Updated on 1 May 2018.
This website, welltime.co.uk (the “Site”) is owned and operated by Welltime Ltd (“We”), a company incorporated in Scotland with company number SC261793 whose registered office is at The Ca’d’oro, 45 Gordon Street, Glasgow G1 3PE.
We offer the following software products to the dental practices:
1. AppointMentor.com – Online Booking System;
2. PatientConnections.co.uk – Feedback, Education & Reviews;
3. DentalDiary.co.uk – Dentist’s Diary on the Cloud & mobile.
We are committed to protecting and respecting your privacy.
For the purpose of the Data Protection Act 1998 (the “Act”) and the General Data Protection Regulation (EU) 2016/679 (the “GDPR”), Welltime Limited is the data controller in case of processing data about dental practices and their personnel and it is data processor in case of processing personal data about patients, which it receives from or collects on behalf of dental practices.
We may collect and process the following data about you and/or your organisation:
Information you give us
You may give us information about you and/or your organisation by filling in forms on our site www.welltime.co.uk (our “Site”) or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when:
When you use our software products as a dental practice, we collect your personal data. Which personal data is collected depends on your specific situation and use of our software. We can collect the following personal information:
Contact information such as first name, last name, gender, address, telephone, dental practice name, email address, website address and details of the appointment management system used at your practice when provided by you when you register your dental practice online through our web or cloud applications or when you provide this information directly at a venue for CRM/membership/invoicing purposes.
When our software products are installed in your machine(s) and integrate into the practice management system that you use to serve the patients, we collect the following personal data about patients:
Patient type, title, first name, last name, gender, email address, date of birth, address, city, postcode, country, mobile number, telephone number, appointments, treatment name.
Other personal data of patients can be collected for specific use cases:
As a patient, you cannot use our Site or software products directly. First, you visit the website of the practice that you are registered with or intend to be registered with. You are then re-directed by that practice’s website to our Site. We collect the following personal information from you on behalf of your chosen practice:
Patient type, title, gender, first name, last name, user name, email address, password, date of birth, address, city, postcode, country, mobile number, home telephone number and details of any referring party.
If you are a dental practice, the information you give us may include: your practice name, email address, contact telephone number, website address and details of the appointment management system used at your practice.
If you are a patient, you must first visit the website of the practice that you are registered with or intend to be registered with. You will then be re-directed by that practice’s website to our Site. The information collected on behalf of your chosen practice via the Patient Registration Form on our Site will include: patient type, title, gender, first name, last name, user name, email address, password, date of birth, address, city, postcode, country, mobile number, home telephone number and details of any referring party.
Information we collect about you
When you visit our Site as a dentist, patient or guest, we may automatically collect the following information:
Information we receive from other sources
We may receive information about you if you use any of the other websites we operate or the other services we provide. We are also working closely with third parties (including, for example, business partners, advertising networks, analytics providers, search information providers) and may receive information about you from them.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
We use the following cookies:
Strictly necessary cookies
These are cookies that are required for the operation of our Site. They include, for example, cookies that enable you to log into secure areas of our Site, or use some of our secure services.
They allow us to recognise and count the number of visitors and to see how visitors move around our Site when they are using it. This helps us to improve the way our Site works, for example, by ensuring that users are finding what they are looking for easily.
These are used to recognise you when you return to our Site. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
These cookies record your visit to our Site, the pages you have visited and the links you have followed. We will use this information to make our Site and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
Social media cookies
These cookies are used when you share information using a social media sharing button or “like” button on our Site or you link your account or engage with our content on or through a social media site. The social network will record that you have done this. This information may be linked to targeting/advertising activities.
You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our Site.
We use information held about you and your patients in the following ways:
Personal data you give to us as the dental practice owner
We will use this information:
Personal data you give to us about your patients and the personal data that we collect from patients on your behalf
We will use this information:
Information we collect about you, when you visit our Site as a dentist, patient or visitor
We will use this information:
Information we receive from other sources
We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).
We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
We may share your information with selected third parties including:
We may disclose your personal information to third parties:
WE WILL NOT SELL, TRADE OR RENT PERSONAL DATA TO ADVERTISERS, BUYERS, SELLERS OR EVENT ORGANISERS.
WE ARE NOT LIABLE OR RESPONSIBLE FOR THE PERSONAL DATA OR OTHER INFORMATION YOU CHOOSE TO SUBMIT IN FORUMS, BLOGS, CHAT ROOMS OR ANY OTHER PUBLICLY ACCESSIBLE AREAS OF THE SITE.
