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The information we collect and how we use it

Protecting your privacy is important to us. Please take a few moments to review this Policy.

Introduction

The website at Dentinaltubules.com (“the Site”) is operated by Dentinal Tubules Limited, a company registered in England and Wales with company number 06862496 of 2 Churchill Court, 58 Station Road, North Harrow, Middlesex HA2 7SA (“the Company”). Our Site is currently hosted in the UK. We take privacy issues seriously and are committed to protecting your personal information. This Privacy and Cookies policy (“Policy”) explains this and also explains how the Company collects, uses and discloses personal information about you when you visit the Site and when you contact the Company, whether by e-mail, post, fax, telephone or using the contact options on the Site.

The information you provide to us through the Site will be collected by the Company. All references to “the Company”, “we” and “our” in this Policy mean Dentinal Tubules Limited, unless distinguished in the text. This Policy has been developed in accordance with our legal obligations and may be updated from time to time. You should check this page regularly to familiarise yourself with any changes to this Policy.

If you have any queries concerning your personal information or any questions on our use of the information, please email contact@tubules.com.

What type of personal information do we collect and why?

When you visit our Site, we may automatically collect standard internet and website log information and details of patterns about how website visitors behave. The information we may collect includes information about your Internet Service Provider, your operating system, browser type, domain name, the Internet Protocol (IP) address of your computer (or other electronic Internet-enabled device), your access times, the website that referred you to us, the web pages you request and the date and time of those requests. This may allow us to find out which parts of the Site are popular or need changing. Our collection of website use information may also involve the use of cookies and Web beacons. Please see the Cookies section of this Privacy and Cookies Policy below for more information.

The Site is intended to be used by professional health care providers, although of course it is easily accessible to others on a read only basis. Most content is only accessible to registered members, sometimes known as “Tubulites”.

The Site allows you to interact with us in many ways, including where you choose to:

• become a Tubulite and become a registered user with either Tubulite COMMUNITY, Tubulite PREMIUM or Tubulite PRACTICE membership, in which case some or all of the following options become available:
• use our live comment and messaging facilities to provide feedback on our sessions;
• use our member forum to exchange views and opinions with other registered users;
• join our groups and study clubs, advertise courses and jobs, complete unlimited CPD, watch and take part in TubulesLiveTM Broadcasts, follow people and/or articles, cases and leave product reviews and contribute to expert columns;
• enquire about a course when signed in;
• sign up to receive our newsletter by email; and
• be notified of our courses, products and/or services that may be of interest to you (based on your membership package or browsing of our Site and with your prior consent to receipt of the same where that is required under data protection laws).

If you want to use our any of these services, including our Tubulite member services, you may need to provide us with some additional personal information so that we can liaise with you in order to deal with your membership registration. If you do choose to provide us with your personal information, we will collect that information for our own use and for the purposes described in this Policy.

There may be free text boxes on this Site from time to time, including where you can comment on content. This includes our forums and message boards.

YOU MUST NOT UPLOAD OR OTHERWISE SHARE WITH US THROUGH THE SITE ANY PERSONAL DATA INCLUDING SENSITIVE PERSONAL DATA ABOUT PATIENTS SUCH AS INFORMATION RELATED TO THE PROCEDURES YOU CAN OBSERVE THROUGH YOUR MEMBERSHIP OR FROM YOUR OWN PRACTICE WHICH IDENTIFIES OR WOULD, WITH OTHER DATA, IDENTIFY PATIENTS. WE DO NOT WISH TO COLLECT OR OTHERWISE PROCESS ANY SUCH INFORMATION THROUGH THIS SITE.

YOU SHOULD REFER TO OUR TERMS AND CONDITIONS IN WHICH YOU COMMIT TO OBTAIN PRIOR EXPLICIT CONSENT (WHICH IS DOCUMENTED FOR EVIDENCE PURPOSES) FROM ALL PATIENTS WHOSE PHOTOGRAPHS OR VIDEO IMAGES YOU SUPPLY TO US FOR USE WITHIN THE MEMBERSHIP CONTENT. IN ADDITION YOU SHOULD REFER TO THE TERMS OF USE ON OUR SITE. YOU ARE RESPONSIBLE FOR ENSURING THAT THIS CONSENT COLLECTION OCCURS IN ACCORDANCE WITH RELEVANT DATA PROTECTION LAWS. IF ANY DOUBT, CONTACT THE SITE ADMINISTRATOR FOR ADVICE ON contact@tubules.com.

You are reminded that any consented photographs or video images that are presented must (notwithstanding that consent) also be anonymised and make the patient non-identifiable, e.g. obscuring their face or identifiable features.

