Privacy Policy
1. Introduction
I take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who I am and how and why I collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or the UK Information Commissioner's Office (ICO) in the event you have a complaint.
I collect, use and am responsible for certain personal information about you. When I do so I am subject to the General Data Protection Regulation, which applies across the European Union (including in the UK) and I am responsible as ‘controller’ of that personal information for the purposes of those laws.
2. About us
When I say ‘I’ in this privacy policy, I mean Anglia Orthodontics. You can contact me at:
Address: The Pavilion
Lammas Field
Driftway
Cambridge
CB3 9PA
T: 01223 305526
Email: paul@angliaorthodontics.co.uk
3. Personal information I collect about you
I may collect and use the following personal information about you:
your full name
your email and phone number
your postcode
information about your appointment with me, including what orthodontic services you have requested
limited information about your health (such as previous orthodontic work) in connection with your appointment
information about how you use my website
information about the device and programmes you are using to use my website such as your browser and operating system
This personal information is required to provide services to you. If you do not provide personal information I ask for, it may delay or prevent me from providing services to you.
4. How your personal information is collected
I collect personal information directly from you, whether via my website or when contacting you about your appointment.
I may also collect personal information from cookies on my website (more information is set out in section 10 below) and from my IT systems (such as appointment logs, automated monitoring of my websites, instant messaging systems) and CCTV.
5. How and why I use your personal information
Under data protection law, I can only use your personal information if I have a proper reason for doing so, e.g.:
for the performance of my contract with you or to take steps at your request before entering into a contract (such as arranging your first appointment);
to comply with my legal and/or regulatory obligations;
for my legitimate interests or those of a third party; or
where you have given consent.
A legitimate interest is when I have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
If you are interested in booking an appointment with us, I will need to collect personal information from you in order to take steps necessary to process your appointment and to provide you with the services you have requested from us.
The technical information gathered from the use of my website (including through my use of cookies) which may include personal data, is used for my legitimate interest of ensuring that my website is functioning properly and to help us make business decisions about the information to be provided on my website.
6. Marketing Communications
I may use your personal information to send you updates by email, text message, telephone or post about my services, events, news and promotions.
I may send marketing communications to you as an existing customer about similar products I think you may be interested in, however I will always give you the opportunity to opt-out or unsubscribe from these communications if you wish.
I will always treat your personal information with the utmost respect and never share it with other organisations for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by using the "unsubscribe" link in emails or contacting us at the details above.
I may ask you to confirm or update your marketing preferences in the future, or if there are changes in the law, regulation, or the structure of my business.
7. Who I share your personal information with
I routinely share personal information with:
third parties I use to help deliver my services, e.g. IT and digital service providers, such as my supplier who hosts this website and data collected from it on my behalf and helps us co-ordinate and send marketing communications;
my professional services advisers (such as lawyers, accountants and auditors)
Google Analytics: I work with Google Analytics to automatically collect information including: IP address; MAC (Media Access Control) address; unique identifier or other persistent or non-persistent device identifier; device software platform and firmware, mobile phone carrier and geo location data to help us understand your use of my website such as how often you return, what parts of the website you visit, how you use the website and how long you spend on the website. This third party provider is prohibited from using your data for any other purposes. Go to http://www.google.com/analytics/terms/us.html to read the Google Analytics Privacy Policy.
Sendgrid: this is the system I use to send email notifications from my website, which is needed to ensure that email notifications get to delivered to their intended destination and minimize the chance of them being blocked by spam filters. This includes sending you email confirmations where required or requested; for example, if you have requested to download a guide, I will then send you an email containing the guide, or a link to view the guide. SendGrid does not store the content of the emails, but information such as your email address, and time the email was sent, which is required for it perform its functions.
I only allow my service providers to handle your personal information if I are satisfied they take appropriate measures to protect your personal information. I also impose contractual obligations on service providers to ensure they can only use your personal information to provide services to us and to you.
I may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with my legal and regulatory obligations.
I may also need to share some personal information with other parties, such as potential buyers of some or all of my business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
8. How long your personal information will be kept
I will keep your personal information for as long as is necessary:
to respond to any questions, complaints or claims made by you or on your behalf
to show that I treated you fairly
as required by law.
I will not retain personal information for longer than necessary for the purposes set out in this policy. When it is no longer necessary to retain your personal information, I will delete or anonymise it.
Please note that different retention periods apply to different types of personal information held. Further details on this are available on request.
9. Transferring your personal information out of the EEA
It is sometimes necessary for us to share your personal information outside the European Economic Area (EEA), e.g. with my service providers located outside of the EEA.
These transfers are subject to special rules under European and UK data protection law.
These non-EEA countries do not have the same data protection laws as the UK and EEA. I will, however, ensure the transfer complies with data protection law and all personal information will be secure. My standard practice is to ensure that any US-based suppliers are certified under the EU-US Privacy Shield scheme, or alternatively to use standard data protection contract clauses that have been approved by the European Commission.
If you would like further information on international transfers of data, this is available on request.
10. Cookies
A cookie is a small text file which is placed onto your computer (or other electronic device) when you access my website. I use cookies on my website to:
recognise you whenever you visit my website (this speeds up your access to the website as you do not have to log in each time);
obtain information about your preferences, online movements and use of the internet;
carry out research and statistical analysis to help improve my content; and
make your online experience more efficient and enjoyable.
In most cases I will need your consent in order to use cookies on this website. The exception is where the cookie is essential in order for us to provide you with a service you have requested.
If you visit my website when your browser is set to accept cookies, I will interpret this as an indication that you consent to my use of cookies and other similar technologies as described in this policy. If you change your mind in the future about letting us use cookies, you can modify the settings of your browser to reject cookies or disable cookies completely.
If you do not want to accept cookies, you can change your browser settings so that cookies are not accepted. If you do this, please be aware that you may lose some of the functionality of my website. For further information about cookies and how to disable them please go to the ICO’s webpage on cookies: https://ico.org.uk/for-the-public/online/cookies/.
11. Your Privacy Rights
Data protection laws give you a number of rights as set out below. If you would like to exercise any of your rights, please contact us in writing.
Access: you may request access to a copy of your personal information.
Withdraw Consent: where my processing of your personal information is based on your consent, you can withdraw your consent at any time.
Rectification: you may ask us to rectify any inaccurate information I hold about you.
Erasure: you may ask us to delete the personal information I hold about you, where there is no reason for us to continue to hold your information.
Portability: you may ask us to provide you with the personal information that I hold about you in a structured, commonly used, machine readable format, or you can ask us to send your information in this format to another controller.
Object: you may object to my processing of your personal information.
Restriction: you can ask us to restrict the personal information I use about you where you have asked for it to be erased or where you have objected to my use of it.
If you are not happy with the way in which I process your personal information, or the way in which I handle any request by you to exercise your privacy rights, you may make a complaint to the ICO by visiting their website at https://ico.org.uk/concerns/ or on 0303 123 1113.
12. Keeping your personal information secure
I have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. I limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
I also have procedures in place to deal with any suspected data security breach. I will notify you and any applicable regulator of a suspected data security breach where I are legally required to do so.
13. Changes to this privacy policy
This privacy policy was last updated on 25/5/2018.
I may change this privacy policy from time to time—when I do I will inform you via an announcement on my website.