The Irish Dental Association (hereafter ‘the Association’) is committed to protecting your privacy and processing your personal data in accordance with the Data Protection Acts (DPA) 1988-2018 and the General Data Protection Regulation (GDPR) from 25 May 2018 (Data Protection Legislation).
This policy explains how the information we collect about you is used and kept securely. It also explains your privacy choices when using our website as well as your right to access your information under Data Protection Legislation.
We have created this Privacy Statement in order to demonstrate our firm commitment to the privacy of your information and to explain to you our use of your information. The www.dentist.ie website (the “Website”) is operated by the Irish Dental Association on behalf of the Association. In order to fully understand your rights, we encourage you to read this Privacy Statement and to consult our Terms and Conditions (the “Terms”).
This Privacy Statement (together with the Terms and any other documents referred to) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. If you are under 13 years of age, please read this Privacy Statement with a parent or guardian to make sure you understand it.
For the purpose of the Data Protection Acts 1988-2018, the General Data Protection Regulation (GDPR) (EU) 2016/679 and any national implementing legislation (the “applicable Data protection law”), Irish Dental Association is the Data Controller.
2. Information we may collect from you
It is necessary for the Irish Dental Association (IDA) to collect and record certain personal data relating to each member, which may include a member’s name, membership number, date of birth, Dental Council number, address, telephone and fax number(s), email address, bank details, income levels and branch membership
The IDA holds such personal data for administrative purposes only. In particular, bank details of some members are only held for the purpose of discharge of membership fees by those members by way of direct debit. Similarly, the IDA records details of income levels of some members solely for the purpose of determining the subscription rate for those members who apply for concessionary membership rates which are based on income levels.
The IDA has a number of benefits available to its members and in order to ensure such benefits are exclusively available to its members, the IDA may use the names and membership numbers of its members for the purpose of membership verification.
Examples of the uses of names and membership numbers of our members are as follows:
The provision of names and membership numbers of our members, for membership verification purposes only, to providers of mutual defence indemnity cover;
The circulation of promotional material or offers which may be of interest to members of the dental profession.
The provision of names and membership numbers of our members, for membership verification purposes only, to carefully selected affinity partners;
The provision of names and membership numbers of our members, for membership verification purposes only, to mediation bodies (e.g. Dental Complaints Resolution Service), as appropriate.
The provision of names and dental practice contact details of our members, for publication in our Find a Dentist facility within our website.
The provision of names and contact details of dentists who choose to receive copies of the Journal of the Irish Dental Association
We collect and process the following information:
Information that you provide to us when using this Website. This includes information provided at the time of registering to use this Website, subscribing to our services or purchasing goods, posting material or requesting further services, from social media or analytics? We may also ask you for information when you enter a competition or promotion sponsored by us, or our partners and when you report a problem with the Website.
Information you provide to us when applying for membership of Irish Dental Association, which will typically include your name and contact details and also your Dental Council registration number and some of which will be published on our website pending approval of your membership application.
In group email initiatives including but not limited to IDA Updates for members, the Journal of the Irish Dental Association, Daily Digest, emails sent in regard to events, membership benefits, offers for members or services provided by the Association, relating to email open rates, click-throughs, deliverability and site visits. This information is kept for the sole use of quality assurance and improving our email content, services and deliverability. You can unsubscribe from any email initiative using the links in the email footer of each individual email.
If you contact us for any reason, we may keep a record of that correspondence for as long as it is necessary regarding the nature of your contact.
We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them. We will always give you the opportunity to opt-out of receiving such correspondence.
Details of transactions through the Website to which you are a party and of the fulfilment of your orders.
Details of your visits to the Website including, but not limited to, traffic data, location data and other communication data and the resources, advertisements and linked sites that you access.
Other personal information such as telephone recordings, CCTV images at our offices where applicable, web casts and images from conferences and other Irish Dental Association events.
Sometimes we may use your information when you are not a member. For example, a supporter for a membership application, a potential member or customer applying for one of our services, a volunteer or an employee or a job applicant.
Legal Basis on which we use your personal data
We use and share your information where this is necessary to perform our contract with you and to provide products or services, or,
Where you have explicitly consented to the use of this in a particular way (you may withdraw your consent at any time), or
Where use is necessary to comply with a legal or regulatory obligation for example compliance with a law enforcement request, or
Where use is necessary to protect your vital interests in exceptional circumstances, or
Use is for our legitimate interests (which you are entitled to object to) which is for managing the Association and Union, for advertising purposes, using analytics, training etc.
3. Where we store your personal data
All information you provide to us is stored on our secure servers. Any payment transactions via our website will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. In all such cases Irish Dental Association will only transfer such data where there is an adequate level of data protection in that country that is no less protective than that which is provided in Ireland.
4. How we use your information
We use information held about you:
To ensure that content from our Website is presented in the most effective manner for you and for your computer;
To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes or where it is in the legitimate interests of Irish Dental Association to provide you with this information;
To carry out our obligations arising from any contracts entered into between you and us;
To allow you to participate in interactive features of our Website;
To notify you about changes to our Website and/or services.