PATIENT RECORDS OR RADIOGRAPHS THAT USERS WISH TO DISCUSS ON THE FORUM ON OUR SITE MUST NOT UNDER ANY CIRCUMSTANCES BE POSTED ON THE FORUM OR DISCUSSED ON THE FORUM IN SUCH A WAY AS TO REVEAL THE IDENTITY OF THE PATIENT TO WHOM THEY RELATE. IF ANY DOUBT, CONTACT THE SITE ADMINISTRATOR FOR ADVICE ON contact@tubules.com.

You are reminded that any consented records or radiographs that are presented must be anonymised and make the patient non-identifiable, eg obscuring their face or identifiable features.

Where you interact with us in any of the ways explained above, we may collect the following personal information from you, for the purposes more particularly described in this Policy:

• your forename, surname and username;
• your personal or work related (depending on which you choose to submit) e-mail address and your password (which allow us to create your Tubulite account);
• your personal or work related contact details (depending on which you choose to submit) such as your telephone number(s), fax numbers and postal address;
• professional information that you choose to provide as part of your membership profile, including for instance your professional General Dental Council registration number or its equivalent for members outside the United Kingdom;
• other profile information such as your photograph if you choose to provide one, details of your CPD training, certificates and general subscription details;
• your contact and marketing preferences;
• if you take a survey or interact with us in various other ways - demographics information and information about subjects that may interest you;
• your payment details (these are processed by third parties in connection with our Site – our partners include Stripe, Paypal and GoCardless – further details below);
• information necessary for legal compliance; and/or
• where you "like" us or a Tubules Talks or make posts on our pages on social networking websites, such as Facebook, Twitter, YouTube and Instagram.

This information will be collected primarily from you as information voluntarily provided to us, but we may also collect it where lawful to do so from (and combine it with information from) public sources, third party service providers, tax or law enforcement agencies and other third parties. We may also collect personal information about you from your use of other Company websites or services.

How does the Company use information about me?

The Company may use information about you for the following purposes:

• to respond and/or deal with your enquiry, job application or live feedback in relation to our training materials;
• to process and administer your membership request, including providing you with a membership number. Where you apply for Tubulite COMMUNITY, Tubulite PREMIUM or Tubulite PRACTICE membership, you will be transferred to the website of one of our partners who will process your payment securely. Our partners include Stripe, Paypal and GoCardless. We will not hold any of your payment information;
• to improve our products and services and to ensure that content from the Site is presented in the most effective manner for you and for your computer (or other electronic Internet-enabled device);
• to administer the Site;
• for internal record keeping;
• to contact you (directly, either by the Company or through a relevant partner or agent) by e-mail or phone for any of the above reasons;
• subject to your consent where required under applicable laws, to carry out direct marketing and/or e-mail marketing;
• where necessary as part of any restructuring of the Company or sale of the Company's business or assets;
• to perform any contract the Company has with you;
• for compliance with our legal, regulatory and other good governance obligations; and
• to analyse trends and customer journeys in using and accessing our Site.

This list is not intended to be exhaustive and may be updated from time to time as business needs and legal requirements dictate. Some of the personal information that we maintain will be kept in paper files, while other personal information will be included in computerized files and electronic databases.

In addition, we may use your personal information as necessary for the exercise of our legitimate business interests and needs (subject to data protection laws).

We may also convert your personal information into anonymous form and use it (normally on an aggregated statistical basis) for research and analysis purposes, such as to improve the content on the Site. We may also use it to monitor usage patterns on the Site to improve navigation and design features to help you get information more easily. This information is provided to us as daily logged files. In order to help us develop the website and our services, we may provide such aggregate information to our support and technical teams. The statistics however will not include any information that can be used to identify you. In addition, we may use pixels or transparent GIF files, to help manage online advertising. 

Do you share my personal information with third parties?

Your personal information will be made available for the purposes mentioned above (or as otherwise notified to you from time to time), on a ‘need-to-know’ basis and only to responsible management, accounting, legal, logistics, audit, compliance, information technology and other corporate staff who properly need to know these details for their functions within the Company. Please note that certain individuals who will see your personal information may not be based at the Company or in your country (please see below). Please note that where you apply for jobs using the Site, your information may be passed to the organisation or relevant recruitment agent for the purposes of progressing your application.

Where you apply for Tubulite COMMUNITY, Tubulite PREMIUM or Tubulite PRACTICE membership, as explained above, your payment information will be shared with our partners to effect payment.
We may share personal information within the Company as needed for reasonable management, analysis, planning and decision making, including in relation to taking decisions regarding the expansion and promotion of our product and service offering, order or user and member request fulfilment and for use by those companies for the other purposes described in this Policy.
Your personal information may also be made available to third parties (within or outside the Company) providing relevant services under contract to the Company (see below for further details). Third parties in this context means, providers to the Company of responsible management, accounting, legal, logistics, audit, compliance, information technology, marketing and other services. This may also include providers of call centers, data storage and database hosting services, IT hosting and IT maintenance services. These companies may use information about you to perform functions on our behalf.

