Legal: Privacy Policy

TempDash — Client Privacy Policy

Version 1.6 — Effective Date: 19 October 2026

This Privacy Policy explains how TempDash Ltd ("TempDash", "we", "us") handles personal data in the course of providing the Platform to dental practices and their authorised users (the "Practice", "you").

1. Who we are

TempDash Ltd (Company No. 17264372) is the Data Controller for the personal data described below. TempDash is a trading name of TempDash Ltd, a company registered in England and Wales.

Registered office: 124 City Rd, London EC1V 2NX Data Protection contact: support@tempdash.app ICO registration number: ZC159507

2. Scope

This Policy applies to data processed when you (a) browse our website, (b) register or operate a Practice account on the Platform, (c) post or manage shifts, (d) communicate with TempDash support, and (e) make or receive payments via the Platform. It is written to comply with the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations ("PECR").

This Policy concerns B2B personal data (data about individuals at the Practice — principals, managers, account administrators). It does not cover patient clinical data, which remains under the Practice's controllership.

3. The data we collect

3.1 Practice & business identifiers

Practice trading name, registered legal entity, Companies House number, CQC registration, ICO registration, GDC reference numbers (where collected for matching), VAT number, registered office and operating addresses.

3.2 Authorised-user data

Names, business email addresses, business mobile numbers, role within the Practice (e.g. Principal, Practice Manager), the secure sign-in details that keep you logged in, and login activity.

3.3 Shift, scheduling & operational data

Shifts posted, agreed rates, role specifications, accept/decline outcomes, timesheets, dispute history, ratings of Workers, internal notes.

3.4 Payment & financial data

We do not store full bank or card details. Your bank, card and identity-check information is held securely by our regulated payment provider, Stripe Payments Europe, Limited ("Stripe"), under their own responsibility for payment-services purposes. We keep only a reference to your Stripe customer record, a summary of your saved payment method (last-4, card brand, Direct Debit mandate status), invoice and remittance details, and a record of platform fees charged.

3.5 Communications

Messages exchanged with TempDash support, in-app chat with Workers (limited to shift coordination), notes attached to disputes, emails to/from us, and the content of, and (where recording is enabled, with notice) the audio recordings, transcripts and notes of, telephone calls we place to your authorised users or that they make to us.

If our support team needs a document to resolve something you have asked about (for example a bank statement or proof of address), they ask for it by name in the support chat and you upload it there. We use it only for that request. Our team then either keeps it with the workplace's account records or deletes it; see clause 8.

3.6 Device, technical & usage data

IP address, browser type and OS, device fingerprint, app version, log files, crash diagnostics, and in-app session activity.

3.7 Marketing engagement

Your marketing preferences: whether you left the Stay up to date box ticked when you signed up or unticked it, any later change, when, and the wording you were shown. We do not track whether you open or click our emails.

We do not process special-category data of Practice users in the ordinary course. Where you upload occasional CQC, registration, or compliance documents containing such data, we treat them as confidential and process them only for the purpose of provisioning the account.

4. How we collect it

Directly from you on registration and during use of the Platform; from Companies House and the GDC where look-ups are required; from Stripe in respect of payment status; from Workers in respect of shift outcomes and ratings; automatically from your device when you use the Platform.

