Who are we?
We are Practice Enterprises Limited. Our company registration number is 05098852 and our postal address and registered office address is MacMillan Building, Parcel Terrace, Derby, DE1 1LY.
For the purposes of relevant data protection laws we are the “data controller” in relation to personal data that we hold about you. This means that we are responsible for the safekeeping of that data and we decide how that data is to be obtained, handled, retained and destroyed.
This policy 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. If you have any queries about this policy, how your data is handled or if you wish to obtain a copy of your personal data please contact James Rice, marketing executive, telephone: 01332 227694, email: firstname.lastname@example.org
What is Professional Dentistry?
Professional Dentistry is a network of dentists, dental professionals and providers of goods and services into the dentistry market. We sit in the middle of that network and it is our aim to ensure the best value for all members of the network. This means that we try to ensure that dentists are given access to quality providers of services and goods whilst those providers of services and goods are given access to the dental market.
The intention is to keep our costs and those of our fellow providers down to a minimum but this does mean that information (including personal data) must flow freely between our dental customers, us and our suppliers.
This website is not intended for children and we do not knowingly collect data relating to children.
What information do 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 follows:
- Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
- Contact Data includes billing address, delivery address, email address and telephone numbers.
- Financial Data includes bank account and payment card details.
- Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
- 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 this website.
- Profile Data includes your username and password, orders made by you, 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 and our third parties and your communication preferences.
If you apply for a job with us we will collect the Identity Data contained in our application form and that form details the purposes for which we will use this information and how long we will keep it for.
If you are a business contact of ours (including a contact at a dentistry practice) we will collect your Identity Data (name, email address and telephone number) and Contact Data.
If you are a potential delegate at one of our events we will collect your Identity Data (name, email address and telephone number).
If you are a booked delegate at one of our events or an attendee of one of these events we will collect your Identity Data (name, email address and telephone number).
If you are an advertiser or we identify you as a potential advertiser then we will collect your Identity Data (name, email address and telephone number) and Contact Data, if you are a supplier to us or one of our partner companies we will collect your Identity Data (name, email address and telephone number) and Contact Data.
If you contact us for any other purpose we will retain your contact details as provided to us by you.
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.
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 goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
How is personal data collected?
We use different methods to collect data from and about you including through:
- Online registration for a conference or exhibition
- Your creation of a portal account
- Your request to receive our products (including e-bulletins and e-publications etc.)
- Conversations with you either by phone or face to face
- Via e-mails or other communications you send to us
- As part of your request for further information about any third party products or services
What will we do with 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.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
||Type of data
||Lawful basis for processing including basis of legitimate interest
|If you apply for a job with us
||Identity data and contact data, as listed in the application form.
||a) Necessary for our legitimate interests (to assess your application and ensure we are properly informed when we interview you)
b) Performance of a contract with you (if you are successful in your application)
|Conducting business with you
||Identity data (such as name, email address and telephone number).
||a) Performance of a contract with you.
b) Necessary for our legitimate interests (particularly maintaining the value of the network referred to above)
|If you are a potential delegate at one of our events
||Identity data (such as name, email address and telephone number)
||a) Performance of a contract with you
b) Necessary for our legitimate interests
|If you are a booked delegate at one of our events or an attended of one of these events
||Identity data (such as name, email address and telephone number) dietary requirements and potential health issues (such as hearing requirements)
||a) Performance of a contract with you
b) Necessary for our legitimate interests (particularly keeping the cost of hosting events within reasonable bounds for the benefit of delegates and sponsors)
|If you are an advertiser or we identify you as a potential advertiser or, you are a supplier to us or one of our partner companies
||Identity data (such as name, email address and telephone number)
||a) Performance of a contract with you
b) Necessary for our legitimate interests
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
(c) Technical data.
|a) 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 reorganisation or group restructuring exercise)
b) 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
(e) Marketing and Communications
|Necessary for our legitimate interests (to study how customers use our products/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
|Necessary for our legitimate interests (to define types of customers for our products and 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
|Necessary for our legitimate interests (to develop our products/services and grow our business)
|To manage our relationship with you which will include:
(b) Asking you to leave a review or take a survey
(d) Marketing and Communications
|(a) Performance of a contract with you.
(b) Necessary to comply with a legal obligation.
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
In particular (and without limitation) we will contact you in the following ways:
If you are an advertiser by e-mail, direct mail and telephone as required
If you are a delegate at one of our events we will send you emails regarding the event that you have booked and other events, products and services that may be of interest to you and also contact you with communications such as your booking confirmations, joining instructions, a pre-event email from sponsors, a post event email and feedback forms.
