Privacy &
Data Protection

The data controller for personal data collected through this FlowNexa lead qualification form is:

FlowNexa is a technology service that provides AI-powered lead capture and qualification infrastructure for professional services firms. It does not itself provide Private Dental Services services. All professional advice and services are provided by the qualified dental practice or dentist to whom your enquiry is routed.

This policy applies solely to data collected through the Private Dental Services lead qualification form. If you have accessed FlowNexa through a different professional services vertical, a separate privacy policy applies to that vertical.

When you complete the FlowNexa qualification form on the Private Dental Services vertical, we collect the following categories of personal data:

Identity and Contact Data:

• Full name
• Phone number
• Email address
• Postcode or general location

Professional and Situational Data:

• dental treatment preferences, appointment scheduling information, current dentist registration status, treatment history context, urgency indicators, and general health-related preferences relating to dental care

Consent and Compliance Data:

• GDPR consent flag (Yes/No) with timestamp
• Submission timestamp in ISO 8601 format
• Lead score and classification (Hot/Warm/Cold)
• Vertical identifier for internal routing

We process your personal data under the following lawful basis as defined by UK GDPR:

By ticking the consent checkbox on the lead qualification form, you provide explicit consent for your data to be collected, processed, and shared with the relevant qualified dental practice or dentist for the sole purpose of reviewing your enquiry and contacting you.

You have the right to withdraw your consent at any time by contacting us at hello@flownexa.io. Withdrawal of consent does not affect the lawfulness of processing that occurred prior to withdrawal.

Your personal data is collected and processed for the following specific purposes only:

• Qualifying your enquiry using our AI scoring engine to classify it as Hot, Warm, or Cold based on urgency, case type, and relevant professional criteria
• Routing your structured enquiry to the relevant qualified dental practice or dentist in your local area
• Storing your lead record in AWS DynamoDB for the qualified dental practice or dentist's reference and follow-up
• Syncing your enquiry to the qualified dental practice or dentist's private Google Sheet dashboard
• Dispatching a transactional SES email alert to the qualified dental practice or dentist containing your structured enquiry summary

We do not use your data for marketing purposes, profiling, automated decision-making with legal effects, or any purpose other than those stated above.

Your personal data is stored and processed on the following infrastructure, all located within the United Kingdom or European Economic Area:

• AWS DynamoDB — EU-West-2 (London) region. Encrypted at rest using AWS-managed encryption keys. Access restricted to the FlowNexa Lambda execution role via IAM policies.
• AWS Lambda — EU-West-2 (London) region. Serverless execution environment — data is not persisted within the Lambda function beyond the execution context.
• AWS SES — EU-West-2 (London) region. Transactional email dispatch only — email content is not stored by FlowNexa beyond dispatch confirmation.
• AWS Amplify — EU-West-2 (London) region. CDN delivery of the lead capture page. No personal data is stored at the Amplify layer.
• Google Sheets — Accessed via Google Apps Script API. The qualified dental practice or dentist's private Google Sheet is controlled by the professional and subject to Google's privacy policy and your data sharing consent.

All data in transit is encrypted using TLS 1.3. All API endpoints are served over HTTPS with valid SSL certificates. CORS is configured to allow requests only from authorised FlowNexa domains.

Your personal data is shared only with the following parties, solely for the purpose of fulfilling your enquiry:

• The qualified dental practice or dentist — Your structured enquiry, lead score, and contact details are shared with the relevant qualified dental practice or dentist in your local area via email alert and Google Sheets access. This professional is the intended recipient of your enquiry.
• Amazon Web Services (AWS) — As our infrastructure provider, AWS processes data on our behalf as a data processor. AWS is bound by their Data Processing Agreement and GDPR-compliant terms. All processing occurs in the EU-West-2 (London) region.
• Google (Sheets/Apps Script) — As a data processor for the sheet sync function. The relevant Google Workspace terms and data processing agreements apply.

We do not share your data with any other third parties, affiliates, marketing companies, or data brokers.

Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the following rights regarding your personal data:

To exercise any of the above rights, contact us at hello@flownexa.io with the subject line "Data Subject Request." We will acknowledge your request within 72 hours and fulfil it within 30 days.

FlowNexa uses an automated scoring algorithm to classify your enquiry as Hot, Warm, or Cold based on your form responses. This classification determines the priority with which the qualified dental practice or dentist is alerted to your enquiry.

This automated classification does not produce legal effects or significantly affect you — it is a routing and prioritisation tool only. The qualified dental practice or dentist makes all professional judgements independently after reviewing your full enquiry details.

The FlowNexa Private Dental Services lead qualification page does not use cookies, tracking pixels, session storage, or any client-side tracking technology beyond the form submission itself.

No analytics, advertising, or retargeting cookies are placed on your device when you visit or use the FlowNexa qualification form.

For any queries relating to this privacy policy, your personal data, or to exercise your data subject rights:

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

This privacy policy was last updated in July 2026. We may update this policy from time to time to reflect changes in our data processing practices, legal requirements, or operational changes. The current version is always available at flownexa.io/privacy-dental.html.

Material changes to this policy will be communicated via email to any party whose data we hold, prior to those changes taking effect.