Patient Plan Direct understands that your privacy is important and that you care about how your personal data is used. We respect and value the privacy of all of our clients and will only collect and use personal data in ways described here and in a way that is consistent with our obligations and your rights under the law.
1. Information about us
We are a Limited Company registered in England under company number 6905458.
Our Registered address is:
Patient Plan Direct Ltd
Glebe Business Park
Lunts Heath Road
Our Trading address is:
Patient Plan Direct Ltd
16 Daresbury Court
VAT number: 142246145
Data Protection Contact Details: Data Protection Officer
Email address: email@example.com
Telephone number: 0344 848 6888
Postal Address: See above
2. What does this notice cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What is personal data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information, such as your name and contact details, but it also covers less obvious information, such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5 below.
4. What are my rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to data portability. This means that if you have provided personal data to us directly, we are using them with your consent or for the performance of a contract and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.
Further information about your rights can also be obtained from the Information Commissioner’s Office – https://ico.org.uk/your-data-matters/
If you have any cause for complaint about our use of your personal data, we’d like it if you’d give us a chance to resolve this for you by contacting us on 0333 3580 499. If you are still not satisfied, you may make a complaint to the Information Commissioner’s Office – https://ico.org.uk/make-a-complaint/
5. What personal data do you collect?
We may collect some or all of the following personal data directly from you (this may vary according to your relationship with us):
- Date of birth;
- Email address;
- Telephone number;
- Practice bank details;
- Other relevant documents to ascertain proof of identity;
- Your patients’ information, including name, date of birth, address, email address, telephone and bank details.
6. How do you use my personal data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for the following purposes:
- Supplying our services to you. Your personal details are stored so that we are able to provide plan administration to you.
- Communicating with you. This may include responding to emails or calls from you regarding our service.
- Communicating with your patients. By administering your dental plans, we will email your plan patient to confirm the set-up of their Direct Debit and may periodically need to communicate with them regarding any significant changes or issues with their Direct Debit collection.
7. How long will you keep my personal data?
We will only keep your personal data for as long as is necessary in light of the reason(s) for which it was first collected. Your personal data will, therefore, be kept for the following periods:
- Your personal identification data, including your name, address and email address, will be retained for the duration that you are a client of Patient Plan Direct. Once you are no longer a client of Patient Plan Direct, this data will be securely deleted or disposed of.
- Your patients’ personal identification data, including their name, address, email address and plan reference number, will be retained for the duration they are a member of your plan. This data will be kept following a termination of contract, either by you or us, due to the information required by the Direct Debit Guarantee. This Guarantee is offered by all banks and building societies that accept instructions to pay Direct Debits. If an error is made with a Direct Debit, a patient is entitled to a full and immediate refund of the amount paid from the bank or building society. We retain your personal identification data to enable the process of a refund if required.
8. How and where do you store or transfer my personal data?
As part of the services offered to you, the information which you provide to us is stored in the UK and European Economic Area (“EEA”).
However, data may be transferred to countries outside the European Economic Area (“EEA”). By way of example, this may happen if any of our servers are from time to time are located in a country outside of the EEA. These countries may not have data protection laws similar to the UK’s. By submitting your personal data, you agree to this transfer, storage, or processing. If we transfer your information outside of the EEA in this way, we will take steps to ensure that appropriate security measures are taken to ensure that your privacy rights continue to be protected as outlined in this Policy.
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
- Two-factor authentication
- Login IP ranges and timeout thresholds
- Strong password security
- Pseudonymisation and anonymisation wherever possible
- Only using data processors that have demonstrated their data security and data protection law compliance.
9. Do you share my personal data?
We will share your personal data with carefully selected third parties to be able to provide our services to you.
Third-party service Providers working on our behalf:
We may pass your information to our third-party service providers, agents, subcontractors, and other associated organisations to complete tasks and provide services to you on our behalf (for example, to process Direct Debit payments in relation to the fulfilment of printing/posting /to assess any Requests for Assistance made by your plan patients to the Global Dental Accident & Emergency Scheme.
However, when we use third-party service providers, we disclose only the personal information that is necessary to deliver the service, and we have contracts in place that require them to keep your information secure. Third parties are subject to strict confidentiality obligations and may only use your personal data to perform the necessary functions and not for other purposes.
You approve all patient communications before any data processing.
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
10. How can I access my personal data?
If you want to know what personal data we have about you, you can ask us for details and a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. Tell us everything we need to know to respond to your request as quickly as possible.
There is normally no charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests), a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data, within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. How do I contact you?
To contact us about anything to do with your personal data and data protection, including making a subject access request, please use the following details for the attention of Suzanne Gillan:
Phone: 0344 848 6888
Patient Plan Direct
16 Daresbury Court
12. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes or if we change our business in a way that affects personal data protection.
Any changes will be made available at www.patientplandirect.com
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