Privacy Policy

1. Introduction

At Precision Placements Dental Staff Ltd ("we", "us", "our"), your privacy is important. This Privacy Policy outlines how we collect, handle, and protect your personal data when you visit our website, use our services, or engage with us in any capacity. This document is intended to help you understand your rights and how your information is used.

Our company is registered in England and Wales under company number 16170405 with our registered office at
Unit 4C Woodley Park Estate, Reading Road, Reading, Berkshire, RG5 3AW.

2. Who This Policy Applies To

This policy applies to:

• Locum dental professionals using our platform to find temporary assignments.
• Dental practices and their representatives seeking to book locum staff.
• Individuals contacting us via our website or communication channels.
• Anyone visiting our website: https://www.ppdental.co.uk.

Please note: this policy governs our own use of your data and does not cover how dental practices may use your personal information once they receive it from our platform.

3. What We Do

Precision Placements Dental Staff connects locum dental professionals with practices in need of temporary staff. We facilitate bookings, communication, timesheet processing, and invoicing to streamline the locum staffing process. Our services are powered by AI-enhanced technology to ensure efficient and accurate matching between professionals and practices.

4. How We Collect Your Information

For Locums:

We collect your information when you:

• Create a profile on our platform.
• Submit your availability or apply for a locum shift.
• Upload required documentation (e.g. GDC, DBS, proof of identity).
• Contact us directly via email, phone or web forms.

Information collected includes but is not limited to:

• Full name, address, phone number, email.
• Proof of ID and right to work in the UK.
• Certifications (e.g. GDC, DBS, indemnity insurance).
• Bank details for payment processing.
• Health declarations and immunisation records (where applicable).
• Employment and education history relevant to your locum work.
• Emergency contact details and referee contact information.

For Dental Practices:

When you create an account or interact with our platform, we may collect:

• Practice name and address.
• Contact person’s name, role, phone number, and email.
• Session booking history.
• Communications related to locum bookings or feedback.

For Website Visitors:

Automatically collected information may include:

• IP address and browser details.
• Device and operating system used.
• Date/time of visits and activity on our website.
• Referral sources and behavioural patterns.

5. How We Use Your Information

We use your data to:

• Connect locums with appropriate dental practice assignments.
• Share profiles with practices when you apply or accept a shift.
• Process invoices and payments between practices and locums.
• Provide support and communicate session updates.
• Verify qualifications and legal compliance (e.g., GDC, DBS).
• Improve the user experience on our website and platform.
• Comply with legal and regulatory obligations.
• Conduct anonymised reporting and usage analytics.

6. Legal Grounds for Using Your Information

We rely on one or more of the following legal bases:

• Contractual necessity: To fulfil agreements between us and users.
• Legal obligations: Ensuring compliance with laws such as right to work or health checks.
• Legitimate interests: For business development, platform improvement, and fraud prevention.
• Consent: When you agree to receive marketing communications or share optional data.

7. How We Share Your Data

We may share your data with:

• Dental practices when you apply or are booked for shifts.
• Payment service providers to process invoices.
• IT service providers who support our systems.
• Regulatory bodies or law enforcement when required by law.

We never sell your personal information.

8. Data Storage & Retention

Your information is securely stored on UK-based servers with appropriate technical and organisational safeguards.

We retain your data:

• As long as you have an active account.
• For up to 6 years after your last engagement for legal and financial compliance.
• Longer if required by law or pending a legal claim.

9. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data.
• Correct inaccuracies in your data.
• Request deletion of your information.
• Object to or restrict certain types of processing.
• Withdraw consent at any time (for marketing or optional data).
• Request data portability.

To exercise your rights, please contact: hello@ppdental.co.uk.

10. Marketing

If you have opted in to receive updates, offers or news from us, you can opt out at any time by:

• Clicking the unsubscribe link in our emails.
• Contacting us directly.

We will never send you marketing without your permission.

11. Cookies

Our website uses cookies to enhance your experience. These are small text files placed on your device to remember preferences and analyse website traffic.

You can manage your cookie preferences via your browser settings. For full details, please see our Cookie Policy.

