1. Who we are

HDMS Ltd, trading as Hogan Dental & Medical Services (“HDMS”, “we”, “us”), designs, supplies, installs and services dental, podiatry, aesthetic and physiotherapy equipment for practices across Ireland.

Legal entity: HDMS Ltd, trading as Hogan Dental & Medical Services Company registration number: [CRO NUMBER] Registered address: Unit 7, Fiontarlann Westside Enterprise Centre, Galway City, H91 FF90 Email: info@hdms.ie Phone: 087 8702619

For the purposes of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, we are the data controller for the personal data collected through this website, hdms.ie (the “Website”).

This policy explains what personal data we collect when you use the Website or contact us, why we collect it, how long we keep it and what rights you have. It should be read alongside our /cookie-policy.

2. Personal data we collect

2.1 Information you give us

Contact and consultation enquiries. When you submit the contact form, email us or call us, we collect the details you provide — typically your name, practice or business name, email address, phone number and the content of your message.

Newsletter subscription. If you subscribe to our newsletter, we collect your email address [AND NAME, IF THE FORM ASKS FOR IT] and a record of when and how you subscribed.

Customers and suppliers. If you buy equipment or services from us, or supply goods or services to us, we collect the information needed to manage that relationship: contact details, practice address, delivery and installation details, service history for your equipment, and billing and payment records.

Correspondence. We keep a record of communications with you, including emails, quotes, service reports and warranty information.

2.2 Information collected automatically

When you visit the Website, our systems collect limited technical data such as your IP address, browser type and version, device type, pages visited, the site you arrived from and the date and time of your visit. This is collected through server logs and, where you consent to it, through cookies and similar technologies. See section 6.

2.3 Information from other sources

Occasionally we receive your details from a third party — for example, a manufacturer that passes on an enquiry, a dental or medical practice that refers you to us, or a design partner we are working with on your project (see section 5).

We do not knowingly collect personal data from anyone under 18, and the Website is not directed at children.

3. How we use your data and our legal basis

Under GDPR we must have a lawful basis for each use of your personal data. The table below sets out what we do and why.

Where we rely on legitimate interests, we have considered whether our interests are outweighed by your rights and freedoms. You can object at any time — see section 9.

We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.

4. Marketing

We only send our newsletter to people who have opted in. Every email includes an unsubscribe link, and you can also unsubscribe by emailing info@hdms.ie.

If you are an existing customer, we may occasionally tell you about products or services similar to those you have bought from us, on the basis of our legitimate interests. You can opt out of this at any time.

We do not sell, rent or trade your personal data to anyone.

5. Who we share your data with

We share personal data only where necessary, and only with organisations that provide adequate protection for it.

Service providers who process data on our behalf, under contract and on our instructions:

• Website hosting and maintenance — [SiteGround / CONFIRM HOSTING PROVIDER] and Nua Design (our web agency)
• Form handling, spam protection and email delivery — Fluent Forms, Cloudflare Turnstile and [CONFIRM SMTP PROVIDER, e.g. Google Workspace]
• Newsletter platform — [CONFIRM PLATFORM, e.g. Mailchimp]
• Email and document storage — [CONFIRM, e.g. Google Workspace / Microsoft 365]
• Accounting and invoicing — [CONFIRM ACCOUNTING SOFTWARE]
• Analytics — Google Analytics (only with your consent)

Business partners involved in your project, where you have engaged us for that work:

• Equipment manufacturers and distributors, for orders, warranty registration and technical support
• Noirin Brady Interiors, where you have asked us to coordinate interior design and fit-out
• BF Planning & Design, where you have asked us to coordinate planning services
• Couriers and delivery companies, for equipment deliveries and returns (for example, nail drills sent to us for servicing)

Professional advisers and authorities: our accountants, solicitors, insurers, banks and, where required by law, regulators, the Revenue Commissioners or law enforcement.

6. Cookies and similar technologies

The Website uses cookies. Some are strictly necessary for the site to work and for security (for example, the Cloudflare Turnstile check on our contact form and the cookie that stores your consent choices). Others — analytics — are set only if you accept them through the cookie banner.

You can change your choices at any time using the [Cookie Settings link] [LINK TO COMPLIANZ SETTINGS] in the footer, or through your browser settings. Full details of each cookie, its purpose and how long it lasts are in our Cookie Policy [LINK].

[IF A META PIXEL OR OTHER ADVERTISING TAGS ARE ADDED: add a line here listing them and confirming they load only with consent.]

7. International transfers

Most of the data we hold is stored in Ireland or the European Economic Area (EEA). Some of our service providers (for example Google and Cloudflare) may process data in the United States or elsewhere outside the EEA. Where this happens, the transfer is covered by an adequacy decision of the European Commission (including the EU–US Data Privacy Framework, where the provider is certified) or by Standard Contractual Clauses approved by the Commission. You can ask us for more information about these safeguards.

8. How long we keep your data

We keep personal data only as long as we need it for the purposes above, or as required by law. As a guide:

When data is no longer needed we delete or anonymise it securely.

9. Your rights

Under GDPR you have the right to:

• Access the personal data we hold about you and receive a copy
• Rectify data that is inaccurate or incomplete
• Erase your data in certain circumstances
• Restrict how we use your data in certain circumstances
• Object to processing based on legitimate interests, and to direct marketing at any time
• Data portability — receive data you gave us in a machine-readable format, where processing is based on consent or contract and carried out by automated means
• Withdraw consent at any time where we rely on consent, without affecting processing carried out before you withdrew it

To exercise any of these rights, email info@hdms.ie or write to us at the address in section 1. We may need to confirm your identity before responding. We will respond within one month, and will tell you if we need longer for a complex request. There is no charge unless a request is clearly unfounded or excessive.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Data Protection Commission:

Data Protection Commission 6 Pembroke Row, Dublin 2, D02 X963 www.dataprotection.ie

We would welcome the chance to resolve any concern directly first.

10. Security

We take appropriate technical and organisational measures to protect your data, including SSL encryption on the Website, access controls on our systems, regular software updates, security monitoring, and contractual obligations on our service providers. No system is completely secure, and we cannot guarantee the security of data sent to us over the internet, but we will notify you and the Data Protection Commission where required if a breach occurs.

11. Links to other websites

The Website contains links to third-party sites, including manufacturer websites and our social media pages on Instagram and LinkedIn. We are not responsible for the privacy practices of those sites and encourage you to read their own policies.

12. Changes to this policy

We may update this policy from time to time. The current version will always be published at hdms.ie/privacy with the date it was last updated. Significant changes will be highlighted on the Website or communicated to you directly where appropriate.

13. Contact

Questions about this policy or how we handle your data:

Email: info@hdms.ie Phone: 087 8702619 Post: HDMS Ltd, Unit 7, Fiontarlann Westside Enterprise Centre, Galway City, H91 FF90