Privacy Policy

BACKGROUND:

VSdent understands that your privacy is important to you and that you care about how your personal data is used and shared online. We respect and value the privacy of everyone who visits this website, www.vsdent.com (“Our Site”) and will only collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of Our Privacy Policy is deemed to occur upon your first use of Our Site. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.

1. Definitions and Interpretation

In this Policy, the following terms shall have the following meanings:

• “Account” means an account required to access and/or use certain areas and features of Our Site;
• “Cookie” means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 13, below;
• “Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;]
• “personal data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to Us via Our Site. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”).
• “We/Us/Our” means VSdent, a limited company registered in England under company number 09130051, whose registered address is Unit C, Sands Ind Estate, Lane End Road, High Wycombe HP12 4HH.

2. Information About Us

2.1 Our Site is owned and operated by VSdent, a limited company registered in England under company number 09130051, whose registered address is Unit C, Sands Ind Estate, Lane End Road, High Wycombe HP12 4HH.
2.2 Our VAT number is GB 203544248.

3. What Does This Policy Cover?

This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that We have no control over how your data is collected, stored, or used by other websites and We advise you to check the privacy policies of any such websites before providing any data to them.

4. Your Rights

4.1 As a data subject, you have the following rights under the GDPR, which this Policy and Our use of personal data have been designed to uphold:

4.1.1 The right to be informed about Our collection and use of personal data;
4.1.2 The right of access to the personal data We hold about you (see section 12);
4.1.3 The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 14);
4.1.4 The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section 6 but if you would like Us to delete it sooner, please contact Us using the details in section 14);
4.1.5 The right to restrict (i.e. prevent) the processing of your personal data;
4.1.6 The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
4.1.7 The right to object to Us using your personal data for purposes; and
4.1.8 Rights with respect to automated decision making and profiling.

4.2 If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in section 14 and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
4.3 For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.

5. What Data Do We Collect?

Depending upon your use of Our Site, We may collect some or all of the following personal and non-personal data (please also see section 13 on Our use of Cookies and similar technologies.
5.1 name;
5.2 business/company name
5.3 contact information such as email addresses and telephone numbers;
5.4 demographic information such as post code;
5.5 IP address;
5.6 web browser type and version;
5.7 operating system;
5.8 a list of URLs starting with a referring site and your activity on Our Site

6. How Do We Use Your Data?

6.1 All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the GDPR at all times. For more details on security see section 7, below.
6.2 Our use of your personal data will always have a lawful basis, either because it is necessary for Our performance of a contract with you, because you have consented to Our use of your personal data (e.g. by subscribing to emails), or because it is in Our legitimate interests. Specifically, We may use your data for the following purposes:
6.2.1 Providing and managing your Account;
6.2.2 Providing and managing your access to Our Site;
6.2.3 Personalising and tailoring your experience on Our Site;
6.2.4 Supplying Our products and services to you (please note that We require your personal data in order to enter into a contract with you);
6.2.5 Personalising and tailoring Our products and services for you;
6.2.6 Transactional communications with you regarding completed or pending orders. This may include: parcel tracking information, incomplete order reminders, credit card billing, shipping verification and individual order delays.
6.2.7 Replying to correspondence from you;
6.2.8 Supplying you with emails that you have opted into (you may unsubscribe or opt-out at any time by either using the unsubscribe link from the marketing email or by logging into your VSdent customer account and unselecting the marketing tickbox.
6.2.9 Analysing your use of Our Site and gathering feedback to enable Us to continually improve Our Site and your user experience. This may include emails inviting you to review the service received from us.
6.3 With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email and / or post with information, news and offers on Our products and services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that We fully protect your rights and comply with Our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
6.4 You have the right to withdraw your consent to Us using your personal data at any time, and to request that We delete it.
6.4.1 Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected. Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected. At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.
6.4.2 When you place an order, we’ll keep the personal data you give us for six years, so we can comply with our legal and contractual obligations. In the case of certain products, such as pharmaceutical, we’ll keep the data for 10 years.

7. How and Where Do We Store Your Data?

7.1 We only keep your personal data for as long as We need to in order to use it as described above in section 6, and/or for as long as We have your permission to keep it.
7.2 Your data will only be stored within the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein).
7.3 Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site.
7.4 Steps We take to secure and protect your data include: 

7.4.1 Firewalls.
7.4.2 We are fully PCI compliant.
7.4.3 Intrusion detection systems.
7.4.4 Robust and timely installation of any security updates.
7.4.5 Internal Staff training for privacy and GDPR matters.

8. Do We Share Your Data?

8.1 We may sometimes contract with third parties to supply services to you on Our behalf. These may include payment processing, delivery of goods, search engine facilities, advertising, and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, We will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Our obligations, and the obligations of the third party under the law.]
8.2 We may compile statistics about the use of Our Site including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. We may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Data will only be shared and used within the bounds of the law.
8.3 The third-party data processors used by Us and listed below are located inside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). They have all been verified as GDPR compliant. Their ongoing compliance status is also checked on a regular basis.

