1. General Information

Pimbury Apps Ltd (“we”, “us”, “our”) take security and privacy seriously. This Privacy Policy explains how we collect, store and use personal data when you browse www.pimburydentalapp.com (the “Pimbury website”), use the Pimbury Dental App (“Pimbury”) or otherwise provide your personal data to us. Please read this Privacy Policy carefully to understand how we will treat your personal data.

This Privacy Policy should be read together with our Terms of Service, which together apply to your use of the Pimbury Dental website and Pimbury Dental App.

2. What information do we collect?

Your personal data
When we say your “personal data”, we mean any information that identifies any person, that you provide to us during your trial period, after you subscribe, or that is contained in any other information that you provide to us (or that you authorise a third party to give to us on your behalf).

Your “personal data” may also be contained in information that we collect about you in connection with your use of the Pimbury website and/or Pimbury. The data that you enter into Pimbury isn’t part of the “personal data” discussed here, unless it identifies a person – for more information about your data, jump ahead to the next section. When it comes to your personal data, we comply with our obligations under the General Data Protection Regulation and any other applicable data protection legislation from time to time.

Information you provide – Your personal data includes the information you provide, when you sign up for an account or sign up to receive our emails, or when you answer questionnaires, surveys, or provide information in your account profile, on the Pimbury website, or during a support enquiry about you and/or your organisation. It also includes information you provide when you complete any forms which you submit to us. It also includes information you upload to your Pimbury account.

Examples of this personal data include your name, your email address, contact and/or employee names; and any correspondence when you contact us.

We do not collect or process special categories of personal data, as defined under GDPR. Also, we do not knowingly collect or solicit any personal data from anyone under the age of sixteen or knowingly allow such persons to register for Pimbury. Pimbury is not directed at children under the age of sixteen. In the event that we learn that we have collected personal data from a child under age sixteen without verification of parental consent, we will delete that information as quickly as possible.

Information we collect – We collect information about your website usage, to improve our service and to understand trends to enhance and customise content and advertisements. Some of this data may be “personal data”, where it identifies a person. Here’s the information that we collect and how we use it:

• We monitor patterns of usage, such as login dates and volumes of data, so we can understand how people are using Pimbury to develop and improve our products.
• We also monitor patterns of usage so that we can tailor any communications we may send you or advertising you may receive. For example, we may tailor your newsletter with information about product features that you haven’t tried yet, instead of features that you use frequently.
• For security reasons and to aid in monitoring patterns of usage, we log your IP address when you use the website. This is your computer’s individual identification number that is assigned to your computer when connected to the Internet.
• We monitor traffic information when you visit our site or read our emails, including things like page visits, email clicks, purchases, referring sites, and video viewings. We use this information to improve our website, advertising, promotions, and to understand customer purchasing behaviour. Please see Section 11: Use of Cookies below regarding Cookies.

Financial & Treatment Data
In addition to your personal data, we will also hold financial and treatment data that you enter into Pimbury. Examples of your financial data include your organisation’s invoices and dental charts.

You own all of the financial data you enter or upload into Pimbury and have ultimate control over who has access to it. It is your job to safeguard your password and account access. Also, you need to make sure you have obtained any relevant consents or permissions necessary for you to upload any personal data to Pimbury and for it to be used as set out in this policy.

3. What do we use your data for?

Providing Pimbury – We use your personal data to enable us to register you and provide you with access to Pimbury and the Pimbury website. It will also enable us to contact you by email, post, SMS, social media or telephone where necessary concerning Pimbury; to record your personal preferences; to personalise our services to you (such as by pre-populating fields to make it easier for you to provide information when you return to Pimbury or the Pimbury website). It will also enable us to produce reports you request as part of the services we provide.

Should you choose to use parts of Pimbury that involve providing your personal and/or financial data to third parties (for example, if you choose to use an accounting package), then your personal and/or financial data will be shared in that way. These third parties will use that data in accordance with any consents you have given us or that you may give to us in the future.

Improving Pimbury – We will also use and analyse your personal data so that we can administer, support, improve and develop our business, customer service and the features of the Pimbury website and Pimbury generally. We may use third parties to assist us in doing these things from time to time, and in those cases may pass on your personal and/or financial data to them. We will only share your data with third parties that we trust, and where there are assurances in place as to how they will protect the data.

Providing Insights – We monitor anonymous, aggregated information about account and financial data so that we can produce insights about equine health. For example, based on an anonymous, aggregate data analysis, we may produce a white paper that reports how dental malocclusions vary geographically. We may share these insights with customers, on our blog or other promotional material, use them internally to improve our product and communications, or share with other interested third parties. Just to be clear – we will never identify you or your business in such communications or white papers and will never report data in such a way that your business could be identified.

Contacting you for Marketing Purposes – We may use your personal data to contact you by email, post, SMS, social media and/or telephone to let you know about our other Pimbury and/or third party services, content, offers or product ranges which may be of interest to you. We may also use your financial data to enable us to tailor these notifications (in order to make sure what we are sending you is relevant). We will only use your data in this way where you have provided consent, we have legitimate business reasons for doing so, or where we are otherwise entitled by law to do so. If you would like us to stop providing you with such notifications, just contact us using the details below. Please note, this may take up to one working day to take effect. To stop receiving emails from Pimbury itself, you should unsubscribe to our emails. You can also request your account is deleted.

We may contact you if the specific arrangement we have in place with a third party which impacts you is changing and / or coming to an end and to let you know what will take place next.