12. External Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to read their policies.

13. Updates to This Policy

We may revise this policy from time to time. The latest version will always be posted on our website. We encourage users to review it periodically.

14. Personal Information We Collect

We collect the following types of information depending on how you use our services:

For Locums:

• Identification: Name, GDC number, contact details
• Professional: Work history, qualifications, feedback
• Compliance: DBS certificates, immunisation records, proof of right to work
• Financial: Bank details, invoices for HMRC
• Communication: Emails, chat logs, support tickets

For Dental Practices:

• Identification: Name, role/title, contact information
• Practice data: Address, CQC registration, billing preferences
• Communication records

For Website Visitors:

• Technical data: IP address, browser type, device identifiers
• Usage data: Page visits, session activity
• Marketing preferences (if provided)

15. How We Use Your Information

We process your information for the following purposes:

• Matching locums with appropriate roles and practices
• Handling administrative and legal requirements (e.g., invoicing, HMRC, GDC or CQC requests)
• Verifying credentials for compliance
• Responding to questions, complaints, or service requests
• Improving and securing our website
• Internal auditing and staff training
• Marketing (where consented or permitted by law)

16. Legal Grounds for Processing

We rely on the following lawful bases for using your data:

Locums:

• Legal obligation: e.g. maintaining records for tax, compliance, or regulatory inquiries
• Legitimate interest: e.g. connecting you with practices, protecting site security
• Consent: e.g. processing immunisation records where needed
• Contract performance: e.g. handling payments or confirming job placements

Dental Practices:

• Legal obligation: e.g. agency payments to locums
• Legitimate interest: e.g. finding qualified staff, operating efficiently
• Consent: e.g. marketing communications

Website Visitors:

• Legitimate interest: e.g. improving the website, analytics
• Consent: where legally required for cookies or marketing

Where we rely on legitimate interests, we perform a balancing test to ensure your rights are not overridden. You can request details of this by contacting us (see Section 11).

17. Sharing Your Information

We may share your information only when necessary and only with:

• Payment processors and IT service providers (e.g. cloud storage, communication tools)
• Regulatory authorities (e.g. HMRC, GDC, CQC) when legally required
• Security and fraud prevention organisations
• Analytics and marketing providers (only if opted in)
• Prospective buyers in the event of a business sale

All partners we work with are required to maintain data security and process information only as instructed by us.

We do not sell or rent your personal information to third parties.

18. Data Retention

We keep your personal data only as long as necessary to fulfil our obligations and purposes outlined in this policy, or to comply with legal requirements. Retention periods vary based on data type and usage, as outlined in Section 4.

19. Your Rights

Under data protection law, you have the right to:

• Access the information we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your personal information in certain circumstances
• Restrict how we process your data
• Object to processing based on legitimate interests
• Withdraw consent where applicable
• Port your data to another service provider (where applicable)
• Stop marketing communications

To exercise any of these rights, contact us at:

hello@ppdental.co.uk

We may need to verify your identity before responding. We aim to reply within one month.

20. Marketing Preferences

We may contact you with relevant updates or offers:

• If you’re an existing user, we may rely on our legitimate interest
• For new users, we will request your explicit consent

You can unsubscribe at any time via the link in our emails or by contacting us.

21. Data Security

We apply multiple layers of protection to secure your personal information:

• Password-protected systems
• Two-factor authentication for staff
• Encryption software and malware protection
• Secure, locked storage for physical data
• Staff training and onboarding materials
• Restricted access to sensitive data
• All printed personal data is destroyed within one week

Despite these measures, no system is fully immune. Internet-based data transfer comes with some risk, which you accept when using our services.

22. Third-Party Websites

Our website may include links to external sites. We are not responsible for their privacy policies or content. Always review their policies before submitting personal data.

23. Contact Us

If you have questions, concerns, or wish to exercise your rights, contact:

📧 hello@ppdental.co.uk

You can also file a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk or your local data authority.

24. Updates to This Policy

We may revise this policy from time to time. Updated versions will be posted on our website. Please review periodically for changes.