Privacy Policy

1. Introduction

DENTAL SEMINARS LTD ("we," "our," or "us") is the data controller responsible for your personal data collected through this website and the associated webinar series titled "Therapy Dogs and Cats for Emotional Support: Stories from Canadian Families." We are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner.

Our registered address is Cavendish House, Cambridge, CB4 2JJ, United Kingdom. You can reach us at any time via email at [email protected] for any questions regarding this policy or how your data is processed.

This Privacy Policy explains what data we collect, how we collect it, why we process it, how long we retain it, who we share it with, and what rights you have regarding your personal data. By using our website or registering for our webinar, you acknowledge that you have read and understood this Privacy Policy. This policy applies to all visitors, registrants, and users of our website and webinar services.

2. What Data We Collect

We collect the minimum amount of personal data necessary to organize and deliver our educational webinar series. The types of personal data we may collect include:

• Name: Your full name, as provided through our registration or contact forms.
• Email address: Your email address, used to send webinar registration confirmations, session links, and webinar-related communications.
• IP address: Automatically collected when you visit our website, used for security purposes and basic analytics.
• Browser and device information: Including browser type, operating system, screen resolution, and device type. This helps us optimize the website experience.
• Usage data: Information about how you navigate and interact with our website, including pages visited, time spent on pages, and referral sources.
• Cookies and similar technologies: Small data files placed on your device that help us understand website usage patterns. For full details, please see our Cookies Policy.

We do not collect any sensitive personal data, including information about your health conditions, racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data, or sexual orientation. We also do not collect financial information such as credit card numbers or bank account details, as our webinar is entirely free of charge.

3. How We Collect Data

We collect personal data through the following methods:

• Registration forms: When you sign up for our webinar through the registration form on our homepage, you provide your name and email address directly.
• Contact forms: When you send us a message through our contact page, you provide your name, email address, and the content of your message.
• Cookies: Our website uses essential and analytics cookies that automatically collect certain technical data. You can manage your cookie preferences through the cookie consent banner presented on your first visit, or through your browser settings.
• Analytics tools: We may use Google Analytics to understand how visitors interact with our website. Google Analytics collects data such as pages viewed, session duration, and general geographic location (country or city level). This data is aggregated and does not personally identify you.
• Server logs: Our hosting provider automatically records standard server log information, including your IP address, browser type, the pages you request, and the date and time of each request. These logs are used for security monitoring and troubleshooting.

We do not collect data through any hidden or deceptive means. All data collection points on our website are clearly identified, and we provide explanations of what data is being gathered at each point.

4. Why We Collect Data (Legal Basis)

Under the General Data Protection Regulation (GDPR), we must have a valid legal basis for processing your personal data. We rely on the following legal bases as outlined in Article 6 of the GDPR:

• Consent (Article 6(1)(a)): When you submit a registration or contact form, you consent to us processing your name and email address for the specified purpose. You may withdraw your consent at any time by contacting us at [email protected].
• Legitimate interest (Article 6(1)(f)): We process certain data, such as IP addresses and usage analytics, based on our legitimate interest in maintaining website security, improving user experience, and understanding how our educational content is received. We have conducted a balancing test to ensure these interests do not override your fundamental rights and freedoms.
• Contract performance (Article 6(1)(b)): When you register for the webinar, we process your data as necessary to deliver the service you have requested, including sending you the webinar link and session details.

We do not process personal data for any purpose that is incompatible with the purposes described in this policy. If we ever need to use your data for a new purpose, we will inform you and, where required, seek your consent before doing so.

5. How We Use Data

Your personal data is used exclusively for the following purposes:

• Webinar registration and delivery: To process your registration, send you confirmation emails, provide the webinar session link approximately 24 hours before each session, and share relevant session information such as dates and times.
• Responding to inquiries: To reply to messages you send through our contact form.
• Website analytics: To analyze aggregated usage patterns and improve our website content, navigation, and overall user experience.
• Security and fraud prevention: To monitor for suspicious activity, prevent unauthorized access, and protect the integrity of our website and services.
• Legal compliance: To comply with applicable laws, regulations, or legal proceedings when required.

We do not use your personal data for marketing purposes beyond webinar-related communications. We do not send promotional emails, newsletters, or third-party offers unless you have explicitly opted in to receive such communications, which is not currently offered on this website. Your email will only be used for webinar-related correspondence.

6. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes described in this policy. Specific retention periods are:

• Registration form data (name and email): Retained for up to 12 months after the final webinar session, after which it is securely deleted. This period allows us to send post-webinar materials such as session recordings, if applicable.
• Contact form data (name, email, and message content): Retained for up to 24 months from the date of submission, to allow for follow-up and reference.
• Analytics data: Aggregated analytics data is retained for up to 14 months. Individual-level analytics data, such as IP addresses logged by Google Analytics, is automatically deleted after this period according to Google's data retention settings.
• Cookies: Essential cookies expire at the end of your browser session. Analytics cookies are retained for a maximum of 13 months. See our Cookies Policy for specific durations per cookie type.
• Server logs: Standard server log data, including IP addresses, is retained for up to 90 days for security and diagnostic purposes.

