Privacy Policy
Last updated: 08-01-2026
1. Who we are
This website is operated by Oceanhouse Solutions Ltd (“we”, “us”, “our”), a company registered in England and Wales under company number 16731221.
Registered office address: 71-75 Shelton Street, London, England, WC2H 9JQ
Email: info@oceanhouse.ai
Phone: +44 7367 016329
We provide marketing and automation services to UK dental practices and other businesses.
We are a Data Controller for personal data we collect about visitors to this website and dentists / business contacts who interact with us. When we handle patient enquiry data on behalf of our dental clients, we act as a Data Processor; in that case, the clinic is the Data Controller.
2. Personal data we collect
We may collect and process the following types of personal data:
When you contact us or request a call:
Name
Email address
Phone number
Practice / business name
Website name
Role or job title
Any information you choose to include in messages or form fields
Website usage data:
IP address
Browser type and version
Pages visited and time spent
Referring websites or campaigns (e.g. UTM parameters)
Device and technical information
Communication data:
Emails you send us and our replies
SMS or WhatsApp messages to our business numbers
Call logs and, if applicable, call recordings with our team
For patient enquiries handled on behalf of clinics (processor role):
Name, contact details, preferred appointment times
Interest in clear aligner or other dental services
Basic suitability / screening answers (non‑clinical where possible)
Appointment status (booked, rescheduled, cancelled, attended/no‑show)
For patient data, please see section 7.
3. How we use your personal data (and legal bases)
We use your personal data for the following purposes:
To respond to enquiries and provide our services
To respond when you contact us via forms, email, phone or social media
To schedule and run discovery/ clear aligner growth calls
Legal basis: performance of a contract or steps taken at your request before entering a contract; and legitimate interests in running our business
To send you relevant B2B marketing
To send dentists and business contacts information about our services, content, and offers that may be relevant to them
Legal basis: legitimate interests (B2B marketing to existing or likely business customers). You can opt out at any time.
To improve our website and services
To analyse how visitors use our website and campaigns
To test and improve our funnels and content
Legal basis: legitimate interests in improving and promoting our services
To comply with legal obligations and defend our rights
To keep appropriate records for tax, accounting, and regulatory purposes
To handle complaints, disputes, or legal claims
Legal bases: legal obligation, legitimate interests
4. How we collect your data
We collect data:
Directly from you when you fill out a form, book a call, email us, message us, or speak with us
Automatically via cookies and similar technologies when you use our website
From marketing platforms (e.g. Meta) when you respond to our ads and submit lead forms
When we act as a processor for a clinic, we receive patient enquiry data from:
Forms and funnels we set up for that clinic
Call and message interactions through our integrated systems
The clinic’s own systems where integrated
5. Who we share your data with
We use a small number of trusted service providers (“processors”) to help us run our business and deliver services. These include:
GoHighLevel – CRM and marketing automation platform
Retell AI – AI voice calling platform
Telnyx – telephony provider / SIP trunking
Sympana Connector – connector between GoHighLevel and Retell
Email, calendar, analytics and hosting providers
These providers only process your data on our instructions and are bound by data protection terms.
We may also share your data where:
Required by law, regulation, or court order
Necessary to establish, exercise or defend legal claims
We sell or transfer part of our business (your data may be transferred as part of that transaction)
We do not sell your personal data.
6. International transfers
Some of our service providers may process personal data outside the UK/EEA (for example, in the United States).
Where this occurs, we ensure appropriate safeguards are in place, such as:
UK / EU Standard Contractual Clauses, or
Other transfer mechanisms recognised by UK data protection law.
You can contact us if you would like more information about these safeguards.
7. Patient data we process on behalf of clinics
When we handle patient enquiries and appointment data for a dental clinic:
The clinic is the Data Controller.
We act as a Data Processor, using tools such as GoHighLevel, Retell AI, Telnyx and Sympana Connector on their behalf.
We process patient data to:
Capture enquiries submitted via ads, forms and landing pages
Contact patients (by phone, SMS, email) to answer basic questions, qualify interest, and book or reschedule consultations
Send reminders and follow‑ups about booked appointments
Provide performance reporting to the clinic
We do not provide clinical advice or make clinical decisions. Any health‑related information is used only to support booking and managing appointments.
For information about how your data is used in that context, and your rights, please refer to the privacy notice of the clinic you enquired with. If you contact us directly about your data and we are only a processor, we will pass your request to the relevant clinic.