5. Lawful basis for processing (Article 6 UK GDPR)

• Creating and operating the Practice account — Performance of contract (Art. 6(1)(b)).
• Posting shifts and matching with Workers — Performance of contract.
• Processing payments via Stripe — Performance of contract; Legal obligation (financial-record-keeping, AML).
• Verifying business identity / Companies House look-up / KYC — Legal obligation (Money Laundering Regulations 2017); Legitimate interests (fraud prevention).
• Reliability scoring, ratings, dispute resolution — Legitimate interests (fairness and platform safety).
• Service notifications (transactional emails, in-app messages) — Performance of contract / Legitimate interests.
• Finding and fixing faults in the App — crash diagnostics (clause 3.6): when the App stops working, the error and the screen it was on, the App version, the type of device and its operating system, when it happened and which user was signed in — Legitimate interests (Art. 6(1)(f)) in keeping the App working and fixing what goes wrong. The App sends these to us automatically the next time it opens. We remove email addresses, phone numbers, sign in codes and similar details before we keep them, and we never include anything typed into the App. You can object to processing based on legitimate interests (clause 9).
• Signing up on our website — the name and email given at tempdash.app/signup — Legitimate interests (Art. 6(1)(f)) in helping you finish the sign up you started: a code to confirm the address, a welcome, and reminders to finish, each with a link to stop them.
• Accepting an invite on our website — the mobile number you enter at tempdash.app/join, the invite code and when you entered it — Legitimate interests (Art. 6(1)(f)) in linking the invite to you and paying the referral reward, and for the reminders the "soft opt-in" in regulation 22 of PECR. We text you the app link, then at most two reminders before the invite runs out while you have not signed up. Every text has a link to stop them, which works at once and for good. We keep the number encrypted and as a one way scrambled version. If you do not sign up we delete it when the invite runs out, and for a number that asked us to stop we keep only the scrambled version, so that we never text it again. To check that a referral is genuine we compare your email address and mobile number with our earlier records. We never tell the person who invited you anything about your number.
• Marketing emails (news and offers about TempDash) — Legitimate interests (Art. 6(1)(f)), relying on the "soft opt-in" in regulation 22 of PECR, which lets us email you about our own similar services when you have signed up with us. When you sign up, a box reading "Stay up to date with TempDash product updates and offers" is already ticked, and you can untick it to say no. You can also say no at any time with the unsubscribe link in every marketing email (or your email app's own unsubscribe button). Saying no stops our marketing and our sign up and setup reminders to that address. Emails about your workplace account, shifts, timesheets and payments still arrive.
• Defending legal claims; regulatory enquiries; tax records — Legal obligation / Legitimate interests.

LIAs for the legitimate-interests items above are documented internally and available on request.

6. Who we share your data with

We share personal data only with the following categories of recipient, under written contracts containing UK GDPR-compliant safeguards:

• Workers — to coordinate the shift, including the Practice trading name, address, role contact details, and post-shift ratings.
• Stripe Payments Europe, Ltd — payments, identity checks, payouts and billing.
• Companies House, the GDC and the CQC — public-register checks (one-way reads).
• Secure cloud hosting & infrastructure providers — to store and process your information safely.
• Communications providers — to send our text messages, app notifications and emails, and to place, carry and (where enabled) record our support and worker–practice phone calls.
• Analytics & error-monitoring providers — to diagnose and fix problems.
• Professional advisors — legal, accounting, audit.
• Regulators and law enforcement — where lawfully compelled or strictly necessary to prevent fraud or safeguarding harm.

We do not sell personal data.

7. International transfers

Where any recipient processes data outside the UK, we rely on (a) UK adequacy regulations, (b) the UK International Data Transfer Agreement, or (c) the EU Standard Contractual Clauses with the UK Addendum, supplemented by a transfer risk assessment.

8. How long we keep it

• Workplace account and profile — while the account is active + 6 years after closure.
• An individual authorised user's own details — name, email, notification token and two step sign in details are deleted when that person is removed from the workplace or closes their own account. What they did on the workplace's behalf, such as shifts they posted, timesheets they approved and messages they sent, stays as the workplace's business record for the periods below, with their personal details removed from it.
• Shift, timesheet, rating and dispute records — 6 years from settlement or resolution (limitation period for contractual claims, Limitation Act 1980 s.5).
• Payment and tax records — 6 years (corporation tax records, Finance Act 1998 Sch 18 para 21; VAT records, Value Added Tax Act 1994 Sch 11 para 6).
• Anti money laundering records, including business verification evidence — 5 years from the end of our business relationship, after which the Money Laundering Regulations 2017 reg. 40(5) require us to delete them, unless another law or live legal proceedings require otherwise. Personal details of directors and beneficial owners collected for that purpose are deleted at the end of that period even where the workplace record itself is kept for six.
• Devices and sign in records — device and session records for each authorised user, including the approximate location of a sign in, while the device is signed in and up to 12 months after it is signed out or blocked. Two step sign in settings and recovery codes are deleted when the user is removed.
• Support communications — 3 years from last contact.
• Documents you send through a support chat. Anything our team does not keep is deleted 48 hours after the support request is resolved, or 30 days after it was sent if the request is still open by then. A document our team keeps is held with the workplace's account records, for our team only, for as long as the workplace account and profile above.
• Website sign ups, marketing preferences and opt outs — while you are active with us. Activity means something you did that we record, such as signing up on our website, confirming your email there, or registering. We do not track whether you open or click our emails. After 3 years with no activity we delete a website sign up that never became an account. If you unsubscribe or ask us to stop, we delete the marketing record and keep only a one way scrambled version of the email address, which cannot be read back into an address and exists solely so that we do not email it again. We keep that scrambled version indefinitely, and we keep one for an opt out that reaches the 3 year point too.
• Cookie / device logs — 12 months.
• Crash diagnostics (clause 3.6) — 12 months from the crash, and deleted when the user's account closes.
• Our record of how we handled a deletion request — 6 years. It records what was done and never contains what was deleted.

