Last Updated: August 21st, 2021
This privacy policy explains how Dental Audio Notes Limited uses the personal data we collect when you use our website or the Dental Audio Notes product (DAN).
As a data processor, Dental Audio Notes Limited (the company) manages:
The following terms are defined by the GDPR1 and Data Protection Act 20182.
By personal data, we mean information relating to a living identified or identifiable person.
By special category personal data we mean:
Information you give us:
Automatic Information:
You directly provide Our Company with most of the data we collect. We collect data and process data when you:
Our Company also receives your data indirectly from the following sources:
We collect and process special category personal data on your behalf when you:
We process personal data to fulfil our obligations under contract with you, this is the legal basis for which personal data is managed under the General Data Protection Regulations (GDPR).
Our obligations under contract with you are:
These obligations require us to process your data, however, this does not extend to your patients.
We will not share your data with any third parties, and neither you nor your patient will be subject to any automated decision making.
As a data processor, we provide data storage and retrieval services of the encrypted special category personal data of your patients, on your behalf as the data controller.
We do not have the ability to decrypt, and therefore access, this data. We will not share this data with any third parties.
Our Company securely stores your data with Amazon Web Services (AWS) in the UK (London). The AWS Privacy Notice is available at https://aws.amazon.com/privacy. This data is not shared with any party outside of the data controller. Dental Audio Notes and AWS act as data processors managing data on instruction from the data controller (you).
We will store the special category personal data of your patients in accordance with timescales set out in the Faculty of General Dental Practice (FGDP) Clinical Examination and Record-Keeping standards5, while you are a customer of us, unless instructed by you as the data controller, to reduce this duration. If our commercial agreement is terminated between us, we will continue to hold this data for a period of 6 months, to allow you to bring these records under your own management, unless instructed by you to reduce this duration.
Personal data that does not have a defined retention schedule is managed for as long as is necessary to fulfil the purpose of obtaining it or if we are required to keep it by law.
After the relevant retention period, the data will be securely destroyed.
If a patient wishes to opt out of the service provided by Dental Audio Notes, please ensure that the Dental Audio Notes application is not in recording mode. Once a record has been made the data forms part of the Patient Record and needs to be handled accordingly by you, as a data controller.
If a patient requests access to their data, you as a data controller can grant them this access using the Dental Audio Notes services.
Our Company would like to provide you with information about how to get the most value from our products and services.
You have the right at any time to stop Our Company from contacting you for marketing purposes. If you have agreed to receive marketing, you may always opt out at a later date.
Our Company would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
The right to access – You have the right to request Our Company for copies of your personal data. We may charge you a small fee for this service.
The right to rectification – You have the right to request that Our Company correct any information you believe is inaccurate. You also have the right to request Our Company to complete the information you believe is incomplete.
The right to erasure – You have the right to request that Our Company erase your personal data, under certain conditions.
The right to restrict processing – You have the right to request that Our Company restrict the processing of your personal data, under certain conditions.
The right to object to processing – You have the right to object to Our Company’s processing of your personal data, under certain conditions.
The right to data portability – You have the right to request that Our Company transfer the data that we have collected to another organization, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.
Our Company keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated at the date shown at the top of this document.
If you have any questions about Our Company’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.
Name: |
Dental Audio Notes Limited |
Company Registration Number: |
12596631 |
ICO Registration Number: |
ZA761741 |
Our Data Protection Officer is: |
Adam Marsh |
Email us at: |
hello@dentalaudionotes.com |
Call us: |
+44 (0) 7792 675759 |
Or write to us at: |
Dental Audio Notes Limited, The Limes, Bayshill Road, Cheltenham, GL50 3AW |
Should you wish to report a complaint or if you feel that Our Company has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office6.