8. How long we keep your data
We retain personal data only for as long as necessary for the purposes set out in this policy, including:
Enquiry and contact data: typically up to 2 years from last meaningful contact, unless you ask us to delete it sooner or we need to keep it longer for legal reasons
Website analytics data: in line with our analytics provider’s default retention periods
Patient data processed for clinics: in line with the instructions of each clinic and our agreements with them
We may keep some information longer where required for legal, accounting or regulatory purposes.
9. Your rights
Under UK data protection law, you have the following rights in relation to your personal data we control:
Right of access – to obtain a copy of your personal data
Right to rectification – to correct inaccurate or incomplete data
Right to erasure – to ask us to delete your data in certain circumstances
Right to restriction – to ask us to restrict processing in certain circumstances
Right to data portability – to receive your data in a structured, commonly used format and have it transmitted to another controller where technically feasible
Right to object – to object to processing based on legitimate interests, including B2B marketing
You can exercise these rights by contacting us at info@oceanhouse.ai. We may need to verify your identity before acting on your request.
If we are processing your data on behalf of a clinic (as a processor), we may need to forward your request to that clinic to handle.
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you are unhappy with how we use your data: ico.org.uk.
10. Marketing communications
If you are a dental professional or business contact, we may send you information about our services that we believe may be relevant to you, based on our legitimate interests in B2B marketing.
You can opt out at any time by:
Clicking the “unsubscribe” link in our emails, or
Replying “STOP” to SMS, or
Contacting us at info@oceanhouse.ai.
We will then stop sending you marketing communications, though we may still contact you about services you are receiving or other non‑marketing matters.
11. Security
We take reasonable technical and organisational measures to protect personal data, including:
Encrypted connections (HTTPS) on our website and core systems
Use of reputable, security‑conscious service providers
Access controls and role‑based permissions
Multi‑factor authentication on key systems
Regular review of user access and credentials
However, no method of transmission or storage is completely secure. We cannot guarantee absolute security of your data.
12. Changes to this policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website and will show the date it was last updated.
Cookie Policy
Last updated: 10/06/26
1. About this policy
This Cookie Policy explains how Oceanhouse Solutions Ltd (“we”, “us”, “our”) uses cookies and similar technologies on our website and funnels.
For more information about how we use personal data, please see our [Privacy Policy].
2. What are cookies?
Cookies are small text files stored on your device (computer, phone, tablet) when you visit a website. They help the site work properly and can also be used to remember your preferences or understand how you use the site.
We also use similar technologies (such as pixels and local storage) which work in a similar way. In this policy, we refer to all of these as “cookies”.
3. Types of cookies we use
We use the following types of cookies:
a) Strictly necessary cookies
These cookies are essential to make our website and funnels work. They enable core features such as:
Page navigation
Form submissions
Keeping track of your booking or enquiry as you move between pages
You cannot opt out of these cookies, as the site will not function properly without them. They do not store personal information for marketing purposes.
b) Analytics / performance cookies (non‑essential)
These help us understand how visitors use our website and funnels so we can improve them, for example:
Which pages are visited
How long people stay on a page
Which campaigns bring visitors to the site
We may use tools such as Google Analytics or similar services for this purpose.
These cookies are not essential for the site to work. We will only use them with your consent where required, and you can withdraw consent at any time.
c) Advertising / tracking cookies (non‑essential)
These are used to:
Measure the performance of our ads (for example, Meta/Facebook pixel)
Build audiences for advertising (for example, showing relevant ads to people who visited our site)
These cookies help us understand which ads are effective and avoid wasting budget on irrelevant advertising.
These cookies are not essential. We only use them with your consent where required.
4. Cookies on our funnels (GoHighLevel pages)
Some of our forms and booking pages are hosted on third‑party platforms (such as GoHighLevel). Those platforms may use their own cookies to:
Keep the forms and booking flows working correctly
Provide basic analytics on funnel performance
Where possible, we configure these tools to use only what is necessary. For more information, you can also refer to the privacy/cookie information provided by those platforms.
5. Your choices
On our main website, you may see a cookie banner when you first visit. You can:
Accept all cookies, or
Choose to accept only essential cookies (and disable analytics/advertising cookies).
You can also control cookies through your browser settings. Most browsers let you:
View which cookies are set
Delete cookies
Block some or all cookies from specific sites
If you block or delete cookies, some features of our website and funnels may not work properly.
For more information about cookies generally, you can visit www.allaboutcookies.org (not affiliated with us).
6. Changes to this policy
We may update this Cookie Policy from time to time, for example if we start using new cookies or tools. The “Last updated” date at the top will show when it was last changed.
14. Contact us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact:
Oceanhouse Solutions Ltd
Email: info@oceanhouse.ai
Phone: +44 7367 016329
Address: 71-75 Shelton Street, London, England, WC2H 9JQ