We may disclose specific information upon lawful request by government authorities, law enforcement and regulatory authorities where required or permitted by law and for tax or other purposes. Your personal information may also be made available to third parties or partners where necessary as part of any restructuring of the Company or sale of the Company’s business or assets. Personal information may also be released to external parties in response to legal process, and when required to comply with laws, or to enforce our agreements, corporate policies, and terms of use, or to protect the rights, property or safety of the Company, our employees, agents, customers, and others, as well as to parties to whom you authorise the Company to release your personal information.

We will not sell your personal information to any third party other than as part of any restructuring or sale of the Company or relevant Company business.

We may disclose specific information about you upon lawful request by HMRC, government authorities, law enforcement and regulatory authorities where required or permitted by law. Personal information may also be released to external parties in response to legal process, and when required to comply with applicable laws and regulations, or to enforce our agreements, corporate policies, and terms of use, or to protect the rights, property or safety of our businesses, our employees, agents, customers, and others, as well as to parties to whom you authorize us to release your personal information.

Will my personal information be transferred abroad?

We have explained above how your personal information may be disclosed outside of the Company. As part of this, including for instance where we engage providers of services, such as our payment partners, your personal information may be transferred to countries or territories located outside the European Economic Area (“EEA”) which do not have adequate protections for personal information. Steps will be taken with a view to protecting your personal information in that instance consistent with applicable data protection law.

What choices do we offer you with regard to direct marketing?

With your consent where relevant and in accordance with applicable data protection law, we may wish to provide you with information about new products, services, promotions and offers which may be of interest to you and may invite you to take part in market research or request feedback on our Tubules Talks, TubulesLive TM and other products and services. This communication may occur by e-mail, telephone, post or SMS. We will take steps to advise you of how to opt-out of receiving such communications for example by clicking the “unsubscribe” link on any email that we send to you or by emailing contact@tubules.com at any time. You can also ‘opt out’ of receiving these communications by going to “My Account”, accessing “Account Profile” and selecting “Click here if you want to change preferences”.

Please note that marketing communications are not the same as “information only” communications and that consents are not usually required in order for us to communicate with you about the services you have enquired about or have signed up to obtain through the Sites, using contact details you have provided for this purpose.

What rights do you have in respect of your personal information?

You have a number of rights in respect of your personal information under applicable data protection law. These include the right to access or obtain copies of your personal information and to have inaccurate information about you corrected. To exercise these rights you would need to email us at contact@tubules.com and pay the statutory fee of £10 to the Company’s bank account with HSBC Bank plc, sort code: 40-20-16; account number: 51769529.

Can you change information we hold about you?

Where you have provided us with an email address or any other personal information which has since become outdated, you should inform us by using the contact form on the website or updating your details using the "my account link" link at the top of the site. You must be logged in to access the "my account page".

Security

The information we collect about site visitors the site, is stored in secure environments and we do not share any data that identifies any individual, to any other individual or party. We have mechanisms in place to protect data. One such mechanism is called a "firewall". A firewall is a barrier that allows only authorised traffic through. It safeguards our computer systems and your information. We also use system and application logs to track all access. We review these logs periodically and investigate any anomalies or discrepancies. We understand that the security of your information is important to you. We also understand that our continued success as a publisher on the web relies on our ability to communicate with you in a secure manner. We adhere to the highest standards of decency, fairness, and integrity in our operations. We use several measures to authenticate your identity when you visit our site. We also take steps to protect your information as it travels the internet, and to make sure all information is as secure as possible against unauthorised access and use (for example, by hackers). Despite our best efforts, and the best efforts of other firms, "perfect security" does not exist on the internet, or anywhere else. As a result, whilst we strive to protect your personal information, we cannot warrant the security of the information you transmit to us online. You therefore do so at your own risk. Once we receive your transmission, we make our best efforts to ensure its security on our system.

Email

Any email between you and DentinalTubules.com is not encrypted.

Keeping you informed

We will keep your details on record until we have completely dealt with your request, enquiry or membership application and then for a reasonable period afterwards, in accordance with data protection and other applicable legislation.

The Company may keep your details on record for as long as is necessary for the purposes set out above and will then endeavour to delete your details in accordance with data protection and other applicable legislation.

Changes to this Policy

We keep this Policy under regular review. We may change this Policy from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. The date at the top of this Policy will be updated accordingly.

We encourage you to check the date of this Policy when you visit the Site for any updates or changes. We will notify you of any modified versions of this Policy that might materially affect the way we use or disclose your personal information.

By using our Site, submitting your personal information to us, becoming a Tubulite or interacting with us in other ways, you consent to the use of your personal information as described in this Policy (as amended from time to time).

This Policy only extends to the Site and does not, therefore, extend to your use of, provision of data to and collection of data on any website not connected to us to which you may link by using the hypertext links within this website.

