Privacy Policy

This privacy policy applies between you, the User of this Website and TinWai Ip, the owner and provider of this website. TinWai Ip and the website, DentistTin, takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the website.

When TinWai Ip (DentistTin) processes your personal data we are required to comply with the Data Protection Act 1998 (“DPA”) up to and including 24 May 2018, and from 25 May 2018, the General Data Protection Regulation 2016 (“GDPR”) (the DPA and GDPR are together referred to as the “Data Protection Legislation”).

Your personal data includes all the information we hold that identifies you or is about you, for example, your name, email address, postal address, date of birth, location data and in some cases opinions that we document about you, as well as special categories of data including but not limited to medical and health records and care plans.

Everything we do with your personal data counts as processing it, including collecting, storing, amending, transferring and deleting it. We are therefore required to comply with the Data Protection Legislation to make sure that your information is properly protected and used appropriately.

This fair processing notice provides information about the personal data we process, why we process it and how we process it.

Scope of this privacy policy

This privacy policy applies only to the actions of DentistTin and Users with respect to this website. It does not extend to any website that can be accessed from this website including, but not limited to, any links we may provide to social media websites.

For purposes of the applicable Data Protection Laws, TinWai Ip is the ‘data controller.’ This means that TinWai Ip determines the purpose for which, and the manner in which, your Data is processed.

Data Collected

We may collect the following Data, which includes personal Data, from you:

Name
Contact information such as email addresses and telephone numbers

In each case, in accordance with this privacy policy

You will be asked to provide personal information when joining the practice. The purpose of processing your personal data is to provide you with optimum dental health care and prevention. This is covered by the individual dental practice’s privacy policy, which should meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR).

Examples of categories of data we may process:

Personal data for the provision of dental health care
Personal data for the purposes of providing treatment plans, recall appointments, reminders or estimates
Personal data such as details of family members for the provision of health care to children or for emergency contact details
Personal data for the purposes of employed and self-employed team members employment and engagement respectively
Personal data for the purposes of [direct mail/email/text/other] to inform you of important announcements or about new treatments or services
Personal data – IP addresses so that we can understand our patients better and inform our marketing approach as well as improve the web site experience
Special category data including health records for the purposes of the delivery of health care and meeting our legal obligations
Special category data including health records
Special category data to meet the requirements of the Equality Act 2010
Special category data details of criminal record checks for employees and contracted team members

We minimise the data that we keep, and do not keep it for longer than necessary.

Data that is given to us by you

DentistTin will collect your data in a number of ways, for example:

When you contact us through the website, by form, telephone, email, direct messaging, social media or through any other means
When users fill our contact form

In each case, in accordance with this privacy policy

Data that is collected automatically

To the extent that you access the website, DentistTin, we will collect your data automatically, for example:

We automatically collect some information about your visit to the website. This information helps us make improvements to website content and navigation, and includes your IP address, the date, times, and frequency with which you access the website and the way you use and interact with its content
We will collect your data automatically via cookies, in line with the cookie settings on your browser.

Why do we process your personal data?

Any or all of the above data may be required by us from time to time in order to provide you with the best possible service and experience when using our website. Specifically, data may be used by us for internal record keeping, in each case, in accordance with this privacy policy.

We process your personal data in order to provide you with the services you have requested, to fulfil the contract we have entered into with you and/or to receive services or goods from you. We may also process your personal data to respond to any queries or comments you submit to us and to correspond with you on a day to day basis.

We may need personal data from you to be able to provide services to you, to meet our legal obligations, to enter into a contract with you and/or to provide you with all the information you need. If we do not receive the personal data from you, we may be unable to fulfil our obligations to you.

We process most of your information on the grounds of consent from you, legitimate interests (such as for the provision of dental and related health and care education and communication; improving, maintaining, providing and enhancing our services; and for our marketing activities), performance of a contract we have entered into with you, protection of the vital interests of a Data Subject or, in the case of special categories of data, processing for the provision of health or social care or treatment or the management of health or social care systems or services.

If we obtain consent from you to the processing of your personal data, you can withdraw your consent at any time. This won’t affect the lawfulness of any processing we carried out prior to you withdrawing your consent.

Who will receive your personal data?

We only transfer your personal data to the extent we need to. Recipients of your personal data may include selected dental practices where your treatment is to be carried out or to members of staff if relevant to your care and/or other medical health professionals as relevant to your care.

If it is necessary to release information about you:

We will obtain your consent first, where possible and make sure you understand what information is being released, why and any likely consequences.
We will release the minimum required.
We will be prepared to justify our decisions and follow on action.

