Privacy and Cookie Policy
Introduction
Welcome to the Dentistry at 388’s privacy notice. Dentistry at 388 respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
This privacy notice is provided in a layered format, so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.
Contents Introduction
- Important information and who we are 1.2 Purpose of this privacy notice 1.3 Controller 1.4 Contact details 1.5 Changes to the privacy notice and your duty to inform us of changes 1.6 Third-party links
- The data we collect about you 2.2 If you fail to provide personal data
- How is your personal data collected?
- How we use your personal data 4.2 Purposes for which we will use your personal data 4.3 Marketing 4.4 Promotional offers from us 4.5 Third-party marketing 4.6 Opting out 4.7 Cookies 4.8 Change of purpose
- Disclosures of your personal data
- International transfers
- Data security
- Data retention 8.2 How long will you use my personal data for?
- Your legal rights 9.2 No fee usually required 9.3 What we may need from you 9.4 Time limit to respond
- Glossary 10.2 Lawful basis 10.3 Third parties
- Your legal rights
- Cookies notice
1. Important information and who we are
1.2 Purpose of this privacy notice
This privacy notice aims to give you information on how Dentistry at 388 collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up for our services or request information about our dental services.
This website is not intended for children, and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
1.3 Controller
Dentistry at 388 is the controller and responsible for your personal data (collectively referred to as [“COMPANY”], “we”, “us” or “our” in this privacy notice).
If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out below.
1.4 Contact details
Our full details are: Full name of legal entity: Dentistry at 388 Email address: info@dentistryat388.com Postal address: Dentistry at 388, Dentistry at 388, 388 Field End Rd, Ruislip HA4 9PG
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
1.5 Changes to the privacy notice and your duty to inform us of changes
This version was last updated on 13th February 2024.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
1.6 Third-party links
The Dentistry at 388 website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store, and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity data: includes first name, last name, username or similar identifier, title, and job title.
- Contact data: includes postal address, email address, and telephone numbers.
- Technical data: includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website.
- Profile data: includes your interests, preferences, feedback, and survey responses.
- Usage data: includes information about how you use our website, products, and services.
- Marketing and communications data: includes your preferences in receiving marketing from us.
We also collect, use, and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.
We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
2.2 If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with dental services). In this case, we may have to cancel an appointment or service you have with us, but we will notify you if this is the case at the time.
3. How is your personal data collected?
We collect personal data about you through various methods, including:
Direct interactions: You may provide us with your identity and contact data by filling in forms on our website, by corresponding with us by post, phone, email, or otherwise. This includes personal data you provide when you schedule an appointment, make an inquiry, or provide feedback.
Automated technologies or interactions: As you interact with our website, we may automatically collect technical data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies and similar technologies. Please see our Cookies Notice for more information.
Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources, such as:
- Technical data from analytics providers and advertising networks.
- Identity and contact data from data brokers or aggregators.
- Identity and contact data from publicly available sources such as directories and social media platforms.
4. How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email, text message, or postage. You have the right to withdraw consent to marketing at any time by contacting us.
4.2 Purposes for which we will use your personal data
We have outlined below the specific purposes for which we plan to use your personal data and the legal bases we rely on to do so:
| Purpose/Activity | Type of Data | Lawful Basis for Processing |
|---|---|---|
| To register you as a new patient | (a) Identity, (b) Contact | Performance of a contract with you |
| To manage our relationship with you, including notifying you about changes to our terms or privacy policy, and asking you to leave a review or take a survey | (a) Identity, (b) Contact, (c) Profile, (d) Marketing and Communications | Performance of a contract with you, Necessary to comply with a legal obligation, Necessary for our legitimate interests (to keep our records updated and to study how patients use our services) |
| To administer and protect our business and our website, including troubleshooting, data analysis, testing, system maintenance, support, reporting, and hosting of data | (a) Identity, (b) Contact, (c) Technical | Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud, and in the context of a business reorganization or group restructuring exercise), Necessary to comply with a legal obligation |
| To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you | (a) Identity, (b) Contact, (c) Profile, (d) Usage, (e) Marketing and Communications, (f) Technical | Necessary for our legitimate interests (to study how patients use our services, to develop them, to grow our business, and to inform our marketing strategy) |
| To use data analytics to improve our website, products/services, marketing, customer relationships, and experiences | (a) Technical, (b) Usage | Necessary for our legitimate interests (to define types of patients for our services, to keep our website updated and relevant, to develop our business, and to inform our marketing strategy) |
| To make suggestions and recommendations to you about goods or services that may be of interest to you | (a) Identity, (b) Contact, (c) Technical, (d) Usage, (e) Profile | Necessary for our legitimate interests (to develop our services and grow our business) |
4.3 Marketing
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You will receive marketing communications from us if you have requested information from us or if you provided us with your details when you subscribe to our newsletter or opt-in for marketing communications. You can opt out of receiving marketing messages from us at any time by contacting us or using the opt-out links provided in our marketing communications.
4. How we use your personal data (continued)
4.4 Promotional offers from us
We may use your identity, contact, technical, usage, and profile data to determine what products, services, and offers may be relevant to you. This helps us tailor our promotional offers and recommendations to better suit your preferences and needs.
