Our personal records include information about our members, LDC Meeting delegates and observers, members of GDPC, suppliers and sponsors. This privacy notice describes the type of personal information that we hold, why we hold it, and what we do with it and has been developed in accordance with the Data Protection Act 2018. Please read this notice carefully and make sure that you understand it.

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About us

We are the Essex Local Dental Committee and we are responsible for keeping secure the information that we hold about you. Those who have access to your personal information include elected members of the Essex Local Dental Committee.

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Information that we hold

We can only keep and use information for specific reasons set out in the law. Below, we describe the information we hold and why, and the lawful basis for collecting and using it.

Contact details
We hold personal information about you including your name, email address, telephone number. This helps us to manage your attendance at Meetings and keep you informed about important issues in NHS Dentistry.

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Eligibility criteria

The Essex LDC is not a public forum and as such we must ensure that the composition of the delegation and membership is eligible to attend meetings and access restricted materials via the website. For this reason we may hold information pertaining to your professional licensure that includes GDC number, NHS Performer number and practice address.

Financial information
We hold information about your bank details which you have provided. This is necessary to help us manage reimbursing any expenses which may be due.

How we use your information
We need up-to-date and accurate personal information to contact you by telephone and/or email in relation to matters relating to or arising from your participation in the Essex LDC.

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Sharing information

Your information is normally used only by the Essex Local Dental Committee.
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary.
In certain circumstances or if required by law, we may need to disclose your information to a law enforcement or other government agency, our insurers or legal advisers.

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Keeping your information safe

We store your personal information securely on our Assistant Secretary’s computer system and the Essex LDC’s cloud database. Your information cannot be accessed by those who are not elected members of the Essex Local Dental Committee. Only authorised members have access to your information (on a need-to-know basis). They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.
We take precautions to ensure security of the computers storing this information. We ensure that the computers holding the information are password protected and are backed-up regularly. Any information shared is done so securely with encryption.
We keep your records for 6 years following your most recent contact or participation with the Essex LDC or 6 years after the end of your tenure on the Essex Local Dental Committee, whichever is the longer.

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Access to your information and other rights

You have a right to access the information that we hold about you and to receive a copy. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons for doing so.
You can also request us to

• Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change.

• Erase some of the information we hold, including some contact details. For financial reasons, we may be unable to delete payment information for 6 years.

• Stop using your information for some, non-essential purpose.

• Stop using information if you believe the information is inaccurate or you believe we are using your information illegally.

• If you have given consent for us to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using your information for that purpose.

All requests should be made in writing via the Contact Form on the Essex LDC website.

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If you do not agree

If you do not wish us to use your personal information as described, please discuss the matter with us. If you have any concerns about how we use your information and you do not feel able to discuss it with the Agenda Committee, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).

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Links to Other Web Sites 

This privacy notice does not cover the links within our communications and pages that link to other websites. Those sites are not governed by this Privacy Policy, and if you have questions about how a site uses your information, you will need to review their privacy statement. 

Date: 14th July 2023

Review date: 13th July 2025