After the retention period, data is deleted or irreversibly anonymised.

8A. Closing an account

Two different things, with different consequences, and it is worth being clear which one is being asked for.

Removing an authorised user ends that person's access. Their own details are deleted as set out in clause 8. The workplace account, its shifts, its billing and its records are unaffected, because those are the workplace's and not the individual's. An individual can ask us to delete their personal details whether or not the workplace account continues.

Closing the workplace account is a commercial termination under clause 13.2 of the Terms of Business and follows the notice and final settlement set out there. We cannot close a workplace account while a shift is booked or unsettled, while a timesheet is still being agreed, or while an amount is outstanding in either direction.

Where the last remaining owner of an organisation asks to close their own account, we will ask for ownership to be transferred to another authorised person or for the workplace account to be closed as well, because an organisation cannot be left with live shifts, a balance and nobody with authority. That does not hold up the deletion of their own personal details.

An individual can delete their own account in the TempDash Business app, or ask us to on our website (https://tempdash.app/delete-account), which sets out what we delete and what we keep.

What we cannot delete, and why

The right to erasure is not absolute. UK GDPR Art 17(3) allows us to keep information where we need it to comply with a legal obligation, or to establish, exercise or defend a legal claim. Where we rely on that we will say which information, on what basis, and until when. In practice that is the payment, tax, anti money laundering, contract and dispute records listed in clause 8, and the identity evidence gathered when verifying the business.

Messages sent on the workplace's behalf stay in the other person's chat with the sender's personal details removed, for the same reason they do on the worker side: that chat is the other person's record of a conversation they took part in, and it is often the only record of what was agreed about a shift.

Our payment provider

Stripe holds identity, bank and payment information as a controller for the payment services it provides and for its own legal obligations, and retains it on its own schedule. We cannot delete it. If you want that information erased you have to ask Stripe directly, and we will give you the details you need to do so.

Telling other people, and backups

Where we have shared information with someone else we will tell them about a deletion, unless that proves impossible or would take disproportionate effort, and you can ask us who those recipients were. Deleted information can remain in our secure backups for a period after it is deleted from the live service. While it is there we do not use it for any purpose and nobody outside TempDash has access to it. It is removed on the normal backup cycle, and if we ever restore from a backup we re-apply every deletion before the restored system is used again.

9. Your rights

Subject to UK GDPR exemptions, individuals at the Practice have the right to:

• access their data and obtain a copy;
• rectify inaccurate data;
• erase data ("right to be forgotten") where legal grounds exist;
• restrict or object to processing in certain circumstances;
• portability for data they provided where processing is on contract or consent;
• withdraw consent at any time without affecting prior lawful processing;
• complain to the ICO (https://ico.org.uk/).

To exercise any right, email support@tempdash.app. We will respond within one calendar month. Where a request is complex or there are several of them we may extend that by up to two further months, and we will tell you inside the first month if we do. If we refuse a request, in whole or in part, we will tell you why, and you can complain to the Information Commissioner's Office at https://ico.org.uk/ or seek a remedy through the courts.

10. Security

We protect your information with strong, industry-standard security — including encryption, strict access controls, and regular independent testing. Our payment partner maintains its own audited security programme. Despite our controls, no transmission over the Internet is ever 100% secure; you are responsible for keeping your account login details confidential and for restricting Practice-account access to authorised users only.

11. Cookies & similar technologies

Our website uses strictly necessary cookies, and (with your consent) first-party analytics. We place no non-essential cookies or storage until you consent, and you can change or withdraw your choice at any time via the Cookie settings link in our website footer. Full details are in our Cookie Notice at /legal/cookies

12. Changes to this Policy

We may update this Policy from time to time. Material changes will be notified by in-app notice or to your registered email at least fourteen (14) days before taking effect.

13. How to contact us

Email: support@tempdash.app Post: Data Protection, TempDash Ltd, 124 City Rd, London EC1V 2NX ICO: https://ico.org.uk · 0303 123 1113