Organisation information collected for advertising and partnership is publically available on our Site and accessible to all the internet users. By filling in the relevant forms you give your full consent for the information provided by you in these sections to be published. You must therefore ensure that you do not enter such personal identifiable information in these forms, which you do not want to be published publically on our Site.
We are committed to protecting the information we receive from you. We take appropriate security measures to protect your information against unauthorised access to or unauthorised alteration, disclosure or destruction of data. To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we maintain appropriate physical, electronic, and managerial procedures to safeguard and secure the information and data stored on our system.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Where we use your information on this basis, you have the right to withdraw that consent.
You can request a copy of all the personal information we hold about you and other data relating to how we use your information by contacting our Data Protection Officer.
Correction (‘Right to Rectification’)
We always want to use the most up to date information about you so please get in touch if you think we don’t have that.
Deletion (‘Right to be Forgotten’)
In some circumstances, including where we are relying on your consent to use your data, you have a right to request us to delete your information.
‘Right to Portability’
If we have collected your data because you have given us consent, or because we need it in order to provide you with a product or service (under a contract), you have the right to receive the information you gave to us back in a ‘machine-readable’ format.
‘Right to Object’ and ‘Right to restriction of processing’
If we are using your data for activities under the ‘legitimate interest’ justification and in other circumstances, then you have a right to request restriction of processing and also a right to object to that processing.
Right to obtain human intervention
Where automated processing has taken place where consent has been given or under a contract and where the processing has a legal or similarly significant effect.
You have the right to object to direct marketing. This is done by completing a contact form or by calling 0203 795 41 50. You can also send an email to firstname.lastname@example.org or write to Welltime Limited, Data Protection Officer, The Ca’d’oro, 45 Gordon Street, Glasgow, G1 3PE.
If you no longer wish to receive updates, notifications or newsletters you may opt-out of receiving these communications by changing your Preferences settings in your Account Area.
Contact our data protection officer
We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about the privacy notice, including any requests to exercise your legal rights in respect of your personal information, please contact the DPO using the details below.
45 Gordon Street
Glasgow, G1 3PE
You have the right to lodge a complaint with the Information Commissioner’s Office if you think that our use of your information doesn’t meet the law. Their contact details are as follows:
Information Commissioner’s Office
Cheshire SK9 5AF
Telephone – 0303 123 1113 (local rate) or 01625 545 745
For more information, visit the Information Commissioner’s Office website.
Please ensure you keep your password secret and do not disclose it to anyone or record it in any way that may be discovered by anyone. No person will ever ask you for your password via phone, fax, mail or email. Always sign out of your account and close your browser once you have finished your work.
Our Site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Promotions and alerts appearing on our Site may be delivered to you by us or our business partners. Our business partners may set cookies which allow them to recognize your computer each time they send you a promotion. In this way, they may compile information about you, or others who are using your compute. We do not have access to or control of the cookies that may be placed by the third party promotion servers or our business partners.
We provide mechanisms for updating and correcting your personal and organisation information for many of our services. You may modify or remove any of your personal or organisation information at any time by logging into your account and accessing features such as Profile, Account Settings, etc.
We do not solicit any personal information from children. If you are not 18 or older, you are not authorised to use our Site. Parents should be aware that there are parental control tools available online that can be used to prevent children from submitting information online without parental permission or from accessing material that is harmful to minors.
You may choose to invite friends to join our Site by sending invitation emails via our Tell a Friend feature. We store the email addresses you provide so that the respondents may be added to your social network and also to send reminders of the invitations. We do not sell these email addresses or use them to send any other communication besides invitations and invitation reminders. Recipients of invitations may contact us to request removal of their information from our database.
Where Live e-Payments facility is enabled for online booking, your credit card information is requested and handled by the Electronic Payments Processing Gateway of PayPal that manages secure card processing from their servers. In this case we do not store your card details. Where missed appointment or late cancellation charges are enabled without Live e-Payments facility, your card details are stored on our servers in an encrypted format using 256 bit encryption for up to 14 days after your appointment date, this information is made accessible to the Appointment service providers only if you miss your appointment or cancel it late with them. We do not store your credit card details permanently. After 14 days from your date of Appointment, your credit card details are deleted and removed permanently and irretrievably from our systems.
Data Protection Officer (DPO)
45 Gordon Street
Glasgow, G1 3PE