We may also use your data to provide you with information about our goods and services which may be of interest to you (e.g. as CPD Courses, publications) and we or our agents may contact you about these by post, email and telephone. You are free to unsubscribe and opt-out of this communication at any time and we will always provide you with a way of doing so. If you are happy for us to use your data in this way please tick the relevant boxes when we collect your contact preferences.
If you are an existing customer, we will only contact you (such as email, voicemail or SMS) with information about goods and services similar to those which were the subject of a previous transaction with you.
We do not, without your consent, disclose information about identifiable individuals to third parties, but we may send anonymised statistical data to them for research and survey purposes. We may also use such information to help advertisers reach the kind of audience they want to target (for example, those in the dental profession). We may make use of the personal data we have collected from you to enable us to comply with our advertisers’ wishes by displaying their advertisement to that target audience. We use Google analytics – information on this can be obtained at www.google.com/analytics.
The Irish Dental Association does not sell, rent or lease its customer lists to third parties.
The Irish Dental Association may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, your unique personally identifiable information (e-mail, name, address, telephone number) is not transferred to the third party. In addition, the Irish Dental Association may share data with trusted partners to help us perform statistical analysis, send you email or postal mail, provide customer support, or arrange for deliveries. All such third parties are prohibited from using your personal information except to provide these services to the Irish Dental Association, and they are required to maintain the confidentiality of your information.
The Irish Dental Association does not gather special category data, such as race, religion, or political affiliations, from you.
The Irish Dental Association website will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to:
(a) conform with a legal obligation;
(b) protect and defend the rights or property of Irish Dental Association; or
(c) to protect the personal safety of users of Irish Dental Association, or the public.
Do you use automated processing? For example, for money laundering purposes- set this out whether or not.
5. Disclosure of your information
We may disclose your personal information to our service providers or data processers working directly on our behalf for a specified purpose, for example, an external event management company obtaining delegate registrations for our annual conference. They do not keep this information and it is only used for the purpose we contract them for. We may disclose your personal information to your authorised representatives, or to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms and other agreements; or to protect the rights, property, or safety of the Irish Dental Association, our members, or others.
Implications of not providing your information
If you do not provide the information requested we may not be able to provide you with any or all of our services, or to renew your membership. We will tell you when we request information that is not required to comply with our contract or to comply with a legal obligation.
6. Safeguarding your personal information
We endeavour to use appropriate security measures at all times to protect your data. The Website has security measures in place to protect the loss, misuse and alteration of the information under our control. These security measures include SSL certificates to ensure encrypted data is received as it was sent, cookies, secure servers not accessible from anywhere but the Irish Dental Association Virtual Private Network (VPN). However, as no data transmission over the Internet can be guaranteed as 100% secure, we cannot ensure or warrant the security of any information you transmit to us and you transfer the data at your own risk
We may collect information about your computer, including where available, your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. We notify you and request your consent to this on our website. The information reported to our advertisers is statistical data about how you browse our Website and is not specific enough to identify any individual user.
For the same reason, we may obtain information about your general Internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. Cookies help us to improve our Website and to deliver a better and more personalised service. They enable us:
To estimate usage numbers and patterns;
To store information about your preferences, and so allow us to customise our Website according to your individual interests;
To speed up your searches;
To recognise you when you return to our site.
8. Your rights
We hope you are satisfied with the way in which we use your information. However, you have the right to tell us if you:
Object to use of your information for our legitimate business interests or don't want to be contacted in the future by us;
Would like to find out if we use your information, access your information and obtain a copy of the personal information which we hold about you;
Would like us to correct, update, restrict or delete your personal information in our records;
In certain circumstances, a right not to be subjected to solely automated decisions, and where we do this a right to have a person review this.
Exercise the right to data portability (to transfer your information to another provider)
To withdraw consent at any time where the use of your information is based on consent.
Wish to report any misuse of your personal information.
If you would like to exercise any of these rights please so by emailing us at firstname.lastname@example.org or writing to the Office Manager, Irish Dental Association, Unit 2, Leopardstown Office Park, Sandyford, Dublin 18.
We hope you are happy with how we use your information but if you are not, you may lodge a complaint with the Data Protection Commissioner at email@example.com or LoCall 1890 252231 or by post to Data Protection Commission, Canal House, Station Road, Portarlington, Co. Laois R32 AP23.
9. Finding out what information the Association holds about you
Under the Data Protection Legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please contact our Office Manager. You will also need to provide two forms of identification, for example, driving licence, utility bill or passport and, if appropriate, any particulars about the source or location of the information you are requesting. The Association has 30 days to respond to your subject access request.
10. Data retention
We keep and use your personal information for as long as you have a relationship with us or in order to enable us to assist you with queries in regard to payment instructions relating to membership of the Association or in regard to services provided or for a limited period where dentists cancel their membership. We hold your information generally for a period of 7 years afterwards unless we are legally required to keep it for a longer period. Further information in relation to retention periods can be obtained by contacting the Data Privacy Officer at firstname.lastname@example.org.
11. Acceptance of this Privacy Statement
By your use of this Website, you signify that you have read this Privacy Statement. If you do not agree with or you are not comfortable with any aspect of the Privacy Statement, we recommend that you discontinue use of the Website and your engagement with us.
We reserve the right to modify this Privacy Statement at any time. Your continued use of any portion of the Website following notification or posting of such changes will constitute your acknowledgment of those changes.