8.3.1 Royal Mail – Courier
8.3.2 FedEx – Courier
8.3.3 DPD – Courier
8.3.4 BrainTree Payments – Used for the processing of credit / debit card payments
8.3.5 PayPal – Used for the processing of payments.
8.3.6 Amazon Payments – Used for the processing of payments
8.3.7 Signifyd- Used for antifraud purposes (credit cards)
8.3.8 After Ship – 3rd party parcel tracking system – text messages
8.3.9 Remarkety – email marketing. (opt-in)
8.3.10 Trust Pilot – Review / Feedback invitations.
8.3.11 Intercom – Live Chat Facility
8.3.12 Just Uno – Realtime marketing optimisation

8.4 In certain circumstances, we may be legally required to share certain data held by us, which may include your personal data, for example, where We are involved in legal proceedings, where We are complying with legal requirements, a court order, or a governmental authority.

9. What Happens If Our Business Changes Hands?

9.1 We may, from time to time, expand or reduce Our business and this may involve the sale and/or the transfer of control of all or part of Our business. Any personal data that you have provided will, where it is relevant to any part of Our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by Us.
9.2 In the event that any of your data is to be transferred in such a manner, you will not be contacted in advance and informed of the changes.

10. How Can You Control Your Data?

10.1 In addition to your rights under the GDPR, set out in section 4, when you submit personal data via Our Site, you may be given options to restrict Our use of your data. In particular, we aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails and at the point of providing your details and by managing your Account).
10.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

11. Your Right to Withhold Information

11.1 You may access certain areas of Our Site without providing any data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.
11.2 You may restrict Our use of Cookies. For more information, see section 13.

12. How Can You Access Your Data?

You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the GDPR, no fee is payable, and We will provide any and all information in response to your request free of charge. Please contact Us using the contact details below in section 14.

13. Our Use of Cookies

13.1 Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.
13.2 By using Our Site, you may also receive certain third-party Cookies on your computer or device. Third party Cookies are those placed by websites, services, and/or parties other than Us. Third party Cookies are used on Our Site for advertising and in particularly a type of advertising designed to provide you with a selection of products based on what you’re viewing on vsdent.com. For more details, please refer to section 6, above, and to section 13.6 below. These Cookies are not integral to the functioning of Our Site and your use and experience of Our Site will not be impaired by refusing consent to them.
13.3 All Cookies used by and on Our Site are used in accordance with current Cookie Law.
13.4 Before Cookies are placed on your computer or device, you will be shown a popup requesting your consent to set those Cookies. By continuing to use our site, you are giving your consent to the placing of Cookies. This enables us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended.
13.5 Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown below in section 13.6. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below in section 13.10, but please be aware that Our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.
13.6 The following first party Cookies may be placed on your computer or device:

Name of Cookies	Purpose	Strictly Necessary
_cid :Magento session	Ecommerce functionality	Yes
accordion-tab_content_amazonPaymentsDebug** - Various	Ecommerce functionality	Yes
Epc** - various	Ecommerce functionality	Yes

and the following third party Cookies may be placed on your computer or device:

Name of Cookie/Method	Provider	Purpose
Intercom*- various	Intercom.com	Allows Realtime chat via our website
__ar_v4* - various	Adroll	Banner advertising on other websites: This type of advertising is designed to provide you with a selection of products based on what you're viewing on vsdent.com, which are presented to you by our agency when you visit other selected websites. The adverts may highlight alternative styles and colours as well as products from other categories deemed relevant to your browsing history.
_ju_* - various	Just Uno	Popups for offers and promotions
FaceBook Pixel - various	FaceBook	Banner advertising on other FaceBook: This type of advertising is designed to provide you with a selection of products based on what you're viewing on vsdent.com, which are presented to you by our agency when you visit other selected websites. The adverts may highlight alternative styles and colours as well as products from other categories deemed relevant to your browsing history.

 

13.7 Our Site uses analytics services provided by Google analytics. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling Us to better understand how Our Site is used. This, in turn, enables Us to improve Our Site and the products and services offered through it. You do not have to allow Us to use these Cookies, however whilst Our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable Us to continually improve Our Site, making it a better and more useful experience for you.
13.8 The analytics service(s) used by Our Site use(s) Cookies to gather the required information.
13.9 The analytics service(s) used by Our Site use(s) the following Cookies:

Name of Tracking	First/Third Party	Provider	Purpose
Google Analytics - _ga :Google _gid :Google	Third	Google	Tracks conversions and site interaction for analytic process
FaceBook Analytics	Third	FaceBook	Tracks conversions and site interaction for analytic / display process
Bing	Third	Bing Search	Tracks conversions and site interaction for analytic process

 

13.10 In addition to the controls that We provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third party Cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
13.11 You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.
13.12 It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.]

