Article 1 - General
Dentascribe, (hereinafter, “we”, “us”, “our”, “Dentascribe”), assumes responsibility for the processing of your Personal Data as “Controller”, including the use of our tool (hereinafter: “Tool”)
In our Privacy Policy, “Personal Data” shall mean any information relating to you as an identified or identifiable natural person and user of the Tool.
The access to or use of our Tool implies your full and unreserved understanding of this Privacy Policy. This means that you were fully informed to how Dentascribe collects, uses and processes your Personal Data, in accordance with the provisions of this Privacy Policy and for the purposes listed in this Privacy Policy.
Our websites are not intended for children.
It is important that you read this Privacy Policy together with any other Privacy Notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements the other policies and is not intended to override them.
Article 2 - What personal data does Dentascribe collect
Dentascribe may process, for the purposes mentioned in Article 3, the following categories of Personal Data of you as a user of our Tool
| Data | Details | Context |
|---|---|---|
| Identification data and additional account information | Name, Email, Encryption password hash | When creating an account in order to make use of our Tool, we may process your Personal Data. |
| Technical data | IP address | Dentascribe may process your IP address to protect against malicious use and DDos attacks. |
| Payment information | Name, Email, Address, Payment details | When selecting a paid subscription plan to make use of our Tool, we may process your Personal Data. |
| Information about your usage of the Tool | Features and functionalities used, Any personal preferences or settings | Information about your usage of the Tool will be processed when you make use of the Tool. |
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it candirectly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions,trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
Article 3 - The legal based and purposes of data processing
We only process your data when we have a specific purpose and lawful basis to do so and only process what is relevant for the pursuit of each specific purpose in question, in particular:
3.1 General purposes
| Data | Legal basis | Purpose |
|---|---|---|
| Identification data and additional account information | Performance of a contract Terms and Conditions concluded between you and Dentascribe | Dentascribe may process your Personal Data in order to create a personalised user profile through which you will be able to make use of our Tool. |
| Technical data | IP address | Dentascribe may process information about your usage of our Tool in order to pursue our legitimate interests of improving our services, providing technical support and ensuring the functionality and security of the Tool. |
| Payment information | Performance of a contract Terms and Conditions concluded between you and Dentascribe | Dentascribe may process your Personal Data for payment and invoicing purposes when you have selected a paid subscription plan to make use of our Tool. |
| Information about your usage of the Tool | Our legitimate interest | Dentascribe may process information about your usage of our Tool in order to pursue our legitimate interests of improving our services, providing technical support and ensuring the functionality and security of the Tool. |
3.2 Direct Marketing
If Dentascribe has obtained your electronic contact details in the context of providing our services, Dentascribe may use your electronic contact details to send you, via e-mail, promotional material regarding similar services we may offer. This is based on Dentascribe’s legitimate interest.
Other promotional material, concerning non-similar services we may offer, will only be sent to you if you have given us your prior consent to do so.
Dentascribe may also transfer some of your Personal Data to its Data Processors, for direct marketing purposes relating to Dentascribe’s services.
We will at all times offer you a GDPR-compliant way to opt out of receiving such emails at any time, free of charge and without motivation, for example by clicking the unsubscribe button at the end of every promotional email or by sending an email to privacy@dentascribe.uk.
3.3 Transfer to third parties
Dentascribe treats Personal Data as confidential information and will not disclose or communicate them to third parties under any condition or for any purpose other than those specified in this Privacy Policy, or under the conditions in which the law requires us to do so.
Dentascribe may disclose your Personal Data to third parties to the extent that this is necessary to be able to carry out our business activities, including but not limited to suppliers and service providers that offer services related to IT-support, hosting, computer security or other specific services. In any case, these third parties will not disclose your Personal Data to other third parties, except in the following situations:
- the communication of your Personal Data by such third parties to their suppliers or subcontractors is necessary to be able to carry out our business activities;
- such third parties are obliged by applicable law or regulations to communicate certain information or documents to the competent authorities.