The information that we process and that you pass on to us will only ever be information that you have provided to us or which is otherwise freely and publicly available (via your website, The General Dental Council or other organisation which publishes such information publicly).
If you contact us in any other way we will process your data only for the purposes of dealing with your enquiry/concern.
How long will we keep your personal data?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Where we keep your data on our marketing database we will retain this indefinitely so that we can make sure that we have a record of your marketing preferences. Without this we run the risk of sending you marketing communications that you don’t want.
Who do we share your data with?
Other than as detailed above, we may also share your personal data with credit reference agencies and any authority with whom, as a matter of law, we are obliged to supply personal data to including, but not limited to, HMRC.
We also share your data with advertisers, our carefully selected partner companies (including but not limited to: Ricochet Media Services Ltd (an independent media sales agency) of Unit 1b, Building 6, Croxley Green Business Park, Watford, Herts WD18 8YH; Origin Media Group (a video graphic design and illustration studio) of Studio 4, Friar Gate Studios, Ford Street, Derby DE1 1EE; FBI Direct Ltd (a mailing house) of 3 Enterprise Way, Jubilee Business Park, Stores Road, Derby DE21 4BB;; Contrac (a printer) of Venridge House, Grovehill Road, Beverley, East Riding of Yorkshire, HU17 0HQ and Corolus Ltd (an IT support company) of Unit 23, Derwent Business Centre, Clarke Street, Derby DE1 2BU).
We also share your data with Global BPO Solutions (a data services company) whose registered address is 901 Hermes Commercial Centre, 4 Hillwood Road, Tsim Sha Tsui, Hong Kong purely for the purposes of data cleansing and verification.
Where do we store your data?
All your personal data which we are the controller of is stored on our secured servers in Macmillan Building, Parcel Terrace, Derby, DE1 1LY. However, transmission of information via the internet is not completely secure. Although we do our best to protect your personal data we cannot guarantee the security of your data transferred to our site or to us and any transmission is at your own risk. We advise you to use encryption or other security methods when sending us information electronically wherever possible.
Once we have received your information (whether in a digital or electronic format) we will store and handle it in accordance with our data security policies which are available as part of our wider data protection policy which is available on request.
This 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.
How do you obtain a copy of your personal data?
If you require a copy of your personal data please either write to us at Practice Enterprises Limited, MacMillan Building, Parcel Terrace, Derby, DE1 1LY addressing your correspondence to James Rice, or at email@example.com.
Please note that we will do our best to comply with any request for a copy of your personal data and will always comply with such request in accordance with the relevant data protection law. However, when complying with such request, we do need to take into account the interests of third parties which means that some of the information that we provide to you may be redacted (with the identity of third parties obscured) and/or some information may not be released to you as to do so would be a breach of confidence or the law.
What if I no longer want to be contacted or want to change my preferences?
You can ask us or third parties to stop sending you marketing messages at any time. Each email that we send to you will allow you to unsubscribe from it and to determine your preferences. Once unsubscribed you will no longer receive any marketing emails from us. If you don’t wish us to contact you by post or by telephone please contact us at the contact details above.
We will use our reasonable endeavours to ensure that the same rights to “opt-out” of further correspondence are granted by our third party partners and, in the event that you continue to receive contact from one of them having asked them not to contact you again, please do let us know and we will contact them on your behalf.
Change or 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 you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will 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 above rules, where this is required or permitted by law.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
You have a right to:
- Request access to any personal data that we hold about you (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data that we hold about you and to check that we are lawfully processing it. If you want to do this then please contact James Rice (contact details above)
- 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. If you want to do this then please contact James Rice (contact details above)
- 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 continuing to process 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 (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. If you want to do this then please contact James Rice (contact details above) Note, however, that we may not always be able to comply with your request of 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. If you want to do this then please contact James Rice (contact details above). 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. If you want to do this then please contact James Rice (contact details above).
- Request that your personal data is transferred to you or another person. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. If you want us to transfer your data to you or a third party then please contact James Rice in order to arrange this (contact details above).
- 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. If you want to withdraw your consent then please contact James Rice in order to arrange this (contact details above).
- Make a complaint to the Information Commissioner’s Office (which is the UK supervisory authority for data protection issues) if you feel that we have breached this policy or your rights under data protection legislation. The Information Commissioner’s Office can be contacted via their website www.ico.org.uk or by telephone on 0303 123 1113. We would however appreciate the chance to deal with your concerns before you approach the Information Commissioner’s Office, so please contact us in the first instance.
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.
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.
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
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
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.
Changes to this policy
This policy may be updated at any time to reflect either our current practice or changes in the relevant law. The new policy will be effective as soon as it is posted on this page.