Highland Dental Plan is dedicated to safeguarding and preserving your privacy. This privacy notice will inform you how we look after your personal data, and tell you about your privacy rights and how the law protects your personal data.

Detailed in this privacy notice is how Highland Dental Plan collects and processes your personal data through use of our website and other means, including post, telephone, and email.

1. Who we are

In this privacy notice Highland Dental Plan means Highland Dental Plan Limited (a company incorporated under the Companies Act, registered number SP2448RS), having its registered office at River House, Young Street, Inverness, IV3 5BL.
Within the context of this notice “we”, “our” & “us” refers to Highland Dental Plan Limited (the Data Controller). This means that we are responsible for, and control the processing of, the personal information you provide to us in accordance with this privacy notice.

By using our website (https://www.highlanddentalplan.co.uk) you are accepting and consenting to the practices described in this notice.

2. How we get your personal information

a) Most of the personal information we process is provided to us directly by you for one of the following reasons:

a) You have a general enquiry and complete our ‘contact form’ on the website.
b) You register for membership with Highland Dental Plan.
c) Subscribe to our blog and mailing list.

If you contact us, we may keep a record of that correspondence. If you send us personal information which identifies you via email, we may keep your email and email address, and we will only use these details for the purposes in which it was given, or consented to.

b) We may also receive personal information indirectly, in the following scenarios:
a) We receive personal data about you from various third parties and public sources, such as our business delivery partners, and suppliers.
b) As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
c) Technical Data such as IP address, browser type and version, etc from a) analytics providers, b) advertising networks, c) search information providers.
d) Your identity and contact details from publicly available sources such as social media sites.
e) An employee of ours gives your contact details as an emergency contact or a referee.

3. What we do with your personal information

This section of the privacy notice provides clarity on what we do with your personal information. For this purpose, we have grouped your personal data into the following categories:

Category: When you send us a general enquiry and complete our ‘contact form’ on the website

1. Purpose - To provide you with the information for your enquiry, and be able to respond to you accordingly.
2. Legal basis for processing your data - Contractual fulfilment
3. What data do we need / and what is collected? - We need enough information from you to answer your enquiry, such as, name, telephone number, email address.
4. What we do with it - We will keep a record of your details, and will then pass these details to the correct area of the business to be dealt with. We will also keep a record of our response.
5. How long we keep it - From 12-months following the last action. Unless correspondence relates to a further contractual agreement, then it is kept for 7 years following termination of the contract.
6. Do we use any data processors? - Blue Horizons (marketing); IndepenDent Care Plans UK Ltd.

Category: When you register for membership with Highland Dental Plan

1. Purpose - So that we can ensure we have the necessary contact details required to provide you with and administer an acceptable membership. We may also for time to time send you information that we think may be of interest to you.
2. Legal basis for processing your data - Contractual performance, and Legitimate Interest
3. What data do we need / and what is collected? - For the purposes of our membership, we require certain information from you, such as, name, address, contact telephone numbers, email address, desired banding levels, bank account details, practice details, professional qualifications, GDC certificate, professional indemnity insurer.
4. What we do with it - We will keep a record of your details, in paper form and an electronic copy. All payment details are kept secure in accordance with PCI Compliance. We will contact you to inform you of products and services that we think may be of interest to you.
5. How long we keep it - For 7 years following termination of your membership contract.
6. Do we use any data processors? - IndepenDent Care Plans UK Limited

Category: When you subscribe to our blog or mailing list

1. Purpose - So that we can add your personal details to our mailing list for you to receive news, offers and important updates.
2. Legal basis for processing your data - Consent
3. What data do we need / and what is collected? - We need enough information from you so we can add your details to our mailing list and you can receive the requested information, such as, name, telephone number, email address.
4. What we do with it - We add your contact details to our mailing list database, which we then use as a tool for sending out the consented information.
Were you have consented, we process your personal data for marketing purposes, such as, but not limited to, news, offers, important updates, and member benefits.
5. How long we keep it - Personal Data is kept until consent is withdrawn, or the legitimate purpose for processing the data is no longer valid.
6. Do we use any data processors? - Blue Horizons (marketing); IndepenDent Care Plans UK Ltd.

