Privacy Policy

The West of Scotland Branch of the BDA (from now on referred to a “us”, “we”, “our” or “the Branch”) operates https://bdawos.org (the “website or site”) to bring you information about our dental activities and events.

This privacy policy page answers your questions about the collection, use and disclosure of any Personal Information you provide when using our website.
We only use your personal information to improve your experience of the website and to manage member areas of the site. We are committed to holding your data securely and putting you in control of how you update, delete and access your data. We are required to share your data with the BDA centrally and with NHS Education Scotland (NES), the body which awards your CPD. We will never share your data with any other parties unless you agree to this.

The information we collect from you

While using our website, we may ask you to provide us with certain information which is personally identifiable. This may include, but is not limited to, your name and email address, mobile phone number and GDC number (“Personal Information”).

This applies to anyone who books on to one of our evening meetings or anyone who books a place at our annual dinner. We collect this information so that we can run our events smoothly – providing you with updates and, in the case of meetings, links to claim your CPD.

How long is information stored?

Your personal information is stored for set periods for specific courses or events.

Information gathered when you book into evening meetings is stored long enough to ensure that certificates can be provided for you and information about your attendance can be forwarded to NHS Education Scotland (NES). We are a branch of the British Dental Association and are required to share details of your attendance at events with our central office. The BDA has adopted a code of practice for the storage and use of data protection and you can find out more about this at https://www.bda.org.

We also store Log Data

As with the majority of websites we store information on the visits people make to our website. This is done by collecting information that your browser sends whenever you visit our website (“Log Data”) using Google Analytics.

This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages of our Site that you visit, the time and date of your visit, the time spent on those pages and other statistics.

We use the information provided by Google Analytics and Log Data to see how effective our website is and how to make changes to improve your experience. Google Analytics provides options to limit the amount of time data is retained and these are currently set to 26 months.

The legal basis for holding your details

We hold details which relate to your attendance at events run by the West of Scotland branch of the BDA. We do not hold membership records of BDA members in the West of Scotland, these are held centrally.

Because, as a dental professional, you are legally required to engage in CPD activities we have a legitimate reason for keeping a record of these to satisfy your CPD and GDC requirements. All of your details are stored with password protection and managed by a designated data controller. Our designated data controller as of 17 May 2018 is Andrew Miller. You have a right (see below) to ask for your details to be deleted and forgotten and can do this by contacting us.

Your data and your right to access Personal Information

You have a right to have confidence in the way in which your data is used and stored by us.

You have the right, under the GDPR, to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request a correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information, ensuring your ‘right to be forgotten’. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below). You should be aware that, for legal reasons, we may be unable to erase certain information.
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you would like to make a request, please email us at secretary@bdawos.org and we will endeavour to answer and deal with your request as speedily as possible. You will not have to pay a fee to access your personal information. However, we may have to charge a reasonable fee if your request for access is deemed unfounded or excessive. If you have a query about the way in which your BDA membership is stored please consult the main website at https://www.bda.org.

Security

The security of your Personal Information is vitally important to us. All users of the internet should feel safe in accessing and sharing information online and so ensuring that we store your information safely and responsibly is of high priority to us.

However we all need to understand that no method of transmission over the Internet, or method of electronic storage, is 100% secure. We have set up a series of safeguards and complied with current regulations to protect your Personal Information, but we cannot guarantee its absolute security.

In the event of a breach of security we pledge to notify you within three days of its discovery with a plan of action to help you to take any necessary steps if your data has been compromised.

Communicating with you

We promise that we will only use your Personal Information to contact you with emails, newsletters and information about the West of Scotland branch of the BDA, our events and activities. There is a professional requirement for you to undertake CPD to enhance your day-to-day practise which benefits patients so we will send emails to you and add information to our websites to alert you to what can be considered legitimate opportunities to engage with these.

You may receive separate communications from the BDA centrally if you have agreed to these.

Your name and email address will be stored securely with our email provider MailChimp on servers in the United States. MailChimp may not supply this information to third parties unless there is a legal obligation to do so.

More details

MailChimp has annually certified their agreement to EU/US and Swiss Safe Harbor Frameworks since 2007. Since the Safe Harbor Frameworks have been replaced by the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework, they have certified their agreement with these Privacy Shield Frameworks. To find out more please view MailChimp’s Privacy Policy.

MailChimp lawfully transfers EU/EEA personal data to the U.S. pursuant to our Privacy Shield Certification. MailChimp also complete a SOC II Type 2 examination on an annual basis for the Trust Principal Criteria of Security, Processing Integrity, Confidentiality, and Availability.

The West of Scotland Branch of the BDA has signed a Data Processing Agreement with MailChimp in order to meet the requirements of the GDPR. This permits us to continue to lawfully transfer EU personal data to MailChimp and permits MailChimp to continue to lawfully receive and process that data so we can send you newsletters about activities which are of interest to dental professionals.

Stripe payment gateway

We take online payments for courses and events using the Stripe payment gateway. Stripe’s services in Europe are provided by a Stripe affiliate—Stripe Payments Europe Limited (“Stripe Payments Europe”)—an entity located in Ireland. In providing Stripe Services, Stripe Payments Europe transfers personal data to Stripe, Inc. in the US.

To ensure that your personal data is adequately protected, Stripe have certified to the EU-U.S. and Swiss-U.S. Privacy Shield Framework. View the Stripe Privacy Shield Policy.

In addition to Privacy Shield, Stripe continues to employ additional compliance measures to ensure an adequate level of protection of personal data transferred outside the European Economic Area.

Cookies

Cookies are files with small amounts of data which are generated when you click on a site or specific pages in a site. The data gathered may include what is known as an anonymous unique identifier. The identifier identifies the action taken, not you, which is why they are called anonymous.

The cookies we use are sent to your browser and stored on your computer’s hard drive. This information is used by your browser to remember the pages you have visited so that when you return to the site you can do this more quickly and efficiently. To see which cookies we use and how they may affect you, view our Cookie Policy.

Changes To This Privacy Policy

This Privacy Policy is effective as of 17 May 2018. If we make any changes in its provisions in the future, these will be updated with the date they are changed and will be in effect immediately after being posted on this page.

We reserve the right to update or change our Privacy Policy at any time so we recommend checking this Privacy Policy periodically. Your continued use of the Service after we post any modifications on this page is taken as an acknowledgment of the changes and that you consent to abide and be bound by the modified Privacy Policy.

If we do make any material – significant – changes to this Privacy Policy, we will notify you either through the email address you have provided us, or by placing a prominent notice on our website.

Contact Us

If you have any questions about this Privacy Policy, please contact us. You can contact the BDA centrally if you have any queries about personal data which is held regarding your membership. We will endeavour to answer your query as soon as possible.