4.5 Third-party marketing
We will obtain your express opt-in consent before sharing your personal data with any third-party company for marketing purposes. Your personal data will not be shared with external parties for marketing without your explicit consent.
4.6 Opting out
You have the right to request that we stop sending you marketing messages at any time. You can do this by clicking the unsubscribe link in any marketing email we send you or by contacting us directly. Once you opt out of receiving marketing communications, we will honor your request promptly.
4.7 Cookies
Our website uses cookies to enhance your browsing experience. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. Please note that disabling cookies may affect the functionality of our website. For more information about the cookies we use and how to manage them, please refer to our Cookies Notice.
4.8 Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the law, as described above.
8. Data retention
We will retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. The retention period will be determined based on factors such as the nature of the data, the purposes for which it was processed, and any legal obligations we may have.
If you would like further information regarding the specific retention periods for your personal data, please contact us.
9. Your legal rights
Under data protection laws, you have certain rights regarding your personal data. These rights include:
Right of access: You have the right to request access to the personal data we hold about you.
Right to rectification: You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
Right to erasure: You have the right to request deletion of your personal data under certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected.
Right to object: You have the right to object to the processing of your personal data under certain circumstances, such as when we are relying on legitimate interests as the legal basis for processing.
Right to restrict processing: You have the right to request restriction of processing of your personal data under certain circumstances, such as when you contest the accuracy of the data.
Right to data portability: You have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format, and to transmit that data to another data controller.
Right to withdraw consent: If we rely on your consent to process your personal data, you have the right to withdraw that consent at any time.
To exercise any of these rights, please contact us using the contact details provided in this privacy notice. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data.
10. Glossary
Please refer to the glossary section provided earlier in this privacy notice for definitions of key terms used throughout this document.
If you have any questions or concerns about how we handle your personal data, or if you would like to exercise your rights, please contact us using the contact information provided.
Thank you for taking the time to read our privacy notice. We are committed to protecting your privacy and safeguarding your personal data.
5. Disclosures of your personal data
We may need to share your personal data with certain parties for the purposes outlined in this privacy notice. These parties may include:
Internal third parties: Other companies within our organization who provide support services, including administration and reporting.
External third parties: Service providers acting as processors who provide IT and system administration services, professional advisers such as lawyers and auditors, regulatory bodies, and authorities.
Third parties in the event of a business transfer: In the event of a merger, acquisition, or other corporate restructuring, we may disclose personal data to prospective or actual buyers, sellers, or other third parties involved in the transaction.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. International transfers
We may transfer your personal data outside the European Economic Area (EEA) for the purposes outlined in this privacy notice. When we do so, we ensure that appropriate safeguards are in place to protect your personal data, such as using standard contractual clauses approved by the European Commission or ensuring that the recipient is Privacy Shield certified.
If you would like further information on the specific safeguards applied to the international transfer of your personal data, please contact us.
7. Data security
We take the security of your personal data seriously and have implemented appropriate technical and organizational measures to protect it from unauthorized access, use, alteration, or disclosure. We limit access to your personal data to authorized personnel who have a legitimate need to access it. We also have procedures in place to deal with any suspected data breaches and will notify you and any applicable regulator of a breach when legally required to do so.
8. Data retention
We will retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. The retention period will be determined based on factors such as the nature of the data, the purposes for which it was processed, and any legal obligations we may have.
If you would like further information regarding the specific retention periods for your personal data, please contact us.
9.2 No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
9.3 What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
9.4 Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
10. Glossary
10.2 Lawful basis
- Legitimate interest: Means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us at Info@dentistry388.com.
- Performance of contract: Means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
- Comply with a legal or regulatory obligation: Means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
10.3 Third parties
- Internal third parties: Other companies who are acting as joint controllers or processors, who are based in the EU and administration services and undertake reporting.
- External third parties:
- Service providers acting as processors based in the United Kingdom who provide IT and system administration services.
- Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors, and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance, and accounting services.
- HM Revenue & Customs, regulators, and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
11. Your legal rights
You have the right to:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing, where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise, or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
12. Cookies notice
This Cookies notice applies to our website Info@dentistry388.com, all branded pages on third-party platforms, and applications accessed or used through such websites or third-party platforms (the “Sites”), which are operated by or on behalf of Dentistry at 388 (“we”, “us”, “our”).
What is a cookie? A cookie is a small text file stored by your web browser on your computer or mobile device. Some cookies are essential for the Sites to work and help us provide you with relevant information. They also allow us to recognise your computer (but not specifically who is using it) when you access our Sites and to improve the usability and performance of our Sites.
What do we use cookies for? We use cookies to compile anonymous, aggregated statistics that allow us to understand how people use our sites and to help us improve their structure and content. We cannot identify you personally from this information.
| Cookie Name/Title | Purpose |
|---|---|
| Google Analytics (__utma,__utmb, __utmc, __utmz) | Google set a number of cookies on pages which include a Google Map. These cookies measure the number and behavior of Google Maps users. |
| Google Maps (SID, SAPISID, APISID, SSID, HSID, NID, PREF) | These cookies are used to collect information about how visitors use our Sites. The information includes the time of the current visit, whether you have been to the Site before and what website referred you here. We use this information to estimate our audience size and usage pattern so that we can improve our Sites by understanding how people use them. Click here for further information from Google on Google Analytics and your privacy. |