If we use your information (eg. radiographs, study models) for teaching or marketing purposes we will gain your consent and ensure you cannot be identified from the information released unless we have received consent from you to do otherwise.

Exceptional circumstances

Responsibility for disclosure rests with your clinician only. Under no circumstances will any other member of our staff make such a decision.

There may be some circumstances when the dentist feels it would be in the public interest to breach confidentiality. In such cases we will seek advice from our indemnifier before releasing any information to a third party.

A court may order us to release information without a patient’s consent. If so, we will only release the minimum information.

We may use the following third party service providers to process and store your data, which we use to manage email marketing subscriber lists and send emails to you. We will not share your personal information with or sell it to third-party marketers.

We don’t transfer your personal data outside of the EEA.

How long will we keep your personal data?

Unless a longer retention period is required or permitted by law, we will only hold your data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the data be deleted.

Even if we delete your data, it may persist on backup or archival media for legal, tax, or regulatory purposes.

What are your rights?

You benefit from a number of rights in respect of the personal data we hold about you. We have summarised the rights which may be available to you below, depending on the grounds on which we process your data. More information is available from the Information Commissioner’s Office website (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation- gdpr/individual-rights/). These rights apply for the period in which we process your data.

Access to your data

You have the right to ask us to confirm that we process your personal data, as well as having the right to request access to/copies of your personal data. You can also ask us to provide a range of information, although most of that information corresponds to the information set out in this fair processing notice.

A request to see records or for a copy will be referred to your clinician first.

We will provide the information free of charge unless your request is manifestly unfounded or excessive or repetitive, in which case we are entitled to charge a reasonable fee. We may also charge you if you request more than one copy of the same information.

We will provide the information you request as soon as possible and in any event within one month of receiving your request. If we need more information to comply with your request, we will let you know.

Rectification of your data

If you believe personal data we hold about you is inaccurate or incomplete, you can ask us to rectify that information. We will comply with your request within one month of receiving it unless we don’t feel it is appropriate, in which case we will let you know why. We will also let you know if we need more time to comply with your request.

Right to be ease

In some circumstances, you have the right to ask us to delete personal data we hold about you. This right is available to you:

Where we no longer need your personal data for the purpose for which we collected it
Where we have collected your personal data on the grounds of consent and you withdraw that consent
Where you object to the processing and we don’t have any overriding legitimate interests to continue processing the data Where we have unlawfully processed your personal data (i.e. we have failed to comply with GDPR); and
Where the personal data has to be deleted to comply with a legal obligation

There are certain scenarios in which we are entitled to refuse to comply with a request. If any of those apply, we will let you know.

Right to restrict processing

In some circumstances, you are entitled to ask us to suppress processing of your personal data. This means we will stop actively processing your personal data but we don’t have to delete it. This right is available to you:

If you believe the personal data we hold isn’t accurate – we will cease processing it until we can verify its accuracy
If you have objected to us processing the data – we will cease processing it until we have determined whether our legitimate interests override your objection
If the processing is unlawful; or
If we no longer need the data but you would like us to keep it because you need it to establish, exercise or defend a legal claim.

Data portability

You have the right to ask us to provide your personal data in a structured, commonly used and machine-readable format so that you are able to transmit the personal data to another data controller. This right only applies to personal data you provide to us:

Where processing is based on your consent or for performance of a contract (i.e. the right does not apply if we process your personal data on the grounds of legitimate interests); and
Where we carry out the processing by automated means.

We will respond to your request as soon as possible and in any event within one month from the date we receive it. If we need more time, we will let you know.

Right to object

You are entitled to object to us processing your personal data:

If the processing is based on legitimate interests or performance of a task in the public interest or exercise of official authority; and/or
For direct marketing purposes (including profiling); and/or
For the purposes of scientific or historical research and statistics.

In order to object, you must have grounds for doing so based on your particular situation. We will stop processing your data unless we can demonstrate that there are compelling legitimate grounds which override your interests, rights and freedoms or the processing is for the establishment, exercise or defence of legal claims.

General

You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.

If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provisions of this privacy policy will not be affected.

Unless other use agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

This agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

Changes to this privacy policy

TinWai Ip reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the website and you are deemed to have accepted the terms of the privacy policy on your first use of the website following the alterations.

Any questions?

If you have any questions or would like more information about the ways in which we process your data, please contact TinWai Ip, j.iptinwai@gmail.com.