Once the retention period expires, your data is securely deleted or anonymized so that it can no longer be associated with you. If you request deletion before the retention period ends, we will process your request promptly, as described in the "Your Rights" section below.

7. Data Sharing

We do not sell, rent, or trade your personal data to any third parties. We may share your data only with the following categories of service providers who assist us in operating our website and delivering the webinar:

• Hosting provider: Our website is hosted by a reputable hosting provider that stores data on secure servers. The hosting provider processes data on our behalf and is bound by a data processing agreement.
• Analytics provider (Google Analytics): Google processes aggregated website usage data on our behalf. Google's privacy practices are governed by Google's Privacy Policy. We have configured Google Analytics to anonymize IP addresses where possible.
• Email delivery service: We may use a third-party email service provider to send webinar-related emails. This provider processes your name and email address solely for the purpose of delivering emails on our behalf, under a data processing agreement.

All third-party service providers are carefully selected and are contractually obligated to process your data only in accordance with our instructions and applicable data protection laws. We do not share your data with any third parties for their own marketing or commercial purposes. In the unlikely event we are required to disclose data by law, court order, or regulatory authority, we will comply only to the extent legally required and will notify you where permitted.

8. International Data Transfers

Some of our third-party service providers, such as Google (for analytics), may process data outside the European Economic Area (EEA) or the United Kingdom. Where data is transferred to countries that have not received an adequacy decision from the European Commission or the UK Information Commissioner's Office, we ensure appropriate safeguards are in place.

These safeguards include Standard Contractual Clauses (SCCs) approved by the European Commission, supplementary measures as recommended by the European Data Protection Board, and verification that the receiving organization participates in recognized data protection frameworks. We regularly review these transfers to confirm that adequate protection is maintained for your personal data.

9. Your Rights

Under the GDPR (Articles 15 through 22) and applicable UK data protection law, you have the following rights regarding your personal data:

• Right of access (Article 15): You have the right to request a copy of the personal data we hold about you, along with information about how it is being processed.
• Right to rectification (Article 16): You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
• Right to erasure (Article 17): You have the right to request that we delete your personal data when it is no longer necessary for the purposes for which it was collected, when you withdraw your consent, or when you object to processing and there are no overriding legitimate grounds.
• Right to restriction of processing (Article 18): You have the right to request that we limit the processing of your personal data in certain circumstances, for example, while we verify the accuracy of your data following a rectification request.
• Right to data portability (Article 20): You have the right to receive the personal data you have provided to us in a structured, commonly used, and machine-readable format, and to transmit that data to another controller.
• Right to object (Article 21): You have the right to object to the processing of your personal data based on our legitimate interests. Upon receiving your objection, we will cease processing unless we can demonstrate compelling legitimate grounds that override your interests.
• Right to withdraw consent: Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

To exercise any of these rights, please email us at [email protected]. We will respond to your request within 30 days. We may ask you to verify your identity before processing your request to protect your privacy and security.

If you believe that we have not handled your data appropriately, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk, or with the relevant supervisory authority in your country of residence.

10. Cookies

Our website uses cookies to ensure proper functionality and to understand how visitors use the site. We categorize cookies as follows:

• Essential cookies: These are necessary for the website to function correctly. They enable core features such as remembering your cookie consent preference. These cookies are session-based and expire when you close your browser, or are stored for up to 12 months for preference retention.
• Analytics cookies: These help us understand how visitors interact with our website by collecting information such as pages visited, time spent on the site, and referral sources. Analytics cookies are retained for up to 13 months. Data collected through analytics cookies is aggregated and does not directly identify you.

We do not use advertising cookies, retargeting cookies, or any cookies that track you across other websites for marketing purposes.

You can manage or reject cookies through the cookie consent banner displayed on your first visit, or by adjusting your browser settings. Please note that disabling essential cookies may impact website functionality. For complete details, please review our Cookies Policy.

11. Children's Privacy

Our website and webinar series are not directed at children under the age of 16. We do not knowingly collect personal data from children under 16 years of age. If we become aware that we have inadvertently collected personal data from a child under 16 without appropriate parental or guardian consent, we will take immediate steps to delete that data from our records.

If you are a parent or guardian and believe that your child has provided us with personal data without your consent, please contact us at [email protected], and we will promptly address the matter.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make changes, we will update the "Last Updated" date at the top of this page. For significant changes that materially affect how we process your personal data, we will provide prominent notice on our website and, where possible, notify you directly via email.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your data. Your continued use of our website after any changes to this policy constitutes your acknowledgment of the updated terms.

13. Contact Details

If you have any questions, concerns, or requests regarding this Privacy Policy or how your personal data is processed, please contact us using the following details:

For privacy-related inquiries, please include "Privacy Request" in your email subject line so that we can direct your message to the appropriate team member. We aim to respond to all privacy inquiries within 30 days of receipt. If your request is complex or involves a large volume of data, we may extend this period by an additional 60 days, in which case we will notify you of the extension and the reasons for it within the initial 30-day period.

You also have the right to contact the UK Information Commissioner's Office (ICO) if you have concerns about how we handle your personal data. The ICO can be reached through their website at ico.org.uk or by phone at +44 303 123 1113.