Privacy — Outreach emails

Scope

This section covers the first-touch outreach emails Async Digital sends to dental clinics — currently a small batch of clinics in and around Cardiff, as part of Speed to Lead introduction work. It does not cover any other product or surface; for those, see the privacy hub.

Why you got the email

You received a first-introduction email because your clinic is one we identified as a likely fit for Speed to Lead. We found your clinic through your own website and verified it as a registered company on Companies House before sending. We did not buy your details from a list provider, and we did not get them from a data broker.

This is what UK data protection law calls an Article 14 disclosure: we are telling you where the data came from because you did not give it to us directly.

What we hold about you

For each clinic on the outreach list:

• Clinic name, as published on the clinic website.
• Practice address, as published.
• One contact email address, as published — we prefer a generic mailbox (info@…, reception@…) where the clinic publishes one. Where no generic mailbox is published we may use a named principal's address.
• Principal's name where the clinic publishes one, used to personalise the greeting.
• Companies House confirmation — the date we checked the legal form of the practice and what we recorded.
• Send date for the email itself.

That is the entire set. We do not hold GDC numbers, NHS contract status, personal phone numbers, social-media handles, financial information, or anything from third-party data brokers.

Lawful basis

The lawful basis under UK GDPR Article 6 is legitimate interests — specifically Async Digital's interest in introducing a relevant supplier to a clinic that may want to evaluate it. Sending unsolicited marketing emails to corporate subscribers is permitted under Regulation 22A of the Privacy and Electronic Communications Regulations (PECR), provided the email identifies the sender and includes a working opt-out mechanism. Both are present in every email we send.

We carried out a Legitimate Interests Assessment before sending the first batch. The headline conclusion: the interest is genuine, the volume is bounded, the impact on a clinic mailbox is low, and the opt-out is one click. The full LIA is held internally; you can request a summary by emailing the contact below.

Clinics that operate as sole traders or unincorporated partnerships are excluded from this email channel entirely — PECR treats those as individual subscribers, and individual subscribers cannot be cold-emailed without prior consent.

How long we keep it

• Outreach list: deleted within 90 days of the send batch unless a clinic responds and asks to continue the conversation. A response moves the clinic onto a different lawful basis (pre-contractual, under Article 6(1)(b)) and the records that go with it.
• Suppression list: if you ask to be removed, we keep the email address on a permanent suppression list so we never email you in error in the future. This is the only purpose for which we retain it after a removal request.

Who else sees the data

At the current scale (small first batch, ≤ 50 clinics), nobody. The list lives in the Async Digital mailbox only. We do not share it with any third party, processor, or affiliate. The first batch is sent 1-to-1 from a named Async Digital mailbox.

If we move to dedicated outreach tooling at a later batch (for example, a managed-send service), we will list the processor here and update the “Last updated” date below before the change ships.

AI processing

We do not feed clinic data through any large language model or AI service to write, score, or sequence the outreach emails. Each email is written by a person. If we change that, this section and the “Last updated” date below will reflect it before any change goes live.

International transfers

The outreach list and the mailbox that sends from it are held in the United Kingdom. Standard email routing means the message itself may transit servers operated by your clinic's email provider in other jurisdictions, but Async Digital does not initiate or rely on any data transfer outside the UK for this activity.

How to be removed

You have an absolute right to object to this processing. Two ways to do it:

1. Use the unsubscribe link in the email. It opens an email draft to info@async-digital.com with the right subject line. Send it — we do not need any other detail.
2. Email the contact below directly. Mention the clinic name (or the email address you want removed) so we can find the right record.

We action removal requests within five working days. Once added to the suppression list, the address will not receive any further outreach from Async Digital.

Who we are

The data controller is:

Async Digital Ltd
167–169 Great Portland Street, London W1W 5PF, United Kingdom
Registered in England & Wales, company number 16950485
Contact: privacy@async-digital.com

If you are asking us to act on your data protection rights, email the address above with enough detail for us to identify the data in question (for example: the clinic name and the email address you received our message at).

Your rights

Under the UK GDPR you have the right to:

• ask what personal data we hold about you (right of access);
• ask us to correct data that is wrong or incomplete (right to rectification);
• ask us to delete data (right to erasure), where we do not have an overriding legal reason to keep it;
• ask us to restrict how we use your data (right to restriction);
• object to our processing (right to object) — for outreach emails, this right is absolute and we will action it on request;
• ask for a copy of data you provided in a portable format (right to data portability), where applicable.

We do not carry out any automated decision-making or profiling that produces legal or similarly significant effects within the meaning of Article 22 UK GDPR.

If you are not satisfied with how we have handled your data, you can complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would appreciate the chance to address any concern first.

Changes we would have to flag

If we extend outreach beyond Cardiff, change channel (for example, SMS or postal mail), introduce dedicated outreach tooling, or start using AI to compose or score outreach emails, we will update this section and the register below before the change ships.

Register of updates

Last updated: 2026-04-28

• 2026-04-28 — Section published.