PFM Dental Privacy Policy

Our Privacy Policy - your rights, your information and how we use it.

PFM Dental is committed to protecting your personal information.

Our Privacy Policy contains important information about what personal details we collect; what we do with that information; who we may share it with and why; and your choices and rights when it comes to the personal information you have given us.

We may need to make changes to our Privacy Policy; so please check our website for updates from time to time. If there are important changes such as changes to where your personal data will be processed; we will contact you to let you know.

This version of our Privacy Policy was last updated 10 July 2018.

Who we are

PFM Dental is a group of companies providing business services to dentists.

This Privacy Policy applies to all of the PFM Dental group of companies (the legal trading companies that manage the products and services we offer to our UK customers), incorporating:

PFM Dental Wealth Management, PFM Dental Sales & Valuations, PFM Dental Accountancy and PFM Dental Legal Ltd.

PFM Dental Wealth Management is the trading name of Practice Financial Management Limited. PFM Dental Accountancy is the trading name of PFM Townends LLP.

How to contact us

If you have any questions about our Privacy Policy or the information we collect or use about you, please contact the Data Protection Officer:

Telephone: 01904 670820

Email: using DATA PRIVACY as the subject

Post: PFM Dental, 62 Skeldergate, York, YO1 6WN

Information we collect and use

Information about you that we collect and use includes:

  • Information about who you are e.g. your name, date of birth and contact details
  • Information connected to your product or service with us e.g. personal and/or business financial information
  • Information about your contact with us e.g. meetings, phone calls, emails / letters
  • Information from identification checking agencies for authentication and verification of your identity and credit status
  • Information from organisations with whom you have policies of insurance and investments, and your mortgage provider
  • Information classified as ‘sensitive’ personal information e.g. relating to your health, marital or civil partnership status
  • Information you may provide us about other people e.g. joint applicants or beneficiaries
  • Information on dependents and/or beneficiaries e.g. where a child is named as a beneficiary on the policy taken out by a parent or guardian on their behalf. In these cases, we will collect and use only the information required to identify the child (such as their name, age, gender) and we expect you to ensure that they know you are doing so and are content with their information being provided to us.

This information will only be collected and used where it’s needed to provide the product or service you have requested or to comply with our legal obligations. The scope and extent of the information we collect and use will depend on the type of service you have requested from us.

Where we collect your information

We may collect your personal information directly from you, from a variety of sources, including:

  • registering for a product or service
  • phone conversations with us
  • emails or letters you send to us
  • meetings with one of our advisers
  • registering for one of our events e.g. retirement events or a roadshow
  • our online services such as websites, social media and mobile device application (‘Apps’)

We may also collect personal information on you from places such as business directories and other commercially or publicly available sources e.g. to check or improve the information we hold (like your address), or to give better contact information if we are unable to contact you directly.

What we collect and use your information for

We take your privacy seriously and we will only ever collect and use information which is personal to you where it is necessary, fair and lawful to do so. We will collect and use your information only where:

  • it’s in the legitimate interests of PFM Dental e.g. to deliver appropriate information and guidance so you are aware of the options that will help you get the best outcome; where we need to process your information to better understand you and your needs so we can send you more relevant communications about the products you have with us and to develop new products and services
  • you have given us your permission [consent] to process special category data such as health information
  • you have given us your permission [consent] to send you information about products and services offered by other parts of the PFM Dental group and / or selected third parties we have chosen to work with which we believe may be of interest and benefit to you
  • it’s necessary to provide the product or service you have requested
  • it’s necessary for us to meet our legal or regulatory obligations e.g. to send you Annual Statements, tell you about changes to Terms and Conditions or for the detection and prevention of fraud
  • it’s in the legitimate interests of a third party e.g. sharing information with a mortgage or finance provider

If you do not wish us to collect and use your personal information in these ways, it may mean that we will be unable to provide you with our products or services.

You can opt out of receiving marketing at any time. If you wish to amend your marketing preferences please contact the Data Protection Officer:

Telephone: 01904 670820

Email: using DATA PRIVACY as the subject

Post: PFM Dental, 62 Skeldergate, York, YO1 6WN

Who we may share your information with

We may share your information with third parties for the reasons outlined in ‘What we collect and use your information for.’

These third parties include:

  • Your professional advisers
  • Companies we have chosen to support us in the delivery of the products and services we offer to you and other customers e.g. consultancy or technology companies; or companies who can help us in our contact with you, for example an internet service provider
  • Our regulators and Supervisory Authority e.g. the Financial Conduct Authority (FCA), the Solicitors’ Regulatory Authority (SRA), the Information Commissioner’s Office for the UK (the ICO)
  • Our auditors and insurers
  • Law enforcement, credit and identity check agencies for the prevention and detection of crime
  • HM Revenue & Customs (HMRC) e.g. for the processing of tax relief on pension payments or the prevention of tax avoidance

We will never sell your details to someone else. Whenever we share your personal information, we will do so in line with our obligations to keep your information safe and secure.

Where your information is processed

All of your information is processed in the UK and European Economic Area (EEA).

How we protect your information

We take information and system security very seriously and we strive to comply with our obligations at all times. Any personal information which is collected, recorded or used in any way, whether on paper, online or any other media, will have appropriate safeguards applied in line with our data protection obligations.

Your information is protected by controls designed to minimise loss or damage through accident, negligence or deliberate actions. Our employees also protect sensitive or confidential information when storing or transmitting information electronically and must undertake annual training on this.

Our security controls are aligned to industry standards and good practice; providing a control environment that effectively manages risks to the confidentiality, integrity and availability of your information.

How long we keep your information

We will keep your personal information only where it is necessary to provide you with our products or services while you are a customer.

We may also keep your information after this period but only where required to meet our legal or regulatory obligations. The length of time we keep your information for these purposes will vary depending on the obligations we need to meet.

Your individual rights

You have several rights in relation to how PFM Dental uses your information. They are:

Right to be informed

You have a right to receive clear and easy to understand information on what personal information we have, why and who we share it with – we do this in our Privacy Policy and privacy notices.

Right of access

You have the right of access to your personal information. If you wish to receive a copy of the personal information we hold on you, you may make a data subject access request (DSAR).

Right to request that your personal information be rectified

If your personal information is inaccurate or incomplete, you can request that it is corrected.

Right to request erasure

You can ask for your information to be deleted or removed if there is not a compelling reason for PFM Dental to continue to have it.

Right to restrict processing

You can ask that we block or suppress the processing of your personal information for certain reasons. This means that we are still permitted to keep your information – but only to ensure we don’t use it in the future for those reasons you have restricted.

Right to data portability

You can ask for a copy of your personal information for your own purposes to use across different services. In certain circumstances, you may move, copy or transfer the personal information we hold to another company in a safe and secure way. For example, if you were moving your pension to another pension provider.

Right to object

You can object to PFM Dental processing your personal information where: it’s based on our legitimate interests (including profiling); for direct marketing (including profiling); and if we were using it for scientific/historical research and statistics.

Rights related to automatic decision making including profiling

You have the right to ask PFM Dental to:

  • give you information about its processing of your personal information
  • request human intervention or challenge a decision where processing is done solely by automated processes

How to make a complaint

We will always strive to collect, use and safeguard your personal information in line with data protection laws.

If you do not believe we have handled your information as set out in our Privacy Policy, please contact our Data Protection Officer:

Telephone: 01904 670820

Email: using DATA PRIVACY as the subject

Post: PFM Dental, 62 Skeldergate, York, YO1 6WN

If you are still unhappy, you can complain to our Supervisory Authority. Their contact details are: