Privacy Policy | RobertHowellYSC

Data Protection General Statement

This Data Protection Policy outlines Number Eleven Dental Practice Limited (t/a Robert Howell at Your Smile Clinic) commitment to its patients, staff, suppliers and other individuals to operate its business activities in a manner which meets the compliance obligations of the new Jersey data protection legislation, the Data Protection (Jersey) 2018 Law (“DPJL”) and the General Data Protection Regulation (EU) 2016/679.

Robert Howell at Your Smile Clinic understands and respects your right to privacy and we are committed to ensuring the confidentiality and security of your personal data and the personal data processing activities within our organisation by applying the appropriate technical and organisational measures required to achieve this objective.

This document covers the policies and procedures for processing personal data in a compliant manner and outlines the rights of the data subjects in respect of that data. The Privacy Notice below explains how we may use, process and store your personal data.

Data Controller

Number Eleven Dental Practice Limited trading as Robert Howell at Your Smile Clinic is the data controller of all personal data and data processing activities of its dental practice operating in Jersey, Channel Islands, UK. The company runs a dental clinics in Jersey at 55 Kensington Place, St. Helier JE2 3PA and it operates the website www.roberthowell-ysc.com.

The Registered Office of the company is 55 Kensington Place, St. Helier JE2 3PA.

Reference documents

Data Protection (Jersey) Law 2018
Data Protection (Registration and Charges)(Jersey) Regulations 2018
EU General Data Protection Regulation 2016/679

Scope of application

This policy applies to our business activities operating within Jersey, Channel Islands, UK or the personal data processing of the data subjects within the European Economic Area (EEA).

Personal data

Personal data means any information relating to an identified or identifiable natural person.

Robert Howell at Your Smile Clinic collects the following categories of personal information;

From Patients

Contact details: e.g. name, address, email address, telephone and mobile number and other relevant contact information
Date of birth
Patient X-rays and other images
Historic dental records
Conversations/incidents about your care and treatment plan
Non-dental health information (when required in advance of treatment)
Your child's personal information (only when the parents or legal guardian has given written/explicit consent and for the purposes of dental services only)
For finance loan applications; Know Your Customer ("KYC") personal information, financial information, employment details, bank details
Jersey Social Security number
Images via CCTV cameras
Voice and video recording during consultations (when required and agreed)
IP address

From Suppliers

Contact details: e.g. name, address, email address, telephone and mobile number and other relevant contact information
Job title
GST and/or VAT number
Website details
Image via CCTV camera
Relevant business social media details

Robert Howell at Your Smile Clinic does not collect or record credit/debit card information. All such payment transactions are dealt with by a third payment provider, operating to the high security standards expected of such organisations.
Please note that the list above is not exhaustive and Robert Howell at Your Smile Clinic may also collect and process personal data to the extent that it is useful or necessary for the provision of our products and services performed under contract.

Purposes of data processing

Robert Howell at Your Smile Clinic use the personal data noted above for the following range of activities;

The provision of dental treatment services and sale of related products in the Robert Howell at Your Smile Clinic
Processing is undertaken in the performance of a Contract -i.e. the dental treatment and sales transactions
Keeping a patient updated about appointments) via text message, telephone, email and/or social media
Processing is undertaken in the performance of a Contract
If required for dental treatment purposes, transfer of patient data to other health experts for professional opinion, advice and/or treatment
Processing is undertaken in the performance of a Contract -i.e. to successful treat the patient
If required to enable further treatment or for other health purposes, transfer of patient personal data to authorised personnel in a hospital, patient's doctor or other relevant party
Processing may be undertaken in circumstance where it is in the Vital Interest of the patient -i.e. in cases of immediate and critical health emergency
For aiding consultant and nursing staff professional training, patient data may be used in certain restricted circumstances
Where Consent is obtained from the patient when the data is not or cannot be made anonymised
The preparation and submission of loan applications to a JFSC regulated loan finance organisation to finance certain dental treatment plans
Processing is undertaken in the performance of a Contract (when an application has been successful)-i.e. between the patient, clinic and finance company
Processing is undertaken on the bases of patient Consent, where an application has been un-successful
Direct marketing activities to patients for promoting new product or service launches, e.g. using emails, text sms messaging, social media or written correspondence or via promotional agents
Where Consent was received from the patient by the use of "opt-in" choices for marketing preferences -i.e. when joining as a new patient (or returning) or when updating a patient's contact information
Consent maybe withdrawn at any time by just choosing the "unsubscribe" link in the relevant email or informing the clinic you do not wish to receive any more of this type of information
Use of social media to advertise and promote products and services which may be of interest to patients e.g. using Facebook, Instagram
Legitimate interest basis is used by Robert Howell at Your Smile Clinic to operate its business to improve products and services offered to patients and interested parties
You have the right to object to such processing by contacting our data protection office
Building and managing patient, supplier, service provider, intermediary and other business relationships
Legitimate interest basis is used by Robert Howell at Your Smile Clinic to operate its business to improve products and services offered to interested parties
You have the right to object to such processing by contacting our data protection officer
Provision of a Safe and Secure environment for patients, employees and business assets by the use of CCTV, and Health & Safety standards and procedures
Legitimate interest basis for Robert Howell at Your Smile Clinic to operate its business services to best practice security standards. You have the right to object to such processing by contacting our data protection officer
Managing security and access to the computer systems, premises, Platforms, website and applications
Legitimate interest basis forRobert Howell at Your Smile Clinic to protect its business computer systems, business premises and staff. You have the right to object to such processing by contacting our data protection officer
Recruitment of suitably skilled professional and business support staff
Legitimate interest basis for Robert Howell at Your Smile Clinic to promote its business to attract suitably skilled and qualified staff. You have the right to object to such processing by contacting our data protection officer
Establishment and exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
Legitimate interest basis for Robert Howell at Your Smile Clinic to protect and assert its legal rights and the legal rights of others. You have the right to object to such processing by contacting our data protection officer
Obtaining or maintaining insurance cover, managing risks, or obtaining professional advice. Legitimate interest basis for Robert Howell at Your Smile Clinic to protect and assert its legal rights and the legal rights of others
You have the right to object to such processing by contacting our data protection officer
Comply with legal, tax and regulatory Obligations In the performance of a task carried out in compliance with a Legal Obligation

Please note that this list is not exhaustive and Robert Howell at Your Smile Clinic may also collect and process personal data to the extent that it is useful or necessary for the provision of our services.

Data collection methods

We collect personal data in the following ways;

when you complete and submit a new patient form when joining our clinic for the first time via paper or digital forms
when you are asked to update your personal data in advance of a dental appointment, consultation and treatment e.g. updating your contact information, health condition and other relevant information
when you contact us by telephone and leave a voicemail message or send us emails or text messages or contacting us through our website or use of the online chat facility
when viewing and using our website www.roberthowell-ysc.com
when you transfer to us from another dental clinic, we may receive your patient records once you have given us your consent for us to receive it
in certain circumstances, in order to provide you with the requested dental treatment, we may receive personal data from the States of Jersey or hospital or other relevant authorised body
from third party channels such as public registers, social media and any other public open forums
from CCTV images recorded and/or voice recording in our clinics for security purposes
when you, as a patient, have requested and agreed for us to assist you in getting loan finance to fund your treatment plan by using an approved JFSC regulated loan finance company
directly from you as a member of the public, staff member, business partner, supplier or intermediary when engaging with us directly
from use of website cookies and beacons which may track your usage of our website and uploading of information to the website

Information collected

Patient and other data subject personal data will only be used by us where you are seeking to purchase and use our range of professional dental treatments, products and services.

The personal data collected is used to

meet our obligations in the performance of a contract for provision of products or services which you have requested of us
to meet our obligations as member of the General Dental Council professional body
assist us in the delivery and operation of secure business communications via email and our website and other relevant means
meet legal obligations from relevant local laws in relation to sale of product and services transactions e.g. GST/VAT
meet any legal obligations in relation to the defence of a legal claim or where we received a court order for the disclosure of personal data
meet any other legal obligations from relevant local laws
assist you in case of an emergency situation e.g. if there was an accident at our premises

Personal data may be used for legitimate business interest of Robert Howell at Your Smile Clinic as indicated above.

Robert Howell at Your Smile Clinic is required to meet all relevant sections of the Dentistry (Jersey) Law 2015 and in doing so, it may need to refer to the processing of the personal data as outlined in this privacy notice.

Only personal data that is necessary for the purposes of assisting our patients with the provision of products or services as outlined above is actively collected.

Any other personal information is only passively collected and is processed in accordance with this Privacy Notice, or it may be collected and processed as required by law.

Recipients of data

Personal data collected may be disclosed or transferred to;

Robert Howell at Your Smile Clinic’s data processors who provide services in relation to the provision of xray services, dental products and services, computer systems used for the maintenance of patient records
Robert Howell at Your Smile Clinic’s business partners who may provide professional services in relation to additional expert dental services, hospital and relevant health care providers
Robert Howell at Your Smile Clinic’s data processors who provide services in relation to the secure and safe running of its business systems and processes
Approved JFSC regulated loan finance company for the provision of loan finance where the patient has requested this service and given consent for only the required personal data to be transferred
Credit checking and debt collection agencies for the proper running of customer accounts
Professional agents in the provision of required services (e.g. lawyers, bankers, accountants, auditors)
Law Enforcement and Competent Authorities as required by law where such disclosure is necessary for compliance with a legal obligation
Other third parties where requested by you and when relevant consent has been obtained from you
Any new owner of Robert Howell at Your Smile Clinic should it be acquired or merged with another company
Third party service providers are bound by the requirements of the Data Processor Agreement obligations, where personal data is to be processed to high standards of confidentially and the required security arrangements are in place.

Social media platforms

When we use social media platforms e.g. Facebook, Instagram, we only operate it so as to promote our own business and we would not knowingly engage in activities that go beyond this scope. Patients (and other data subjects) are advised to refer to the respective privacy notices of these social media platforms to check your data protection and privacy rights. Robert Howell at Your Smile Clinic cannot be held responsible for third party social media platforms or websites activities.

Transfer and access to personal data

Robert Howell at Your Smile Clinic will only transfer data outside of the EEA where it is necessary for the performance of the contract agreed by you.

Where the destination of the data transfer is outside the EEA and does not include a third country that has an “adequacy/equivalence” status, as recognized by the EU Commission, we would always ensure that appropriate safeguards are in place.

Where we cannot guarantee these safeguards, we would always request your consent before the data is transferred.

Retention of data

Robert Howell at Your Smile Clinic will only retain your personal data for as long as is necessary to fulfill the purpose for which it was collected. Summary of the important data retention periods are as follows;

Robert Howell at Your Smile Clinic will retain personal data in relation to patient, staff, supplier, other data subjects’ transactions for 11 years from the date of the transaction where they are deemed to be part of the financial records of the business
Patient records will be kept for as long as the patient and Robert Howell at Your Smile Clinics relationship exists, thereafter for 11 years
All other information will be deleted after 2 years unless it is required for defence of a legal claim or to meet any other legal obligation. This is subject to the exception where the data cannot be deleted for legal or regulatory reasons.

Data subject rights

Where a data subject in the European Union (or any “adequate/equivalent” status country) wishes to exercise their rights under applicable data protection laws, they should contact our Robert Howell at Your Smile Clinic’s data protection officer at yoursmilejersey@gmail.com.

Data subjects have a number of rights available to them;

access to their personal data,
rectification of any inaccuracies,
restriction on the processing their data
to object to the processing of their data
to be forgotten (erasure of your data)
right to data portability
right to object to automated decision making and profiling
right to withdraw consent for those data processing activities based on consent

Robert Howell at Your Smile Clinic does not make any decisions based on purely automated means, but if we do, you have a right to object.

Each data subject request to exercise the rights noted above will be reviewed against the requirements of the Data Protection (Jersey) Law 2018 and in certain circumstances (e.g. restriction, erasure, objection, data portability) these rights may not be exercisable by the company. Full explanations will be given in such cases.

Making a complaint

The Office of the Information Commissioner in Jersey, Channel Islands, is an independent statutory authority where you can make a complaint or learn more about data protection in Jersey. Their office is located at 2nd Floor, 5 Castle Street, St. Helier, Jersey, JE2 3BT. Their website is www.jerseyoic.org and telephone number is 01534 716530.

Security features

Robert Howell at Your Smile Clinic is committed to ensuring the security of your personal data and has implemented appropriate commercially reasonable technical, physical and organizational measures to prevent unauthorized or unlawful processing of your personal data or accidental loss or destruction of your personal data.

Our website is encrypted using HTTPS (Hypertext Transfer Protocol Secure). In HTTPS the communication protocol is encrypted using Transport Layer Security (TLS). This provides a secure method of communication with us and any personal data uploaded onto our website is securely managed by our website data processor services.
Where other channels are used for receiving personal data, we will store this information in a secure, digitally encrypted way via our UK cloud-server database or other online repository
Email communications are scanned using the latest version of anti-virus and malware software deployed by our business
Email communications are secure in transit when we use TLS (Transport Layer Security) software for our communications with you, where possible
Personal data held by the clinic is not accessible by the public; only authorised members of staff have access to it
Our computer systems have secure audit trails and we back up information routinely
Management and employees are trained in their data protection responsibilities and obligation to handle personal data in a confidential manner.

Change to this notice

Robert Howell at Your Smile Clinic may update this Privacy Notice at any time. The updated notice will appear on our website www.at-smile.co.uk and in our Terms of Business.

This Privacy Notice was last approved on 17 February 2025.

Contact details:

If you have any questions, concerns or complaints with respect to this Privacy Notice or the handling of your privacy or personal information, please contact our data protection officer at yoursmilejersey@gmail.com.