Cookies – We may further use, or permit selected third parties to use, your personal data to enable us to track and analyse Pimbury website traffic and visitor trends, improve your browsing experience and to personalise and enhance the content and advertising we display. For further details, please see Section 11: Use of Cookies below.

Legal Requirements – We may use your personal data to comply with any legal obligations to which we are subject.

We shall periodically check that the personal data we store for you is accurate. If you would like to update the personal data we hold about you, please login to your Pimbury account or contact us at support@pimburydentalapp.com with your request.

4. Why do we use your personal data?

We collect and use your personal data for a variety of reasons. We need some data to enter into and perform our contract with you and provide you with access to Pimbury – for example your contact details and other information requested during the Pimbury setup process. If you fail to provide such data we will be unable to provide our service to you.

Other information we collect because we have legitimate business interests, for example, in:

• Ensuring that we can onboard you as a customer and manage your account;
• Understanding how our customers use our products, services and websites;
• Understanding and responding to customer feedback;
• Researching and analysing the services our customers want;
• Improving our product and better understanding how our customers use it.
• In some circumstances we may process your personal data because it is required for compliance with a legal or regulatory obligation.

5. Who do we share your information with?

We will share your personal with third parties in certain circumstances:

We may share your personal data with third parties:

• in the event that we, our business, or substantially all of its assets are acquired by a third party (in which case personal information about customers will be one of the transferred assets);
• if we are under a duty to disclose or share your personal or financial data in order to comply with any legal obligation;
• to cooperate with law enforcement officials in the investigation of unlawful activities of Pimbury website users or relating to Pimbury users; or in order to enforce or apply any contract with you;
• or to protect our rights, property, or safety of our employees, customers, or others.

We also utilise a number of carefully selected third parties to help provide our services to you. Examples of these functions include email, providing marketing assistance and data analysis, data management, handling credit card transactions and providing customer service. In choosing to work with any such third parties, we will always ensure that the security policies and confidentiality arrangements of those third parties adhere to the same requirements we ourselves impose and expect, as a minimum. No ownership rights to the data will be transferred to any third party.

The data that we collect from you is stored at a destination inside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us. Such staff maybe engaged in, among other things, the processing of your payment details and the provision of support services. By submitting your data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

6. How long do we store your data for?

We only store your data for as long as necessary for the purposes of processing set out in this policy.

To ensure the integrity of our systems and your data, we utilise various technologies to continually take secure, encrypted backups. Data remains archived within these backups, on a rolling 7 day schedule, after which they are removed.

7. You can export your data at any time

You can export a copy of your data whenever you like – this will include  that of your clients, contacts and charts. We recommend that you use the export functionality to keep a backup of your data.

You can view/edit your personal data we hold in ‘Your Details’ section of your account.

8. You can delete your data at any time

You can request your account be deleted, by contacting us at support@pimburydentalapp.com. We will process your request within 10 working days. All data will be permanently deleted 8 days after processing.

9. We don’t store your credit card details

You need to provide payment details to start your premium subscription. This information is passed directly to our payment service provider (Stripe – https://stripe.com/gb) over an encrypted link and is never stored on our system. We handle ongoing billing by passing a token to Stripe that identifies your account. Please see here for details of Stripe’s privacy policy.

10. What are your rights?

Access to your personal data: You can ask us to confirm if we are processing your personal data and you may request a copy of your personal data by contacting our support team at support@pimburydentalapp.com
Right to change or withdraw your consent: Where you have given us consent to make use of your personal data for any of the purposes outlined in this policy, you may withdraw that consent by contacting us using the details located at section 14 of this policy. If you wish to change your contact preferences or no longer wish to be contacted for marketing purposes, get in touch.
Right to Rectification: You may ask us to update out of date or inaccurate information we hold about you. To do so, please log on to your Pimbury account and update your information or get in touch.
Right to Erasure: In certain circumstances you may ask us to erase your Personal Data. If you would like us to erase the personal data we hold about you, please get in touch, specifying why you would like us to do so.
Right to object: In certain circumstances you may object to our processing of your personal data. Please get in touch.
Right to restrict processing: You can ask us to restrict the processing of personal data we hold about you in certain circumstances. Please get in touch.

11. Use of cookies

Cookies are small files saved to your device that track, save and store information as well as your interactions and usage of our services. The primary purpose for our use of cookies is to allow us to provide a smooth, efficient and personalised experience for our users both on and off our website through remembering your preferences, storing passwords if you request it and serving you more relevant advertising.

If you want to manage or disable cookies for the Pimbury website or any other site, you can do it by changing your browser settings.

12. Security and data storage

We take security and privacy seriously. We will endeavour to take all reasonable steps to keep your personal and client data secure once it has been transferred to our systems. We adopt appropriate, industry standard data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of the Pimbury website or Pimbury itself, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Please note that the internet is not a secure medium and although we will do our best to protect your data, we cannot guarantee the security of any data transmitted to the Pimbury website or through Pimbury itself. Any transmission is at your own risk.

13. Changes to this privacy policy

We may modify or update this Privacy Policy from time to time to reflect the changes in our business and practices, and so you should review this page periodically. When we change the policy in a material manner we will let you know and update the ‘last updated’ header at the top of this page.

This Privacy Policy was last amended on 25th May 2018.

14. Getting in touch

If you have any queries relating to this Privacy Policy or Pimbury’s use of your personal or financial data, please contact  via email through support@pimburydentalapp.com.