Privacy Policy

A Legal Disclaimer

This privacy policy applies to Pro-Dent Club, and our affiliates and related entities (“Pro-Dent Club”, “we”, “us” or “our”). We are committed to protecting your privacy and handling your personal information in an open and transparent manner.

This privacy policy sets out how we will access, collect, use, store, transfer, retain and protect (collectively referred to as “process”) personal information about you when:

providing services to you or our clients
you use “our Website” or
performing any other activities that form part of the operation of our business.

When we refer to “our Website” or “this Website” in this policy we mean the specific webpage of prodentclub.com, and to specific webpages with a URL commencing ‘www.prodentclub.com’

prodentclub.com is comprised of various global, country, regional and practice specific websites. To learn more about Pro-Dent Club, and their related entities, please see our About page. This privacy statement also contains information about when we share your personal information with other members of the Pro-Dent Club Network and other third parties (for example, our service providers).

This privacy statement should be read in conjunction with any additional privacy statements or notices available or provided to you by us at or before the time you provide us with your personal information.

We strive to limit the amount of personal information we collect to that necessary and appropriate for the above purposes. In the course of providing services to you, or our clients and performing due diligence checks in connection with our services (or discussing possible services we might provide), we will collect or obtain personal information about you. We may also collect personal information from you when you use this Website or through digital interactions with you. We may collect or obtain such personal information because you give it to us (for example in a form on our Website), because other people give that personal information to us (for example your employer or adviser, or third party service providers that we use to help operate our business) or because it is publicly available. We may also collect or obtain personal information from you because we observe or infer that personal information about you from the way you interact with us or others. For example, to improve your experience:

with Pro-Dent Club’s services, we may consider the strength and frequency of, and feedback through our interactions; or

when you engage you use this Website and ensure that it is functioning effectively, we (and / or our service providers) may use cookies (small text files stored in a user’s browser) and web beacons which may collect personal information. Additional information on how we use cookies and other tracking technologies and how you can control these can be found in our Cookie notice.

The personal information that we collect or obtain varies depending on the purpose for processing that personal information and may include, but is not limited to: your name; age; date of birth; e-mail address; home address; country of residence; lifestyle and social circumstances (for example, your pastimes); employment and education details (for example, the organization you work for, your job title and your education details); your postings on any blogs, forums, wikis and any other social media applications and services that we provide; your IP address; your browser type and language; your access times; complaint details; details of how you use our products and services; details of how you like to interact with us and other similar information. The personal information we collect may also include so called ‘sensitive’ or ‘special categories’ of personal information, such as details about your: gender; dietary requirements (for example, where Pro-Dent Club would like to provide you with lunch during a meeting); financial and tax-related information (for example your business’s income and tax residency). The types of personal information and sensitive personal information that we collect may vary depending on the legal requirements imposed on us, nature of the services that we provide to you or our client, or how you use our Website. Where we are provided with personal information about you, we take steps to ensure that the entity providing such information (“Transferor”) has complied with the privacy laws and regulations relevant to your data. This may include, for example, that the Transferor has provided you with notice of the collection (and other matters) and has obtained any necessary consent for us to process that personal information as described in this privacy statement. We understand the importance of protecting children's privacy. Our Website and services are not designed for, or intentionally targeted at, children. It is not our policy to intentionally process information about children.
We are required by law to set out in this privacy statement the legal grounds on which we rely in order to process your personal information. As a result, we use your personal information for the purposes outlined above because: (a) of our legitimate interests in the effective delivery of our services to you or our client; (b) of our legitimate interests in the effective and lawful operation of our business so long as such interests are not outweighed by your interests; (c) of the legal and regulatory obligations that we are subject to, such as keeping records for tax purposes or providing information to a public body or law enforcement agency; (d) the information is required in order to provide our services to you or our client; (e) because you have consented to such use of your personal information; (f) because you have voluntarily provided us with your personal information for a specific purpose (i.e., to receive thought leadership from us); or (g) you have made that data public. To the extent that we process any sensitive personal information relating to you for any of the purposes outlined in the “How we use your personal information” section above, we will do so because: (a) you have given us your explicit consent to process that personal information; (b) we are required by law to process that personal information in order to ensure we meet our ‘know your client’ and ‘anti-money laundering’ obligations (or other legal obligations imposed on us); (c) the processing is necessary to carry out our obligations under employment, social security, social protection or other similar law; or (d) the processing is necessary for the establishment, exercise or defense of legal claims. Where we are legally required to obtain your explicit consent to provide you with certain marketing materials, we will only provide you with such marketing materials where we have obtained such consent from you. If you do not want to continue receiving any marketing materials from us, you can click on the unsubscribe function in the communication or e-mail info@prodentclub.com.
We use a range of physical, electronic and managerial measures to ensure that we keep your personal information secure, accurate and up to date. These measures include, but are not limited to:

education and training to relevant staff to ensure they are aware of our privacy obligations when processing personal information

administrative and technical controls to restrict access to personal information on a ‘need to know’ basis

technological security measures, including firewalls, multi-factor authentication, encryption and anti-virus software

physical security measures, such as staff security passes to access our premises

an appointed Chief Privacy Officer to oversee privacy matters for Pro-Dent Club

Although we use appropriate security measures once we have received your personal information, the transmission of data over the internet (including by e-mail) is never completely secure. We endeavor to protect personal information, but we cannot guarantee the security of data transmitted to us or by us.
You have various rights in relation to your personal information. The rights afforded to you may vary depending on your geographic location and the applicable laws governing how we process your personal information. To the extent prescribed by applicable law, you may have a right to:

obtain confirmation that we are processing your personal information and request a copy of the personal information we hold about you

request certain information about how we process your personal information

ask that we update the personal information we hold about you, or correct such personal information that you think is incorrect or incomplete

ask that we delete certain personal information that we hold about you, or restrict the way in which we use such personal information

ask that we de-index or cease disseminating certain personal information that may be included in our websites

withdraw consent to our processing of your personal information (to the extent such processing is based on consent)

To exercise any of your rights, or if you have any other questions about how we process your personal information, please email info@prodentclub.com.
We will hold your personal information on our systems for the longest of the following periods: (a) as long as is necessary for the relevant activity or services; (b) any retention period that is required by law or professional standards; (c) the end of the period in which litigation or investigations might arise in respect of the services or (d) as directed by Pro-Dent Club own internal retention policies or practices, the length of which may vary depending on the nature of the information that is held. Further, any copies of personal information stored in our electronic backups will be destroyed in accordance with that backup’s ordinary lifecycle.