Dentascribe may transfer your Personal Data to countries or organisations outside the UK and EU. Any transfers made are made on the basis of adequacy decisions by the European Commission under Article 45 of the UK GDPR, or, if not under an adequacy decision, Standard Contractual Clauses in accordance with Article 46, 47 or 49 of the UK GDPR.
In case of non-payment or intentional misuse, Dentascribe may disclose your Personal Data to authorised persons or agencies determined by law.
Dentascribe will not sell or hire out your Personal Data to third parties, except in the situations described in this Privacy Policy or unless you explicitly provide your prior consent.
In the event of total or partial reorganisation of Dentascribe, transfer of Dentascribe’s activities or in the event of Dentascribe being declared bankrupt, your Personal Data may be transferred to new entities or third parties. Dentascribe will inform you in advance of the fact that Dentascribe transfers your Personal Data to such third parties.
3.4 Legal requirements
In extraordinary circumstances it may occur that Dentascribe is obliged to transfer your Personal Data following a court order, or in order to comply with imperative laws and/or regulations. Dentascribe will, if reasonably possible, try to inform you or your employer beforehand, unless revealing this information is subject to legal constraints.
Article 4 - The duration of the processing
Dentascribe will store your Personal Data for the duration necessary to achieve the purposes listed in Article 3 of this Privacy Policy, including for as long as this is essential for the contractual relationship between you and Dentascribe.
Dentascribe may also store your Personal Data in order to comply with applicable laws or as part of legal requirements, including storage obligations after the termination of the contractual relationship between you and Dentascribe. Therefore, the retention periods mentioned below shall not apply where Dentascribe is legally obliged to store your Personal Data for shorter or longer periods of time, including by applicable statutes of limitation for invoicing, payment, accounting, tax and regulatory compliance.
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.
Article 5 - Your rights
5.1 Right of access and right to obtain a copy
At any time, you have the right to freely obtain access to your Personal Data, as well as to be informed about the purpose of the processing.
5.2 Right to rectification, erasure or restriction
You always have the right to ask to rectify your Personal Data when you think it is inaccurate.
You can also request the processing of your Personal Data to be restricted if you think that your data is inaccurate, and you subsequently have made notification of this.
In addition, you have the right to ask to erase your Personal Data in as far it is not possible to anonymize it.
5.3 Right to object
You have the right to object to the processing of your Personal Data when you have and provide serious and legitimate reasons to do so.
You also have the right to object to the use of your Personal Data for direct marketing purposes. In such case, you do not need to provide a specific reasoning for your objection.
5.4 Right to data portability
You have the right to obtain your Personal Data, which is processed by our Tool in a structured, commonly used format and/or to transfer this data to another data controller.
5.5 Right to withdraw consent
When the processing of your Personal Data is based on your prior consent, you have the right to withdraw this consent at any time.
Article 6 - Safety and confidentiality
Dentascribe has adopted safety measures which are suited on a technical, organisational and physical level to avoid the destruction, the loss, the forgery, the adjustment, the non-authorised access or the notification of the Personal Data by accident to a third party, as well as the non-authorised processing of these data.
Nevertheless, if these events would occur and would affect your Personal Data, Dentascribe will inform of the breach without undue delay, including a summary description of the potential impact and a recommendation on measures to mitigate the possible adverse effects of the breach.
Dentascribe shall not be liable in any way for direct or indirect damages caused by a wrongfully or improper use of the Personal Data by a third party.
At the same time, you also share responsibility for maintaining the privacy and security of the services, for example: by not allowing any third party to have insight in your confidential communication(s).
Article 7 - Users Acceptance Of These Terms
By using Dentascribe, users signify their acceptance of this policy. If users do not agree to this policy, they should not use Dentascribe. Users continued use of Dentascribe following the posting of changes to this policy will be deemed their acceptance of those changes.
Article 8 - Changes to our Privacy Policy
Dentascribe reserves the right to change, modify and update this Privacy Policy from time to time by posting a revised version. Therefore, we recommend you regularly consult this Privacy Policy, to make sure that you are aware of all changes.
Article 9 - Contact
Email to: privacy@dentascribe.uk
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.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
