Data Protection Notice
Dentily Technology Ltd is a data controller which means we have a responsibility to decide how and when your data is used and to ensure it is used correctly in all situations. Dentily Technology Ltd is located at 124 Finchley Road, London, NW3 5JS. Company number: 11621629
When and if we do update the Policy we will publish it on our website (https://www.dentily.co.uk).
We may store any information that you provide when you fill in assessment forms on our website or when you contact us, plus we may keep details of any transactions that you carry out through our system, details of your visit to our website and the details of resources that you access using our website. All data (personal information) submitted to Dentily Technology Ltd on our website by you is taken to be accurate and correct.
We may check details with fraud prevention agencies and if you provide false or inaccurate information or we suspect fraud, this information may be recorded.
Fraud prevention agency records will be shared with other organisations to help make decisions on your credit, motor, household, life and other insurance proposals or claims.
On submitting your personal information to Dentily Technology Ltd you are consenting to us checking the following:
– Our internal databases and records
– Fraud prevention agencies
We will provide you with access to any information we have about you in accordance with the Privacy Act. If you would like to access this information please contact us by writing to us at 124 Finchley Road, London, NW3 5JS.or emailing us at firstname.lastname@example.org.
Some information may be required by the local law, legal enforcement procedures or other bodies with relevant powers or jurisdiction. If you do not provide all of the information requested, we may not be able to provide you with our products or services effectively or at all.
Data ProcessingOur aim is to process data efficiently, only use it where absolutely needed to give you a better experience and service. This could include but is not limited to fraud prevention, money laundering and other criminal activities. We may also use data to help us improve the customer experience you have, statistical analysis or assess credit risks or suitability for third party products.
Sharing your dataWe use personal information for the purpose of carrying out our business activities -providing the products and services you have requested. We may use your information to help make business decisions that enable us to offer a better service. We may also use your information for marketing purposes but only if you have not made a request for us not to do so. We may, if legally compelled to do so, supply your information to authorities should they require it to conduct investigations.
Third Party WebsitesOur website may contain links to third party websites. Please note that if you follow a link to any such website, we do not accept any liability or responsibility, because these websites have their own Terms & Conditions and Privacy Policies.
You can request your information The UK Data Protection Act provides you with the right to access information held about you. Any such request may be charged a fee to meet our costs in providing you with details of the information we hold about you. If you require such information, please do not hesitate to contact us.
Data Protection Policy- Context and overview - Key details Introduction Dentily needs to gather and use certain information about individuals. These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact. This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law. Why this policy exists This data protection policy ensures Your Smile Direct:
- Complies with data protection law and follow good practice
- Protects the rights of staff, customers and partners
- Is open about how it stores and processes individuals’ data
- Protects itself from the risks of a data breach
- Be processed fairly and lawfully
- Be obtained only for specific, lawful purposes
- Be adequate, relevant and not excessive
- Be accurate and kept up to date
- Not be held for any longer than necessary
- Processed in accordance with the rights of data subjects
- Be protected in appropriate ways
- Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection
- The head office of Dentily
- All branches of Dentily
- All staff and volunteers of Dentily
- All contractors, suppliers and other people working on behalf of Dentily
- Names of individuals
- Postal addresses
- Email addresses
- Telephone numbers
- ...plus any other information relating to individuals
- Breaches of confidentiality. For instance, information being given out inappropriately.
- Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
- Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.
- The board of directors is ultimately responsible for ensuring that Dentily meets its legal obligations.
- The Senior Leadership Team is responsible for:
- Keeping the board updated about data protection responsibilities, risks and issues.
- Reviewing all data protection procedures and related policies, in line with an agreed schedule.
- Arranging data protection training and advice for the people covered by this policy.
- Handling data protection questions from staff and anyone else covered by this policy.
- Dealing with requests from individuals to see the data Dentily holds about them (also called ‘subject access requests’).
- Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.
- The Senior Leadership Team is responsible for:
- Ensuring all systems, services and equipment used for storing data meet acceptable security standards.
- Performing regular checks and scans to ensure security hardware and software is functioning properly.
- Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.
- The marketing team is responsible for:
- Approving any data protection statements attached to communications such as emails and letters.
- Addressing any data protection queries from journalists or media outlets like newspapers.
- Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.
- The only people able to access data covered by this policy should be those who need it for their work.
- Data should not be shared informally. When access to confidential information is required, employees can request it from their line managers.
- Dentily will provide training to all employees to help them understand their responsibilities when handling data.
- Employees should keep all data secure, by taking sensible precautions and following the guidelines below.
- In particular, strong passwords must be used and they should never be shared.
- Personal data should not be disclosed to unauthorised people, either within the company or externally.
- Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of.
- Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.
- When not required, the paper or files should be kept in a locked drawer or filing cabinet.
- Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer.
- Data printouts should be shredded and disposed of securely when no longer required
- Data should be protected by strong passwords that are changed regularly and never shared between employees.
- If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.
- Data should only be stored on designated drives and servers, and should only be uploaded to an approved cloud computing services.
- Servers containing personal data should be sited in a secure location, away from general office space.
- Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.
- Data should never be saved directly to laptops or other mobile devices like tablets or smart phones.
- All servers and computers containing data should be protected by approved security software and a firewall.
- When working with personal data, employees should ensure the screens of their computers are always locked when left unattended.
- Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication is not secure.
- Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorised external contacts.
- Personal data should never be transferred outside of the European Economic Area.
- Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.
- Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.
- Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.
- Dentily will make it easy for data subjects to update the information Dentily holds about them. For instance, via the company website.
- Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.
- It is the marketing manager’s responsibility to ensure marketing databases are checked against industry suppression files every six months.
- Ask what information the company holds about them and why.
- Ask how to gain access to it.
- Be informed how to keep it up to date.
- Be informed how the company is meeting its data protection obligations.
- How the data is being used
- How to exercise their rights