Category: When you enquire about one of our dental care plans – Full Care; Maintenance; Children’s Maintenance (Patients only)

1. Purpose - To provide you with the information about our dental care plans and be able to respond to you accordingly.
2. Legal basis for processing your data - Contractual purposes.
3. What data do we need / and what is collected? - For the purposes of our membership, we require certain information from you, such as, name, address, contact telephone numbers, email address, desired banding rates, bank account details, dentist name.
4. What we do with it - We will keep a record of your details, in paper form and an electronic copy. All payment details are kept secure in accordance with PCI Compliance.
5. How long we keep it - All paper copies are shredded after scanning electronically. Records are kept for 7 years from the termination of the contract.
6. Do we use any data processors? - Royal & Sun Alliance; IndepdenDent Care Plans UK Ltd

Category: When you complete ongoing claim forms (Patients only).

1. Purpose - To ensure we have the necessary personal information required to support your claim.
2. Legal basis for processing your data - Contractual fulfilment
3. What data do we need / and what is collected? - We require certain information about you and your claim, such as, date of injury, name, address, plan number, date of birth, dentist details, total treatment cost, patient contribution, emergency treatment details, any hospitalisation, dentist declaration, x-rays, photographs, treatment plans.
4. What we do with it - Paper copies are retained and stored securely.
5. How long we keep it - Details are kept for 5-years, however complex cases are kept for 7-years.
6. Do we use any data processors? - Hart Insurance; Royal & Sun Alliance; IndepenDent Care Plans UK Ltd

4. Your Data Protection Rights 

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. If we are processing your information for criminal law enforcement purposes, your rights are slightly different.

a) Your right of access - you have the right to ask us for copies of your personal information, and find out how we are using or storing your personal data. This right always applies. However, there are some exemptions, which means you may not always receive all the information we process.

You exercise this right by asking for a copy of the data, which is commonly known as making a ‘subject access request’. We will respond to your request within one month, however in certain circumstances we may need extra time to consider your request which may take up to an extra two months. If we are going to do so, we will let you know within one month that we need more time and why.

A copy of your personal data will be provided free of charge, unless we consider your request ‘manifestly unfounded or excessive’, then we will ask for a reasonable fee to cover administrative costs associated with the request.

b) Your right to rectification - you have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

c) Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances.

d) Your right to restriction of processing – you have the right to object to the processing of your personal data in some circumstances. If we agree to your objection, we will stop using your data for that purpose unless we can give strong and legitimate reasons to continue using your data despite your objections. You have an absolute right to object to us using your data for direct marketing.

e) Your right to data portability - This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you. The right only applies if we are processing information based on your consent, or in talks about entering into a contract and the processing is automated.

5. Sharing your personal information

We will never share your personal data with a third party for marketing purposes without your prior consent to do so. You have the right to ask us not to process your personal data for marketing purposes, therefore if you wish to change your mailing preferences or opt-out of specific marketing communications, you may follow the instructions on the relevant forms, or notify us on the contact details provided in this privacy notice.

We use data processors who are third parties to provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.

In some circumstances we are legally obliged to share information. We’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.

Current data protection law, imposes restrictions on the transfer of personal data outside the EEA (European Economic Area), to third countries or international organisations. These restrictions are in place to ensure that the level of protection of individuals afforded by the current regulations is not undermined. Personal data may only be transferred outside of the EEA in compliance with the conditions for transfer.

Companies may transfer personal data where the organisation receiving the personal data has provided adequate safeguards. Individuals’ rights must be enforceable and effective legal remedies for individuals must be available following the transfer. We do not share your personal data outside of the EEA.

6. Links to other websites

Where we provide links to websites of other organisations, this privacy notice does not cover how that organisation processes personal information. We encourage you to read the privacy notices on the other websites you visit.

7. Website browsing

a) Analytics
When you visit our website, we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

b) Our use of Cookies
Cookies allow web applications to respond to you as an individual. The web application can then tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Overall cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You will be given the opportunity to accept or reject the use of cookies in a pop-up box when you first access our website. You may choose not to accept the ‘cookies’, however, this may prevent you from taking full advantage of the website.

8. Changes to our privacy notice

Any changes we make to our privacy notice in the future will be posted on this page. By continuing to use our website you will be deemed to have accepted such changes.

9. How to contact us

Questions, comments and requests regarding this privacy notice are welcomed and should be addresses to:

  • Email address: hdpltd@ident.co.uk
  • Telephone number: 01463 712585