Contact/address details

If you have any questions about this Policy, please contact us at contact@tubules.com.

Cookies policy

This Cookies Policy (“Cookies Policy”) also applies to the Site and explains how we use cookies and other similar technologies to collect information about the way you use the Site.

What are cookies?

Cookies are small, often encrypted, text files that are used by websites to perform certain functions.

How do we use cookies?

Information supplied to us using cookies helps us to analyse the profile of our visitors and provide you with a better online experience.

We use cookies to track how you use our Site by providing usage statistics. Cookies are also used to serve ads to you based upon your browsing history and previous visits to the Sites.

Whilst this information on its own does not usually constitute your personal information (see our Privacy Policy (http://www.dentinaltubules.com/privacy-policy) above for examples of the personal information we may collect when you use the Site and further detail on how we process such information), we may combine the information we collect by cookies with the personal information that we have collected from you in order to learn more about how you use our Sites and to improve our Services.

A full list of cookies and how we use them can be found below in the section “Cookies we use”.

How to control and delete cookies

Cookies can be controlled, blocked or restricted through your browser settings. Information on how to do this can be found within the Help section of your browser. All cookies are browser specific.
Therefore, if you use multiple browsers or devices to access websites, you will need to manage your cookie preferences across all of these elements.

There are also several online resources that can give you more information on cookies and how you can control them within a variety of different web browsers. You can visit either http://www.aboutcookies.org or http://www.allaboutcookies.org for more information.
If you are using a mobile device to access the Sites, you will need to refer to your handset instruction manual or other help/settings resource in order to find out how you can control cookies on your particular device.

Please note: if you restrict cookies, you may experience a loss of functionality while using the Site.

Cookies we use

We use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your device until you delete them).

We have grouped our cookies into the following categories, to make it easier for you to understand why we need them:

• Strictly Necessary: these cookies are strictly necessary for the Sites to work properly. They are needed to allow you to move around the Sites and use our features.

• Functionality: these cookies enable technical performance of our Sites and allow us to ‘remember’ the choices you make and your preferences.

• Performance/Analytical: these cookies allow us to collect certain information about how you navigate the Sites. They help us to understand which parts of our Sites are interesting to you and which are not as well as what we can do to improve them.

• Targeting/Advertising: these cookies are used to deliver adverts relevant to an identified machine or other device (not a named or otherwise identifiable person) which are tailored to interests associated with the website activity tied to that machine or device. For example, if a cookie on a third party website recognises that a particular product was purchased from a particular device, that cookie may ‘talk to’ marketing cookies on our Sites to ensure advertisements about similar products displayed on our Sites are accessible from that device. These cookies are also used to limit the number of times a user sees an advertisement as well as to help measure the effectiveness of an advertising campaign. They may also remember that the Site has been visited from a device and share that information with marketing organisations. The marketing cookies on our Sites are operated by third parties with our permission. Marketing cookies are used to monitor from which advertising source a user was directed towards our Sites so that we know whether it is worth us investing in that particular advertising source.

Cookie: Drupal session
Name: Drupal session
Purpose:
This cookie allows us to:
• Recognise you when you return to our site;
• Allow you to use our site in a way that makes your browsing experience more convenient, for example, if you register with us or complete our online forms, we will use cookies to remember your details during your current visit, and any future visits provided the cookie was not deleted in the interim.

Cookie: has js
Name: has js
Purpose:
This cookie is essential for our site to check whether your browser has javascript enabled.

Cookie: Google Analytics
Name: utma, utmb, utmc, utmz
Purpose:
These cookies are used to recognise you when you return to our site, track the pages you visit, estimate our audience size and monitor traffic levels and search queries.

Cookies set by third party sites

To enhance our content and to deliver a more enriching online experience for our users, we sometimes embed images and videos from other websites on the Sites.
We currently use and may in future use content from sites such as Facebook, LinkedIn and Twitter. You may be presented with cookies from these third party websites. Please note that we do not control the dissemination of these cookies and you should consult the relevant third party website for information on how these cookies are used and how you can control them.

Social Sharing

We may also embed social sharing icons throughout our websites. These sharing options are designed to enable users to easily share our content with their friends using a variety of different social networks. These social sharing sites may set a cookie when you are logged into their service. Please note that we do not control the dissemination of these cookies and you should consult the relevant third party website for information on how these cookies are used and how you can control them.

Updates to this Privacy and Cookies Policy

This Privacy and Cookies Policy may be updated regularly as and when new cookies are implemented, or existing cookies removed. If necessary, we will draw the changes to your attention when you next visit the Sites.

We may also update this Privacy and Cookies Policy based upon cookie best practices and both UK and EU legal requirements.

You are encouraged to check back here in order to keep up-to-date with the latest version of this Privacy and Cookies Policy.

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