14.RETURNS POLICY 
We hope you will be pleased with your purchase. Should you wish to return anything purchased from us, we may be able to refund or exchange a product provided it is in fully resalable condition. Returns must be requested within 14 days and if accepted a returns form and authorisation number will be provided.  This must be enclosed with your returns in original, undamaged packaging.  Items must be returned at your own cost unless we agree to arrange to collect and a collection charge will apply.

If the product has not been returned to us in fully resalable condition, we will refuse a refund for the item. 

Occasionally we may be unable to accept returns (for example during a pandemic or crisis beyond our control).

For products correctly supplied we will deduct up to 20% of the original selling price from the refund amount for a restocking charge to cover our cost and time and transaction charges of 4% will be added for credit card payments and refunds to cover bank charges we incur.

CLAIMS
It is the responsibility of the customer to ensure that consignments are correct and undamaged before giving a delivery signature. No claim for goods damaged or lost in transit will be entertained unless we are notified IN WRITING within 3 days of receipt. In the absence of such notification the customer shall be deemed to have accepted the goods in satisfactory order. Goods and packaging must be retained for inspection and photographs should be taken.

BACK ORDERS
Unless otherwise specified, out of stock items will be placed on back order and will be supplied as soon as possible up to 90 days from that order date, unless notification is received of cancellation.

CLAIMS - CREDIT
A sale or return policy is not normally permitted. Products correctly supplied by the company and returned by the customer may incur a 20% handling charge. Goods may be returned for credit for faulty or damaged goods for which a handling charge will not be applied. Please telephone our sales office for an authorisation number. When returning goods for credit the authorisation number and the invoice number upon which those goods were supplied must be quoted on the return paperwork. Please note that no credit is possible after 6 months from the date of invoice.

RISK & TITLE 
The risk in the Goods shall pass to the customer on completion of delivery.

Title to the Goods shall not pass to the customer until the company receives payment in full (cleared funds) for the Goods and any other goods that the Company has supplied to the customer in respect of which payment has become due, in which case title to the Goods shall pass at the time of payment of all such sums.

The customer shall keep the company's goods separately identifiable from any other goods until payment is received in full. Notwithstanding the provisions in this clause, responsibility remains with the customer to effect insurance of such goods from the time of receipt.

If before title to the Goods passes to the customer the customer suffers an insolvency or bankruptcy event (including liquidation or bankruptcy, entering an arrangement with its creditors, having a receiver or manager appointed, or generally becoming unable to pay its debts as they fall due, then without limiting any other right or remedy the company may have:

a)       The customer’s right to resell the goods or use them in the ordinary course of its business ceases immediately; and

b)       The company may at any time require the customer to deliver up all goods in its possession and if the customer fails to do so promptly, the company may enter any premises of the customer or of any third party where the goods are stored in order to recover them.

c)       The customer grants the company, its agents and employees an irrevocable licence at any time to enter the premises where the goods are or may be stored in order to inspect them, or where the customer’s right to possession has terminated, to recover them.

PRICE

The company reserve the right to alter both quoted and published prices without prior notification. Orders are accepted by us on condition that prices ruling as at date of despatch will apply. All prices are exclusive of V.A.T.

PAYMENT TERMS

Payment is due immediately at the time of placing an order by card payment or bank transfer.   

CREDIT ACCOUNTS

An application for a Credit Account can be requested for regular customers ordering once a month or more frequently and if approved a credit limit will be set.  Invoices should be settled immediately and within 30 days from invoice date by card payment, bank transfer or cheque payment.  The company reserves the right to withdraw credit terms for customers who fail to settle invoices within 30 days and to require pre-payment

LATE PAYMENTS AND DISHONOURED CHEQUES

An administration charge of £25.00 will be levied for each invoice overdue and dishonoured cheques. Interest will be added at 2% per month accruing.  Where there is a dispute against any invoice, that invoice should be paid in full, less the amount in dispute, with covering documentation showing the dispute in detail. Credit card payment for overdue invoices will be subject to 3% surcharge.

DELIVERY

Whilst every effort is taken to minimise delivery time, the company shall not be liable for any loss or damage arising from late or non-delivery due to circumstances beyond the control of the company. Any date named by the company for delivery, whilst given in good faith, is intended as an estimate only and is not the essence of the contract.

DELIVERY CHARGES

UK Mainland:  Retail Orders value £50.00 & over (Excl. VAT) - Carriage free. A carriage charge will apply to any order valued under £50.00 (Excl. VAT), to contribute towards administration, packing and insurance. 

REFUSED DELIVERIES
The company reserves the right to make a carriage charge plus 5% handling charge on all consignments entered for delivery, which are refused.

15. Contacting Us

If you have any questions about Our Site or this Privacy Policy, please contact Us at https://www.vsdent.com/pages/contact-us Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you (as under section 12, above).

16. Changes to Our Privacy Policy

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.