Privacy Notice

Privacy Notice - Updated May 2018

NEBDN is fully committed to respecting your privacy and to protecting any personal information you provide to us. We make every effort to ensure that all information that you provide to us is protected and we adhere to the General Data Protection Regulation (GDPR).
This privacy statement is designed to explain how we collect information from you and how this information is then used.
Please read this statement carefully and revisit it from time to time to review any changes that may have been made.
If we decide to change our privacy policy, we will post those changes to this privacy statement, the NEBDN website homepage, and other places we deem appropriate so our users are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. We will use information in accordance with the privacy policy under which the information was collected.

Why and What we collect, what we do with the information we gather and how long do we keep hold of your information?

Please see the information in the table below: 

Individual

Data processed

Period of retention

Reason for retention period

Trustees

Name, address, telephone number, Date of birth, National Insurance, Email (personal), references, CV including current and previous employment, bank details, next of kin, special categories, photos, other business dealings (via declaration of interest), photo

5 years after ceasing to be a trustee

Contractual

Examiners

Name, address, telephone number, Date of birth, National Insurance number, Email (personal and work), references, CV including current and previous employment, bank details, special categories, other business dealings (via declaration of interest), GDC registration number (and potentially copy certificate) Photos for ID badge

3 years after ceasing to be an examiner. See alos Salaries, payments and expenses below

Contractual

Exam Helpers

Name, address, telephone number, Date of birth, National Insurance number, Email (personal), references, CV including current and previous employment, bank details, next of kin, special categories, other business dealings (via declaration of interest) Work information, GDC registration, Photos - ID badge

As per Examiners

Contractual

Candidates

Name, address, telephone number, email address, Date of birth, GDC number and certificate, signature, details of any medical conditions in respect of Reasonable Adjustments for examinations

 

Indefinitely

Legitimate interest

Witnesses (RoE/RoC)

Name, GDC number, email address

3 years from successful completion of the training program

Legitimate interest

eRoE Witness Markers

Name, address, telephone number, Date of birth, National Insurance number, Email (personal and work), references, CV including current and previous employment, bank details, special categories, photos, other business dealings (via declaration of interest), GDC registration number (and potentially copy certificate) Photos for ID badge

As per Examiners

Contractual

Other individuals who request information about our products and services

Name, address, email, phone number.

 

Gathered at conferences or exhibitions.

2 years

In order to provide information on our products and services

Student Fitness to practice issues

Name, details of issue, dates of contact, date of resolution

7 years

Legitimate interest

Course providers (active)

Name of main contact and staff associated at provider, address of main contact, course delivery and correspondence address, bank details, CVs of tutors and internal moderators, email addresses, telephone numbers, website, GDC number and certificate, Qualification certificates

Indefinitely while active

Legitimate interest

Course provider records (lapsed)

As above (course provider active)

7 years

Legitimate interest

Complaints

Name, details of complaint, dates of contact, date of resolution

3 years from conclusion

Legitimate interest

The information you supply is used for a number of reasons and may include:

  • processing candidate registration application and enrolling candidates and maintaining candidate records
  • monitoring Record of Experience/Competence and examination progress
  • raising an invoice to a course provider
  • contact examiners in relation to exam centre allocations

We also require this information to understand your needs. We may use the information to improve our products and provide you with a better service.

We will periodically send promotional emails about our qualifications, services, events and other information which we think you may find interesting using the email address which you have provided. All users are given the opportunity to opt out and unsubscribe from these emails.

From time to time, we will also use your information to contact you for market research purposes. We may contact you by email, phone or mail.

Who might we share your information with

In order to manage the business we will use information which personally identifies you however we may also use consolidated information. We may share your personal data:

  • with other third-party contractors who provide services to us eg external examination printing companies
  • where we are under a legal obligation to do so, for example where we are required to share information with the General Dental Council (GDC) under Fitness to Practice.

Subject access requests

NEBDN respects the right of individuals to access and check the accuracy of any personal data that is being kept by them, either on computer or in a relevant filing system, as defined in the General Data Protection Regulation. Under the Regulation, individuals have the right to know what information is held about them. This is known as a subject access request.

How to make a subject access request

Any individual who wishes to view the information held on them personally by NEBDN can make a subject access request.  This request must be in writing.

Subject access requests should be sent to:

Email:                          info@nebdn.org

Post:                        NEBDN, First Floor, Quayside Court, Chain Caul Way, Preston, PR2 2ZP

Subject access requests must include the following information:

  • their full name, address, date of birth and contact telephone number
  • any information used by NEBDN to identify or distinguish them from others of the same name (e.g. candidate number) if known
  • details of the specific information they require and any relevant dates, for example emails between NEBDN and the individual making the request between 1/6/16 and 1/9/17.

Subject access requests should be addressed to the Executive Assistant to the CEO and NEBDN will respond within 40 calendar days.

Security

The security of your personal data is very important to NEBDN. We will ensure that we have in place appropriate technical and organisational measures to prevent unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to personal data.

Controlling your personal information

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to us at:

NEBDN

Quayside Court

Chain Caul Way

Preston

PR2 2ZP

or by emailing us at info@nebdn.org or by telephone on 01772 429917

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

If you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible. We will promptly correct any information found to be incorrect.