To send the setup emails after you buy a kit. A short series over the 30 days after purchase, to help you install and use what you bought, and a short email when a kit you bought is updated, so you can download the new version. A few of them also tell you about our paid services, such as The Build Session. We rely on our legitimate interest in helping customers, and for the service mentions on the rules that let a business email its own customers about similar things. Every email after the first tells you how to stop them: reply STOP.
• To reply to your message or your Tell us about your day form, and to prepare your session. Legitimate interest in answering you, and for done for you work, the steps you asked us to take before any contract.
• To deliver a pack, kit, session or done for you work, handle refunds and keep records. To perform our contract with you, and to meet our legal duties on tax and accounts.
• To keep the site working and secure. Legitimate interest. This includes the scorecard answers in our server log, which help us check the scorecard works.

We do not sell your data. We do not use it for automated decisions about you.

Who helps us

These companies process data for us, under contract, and only for the purposes above.

• Supabase, our database provider. It stores your name, email, your choices about the ebook emails and the community, when we sent you the ebook, what you send us through the Tell us about your day form or The Build Session form, any message, and your orders.
• Vercel, which hosts the site and keeps server logs, including the function logs that hold scorecard answers.
• Google (Gmail and Google Workspace), our email provider, which carries the emails we send, including the ebook emails, your scorecard result, the setup emails after a purchase, the emails that bring your Tell us about your day form and your session form to us, and our daily summary of new sign ups.
• Polar, our payment partner, who acts as the seller of record for packs and kits and handles payment, VAT and invoices for them. For these purchases it is also a controller in its own right, under its own privacy notice.
• Stripe, which takes payment for The Build Session and for done for you work paid by card, and keeps the payment record. It is a controller in its own right for the payment, under its own privacy notice.
• Our bank, which receives payment when you pay a service invoice by transfer. The invoice says how to pay.

Some of these providers may store or access data outside the UK. Where they do, they use safeguards approved under UK law, such as the UK addendum to the standard contractual clauses.

Cookies and embedded video

We set one cookie when you fill in the Free Guides form or ask for your scorecard result by email. It remembers that the Free Guides are open for you, so you do not fill the form in again. It lasts a year. We use no advertising cookies.

Videos load from YouTube in privacy enhanced mode, and only when you press play. Once you do, YouTube’s own privacy policy applies.

How long we keep it

• Free Guides sign ups: up to two years, then deleted, or sooner if you ask. If you ticked the community box, those emails stop as soon as you unsubscribe.
• Messages and session forms: up to two years after our last reply, then deleted.
• Scorecard sign ups: up to two years, then deleted, or sooner if you ask. Your scorecard answers are only in our server log, which Vercel keeps for a short period and then deletes. They never go into our database.
• The ebook by email: up to 24 months after we send it, then deleted, or sooner if you ask. Our emails stop the moment you click the stop link.
• Tell us about your day: 24 months, then deleted, or sooner if you ask.
• The community invite list: while you want the invites, then deleted when you ask to stop.
• Purchase records: six years, because tax law requires it.
• Server logs: as long as our hosting provider keeps them, usually a few weeks.

Your rights

Under UK GDPR you can ask us to:

• give you a copy of the data we hold about you
• correct anything that is wrong
• delete your data
• restrict or object to how we use it
• send your data to you or another company in a usable format

Where we rely on consent, you can withdraw it at any time. Email fullarch@drskots.com. We reply within one month. There is no charge.

Complaints

Please tell us first at fullarch@drskots.com and we will try to put it right. You also have the right to complain to the Information Commissioner’s Office, the UK regulator, at ico.org.uk or on 0303 123 1113.

Changes

If we change this notice we will update the date at the top. See also our terms and refund policy.