Privacy Policy

1. Who is responsible for your data?

FlowDents is responsible for the processing of personal data described in this Privacy Policy where FlowDents determines the purposes and means of that processing.

FlowDents
Netherlands
Email: contacts@flowdents.com
Telephone: +31 6 81471479
Website: www.flowdents.com

2. What personal data do we collect?

The information we process depends on how you interact with FlowDents.

Candidates and dental professionals

We may process information including:

• Name and contact details;
• Email address and telephone number;
• Country or place of residence;
• Profession, qualifications and professional experience;
• CV, employment history and education;
• Language skills;
• Information about professional registrations or licences where relevant;
• Availability and relocation preferences;
• Information you provide during interviews, meetings or correspondence;
• Application and job-matching information; and
• Other information that you voluntarily provide to us.

Dental practices and business contacts

We may process:

• Name and business contact information;
• Practice or company name;
• Email address and telephone number;
• Vacancy and staffing requirements;
• Correspondence with FlowDents; and
• Other information provided in connection with our services.

Website visitors

Depending on our website configuration, technical information such as IP address, browser information, device information and website usage information may be processed for security, functionality and analytics purposes.

3. Why do we process your personal data?

FlowDents may process personal information to:

• Respond to enquiries and communicate with you;
• Assess candidate profiles and applications;
• Identify suitable employment or recruitment opportunities;
• Match dental professionals with dental practices;
• Introduce candidates to suitable dental practices where appropriate;
• Arrange or support interviews between candidates and practices;
• Provide recruitment and relocation-related support;
• Provide information regarding language learning or professional registration where relevant;
• Manage relationships with dental practices and other business partners;
• Operate, maintain and secure our website and systems;
• Maintain appropriate business and administrative records;
• Comply with legal and regulatory obligations; and
• Establish, exercise or defend legal claims where necessary.

4. Legal bases for processing

Under the General Data Protection Regulation (GDPR), personal data must be processed on an appropriate legal basis. Depending on the circumstances, FlowDents may rely on:

• Steps prior to entering into or performance of a contract – where processing is necessary to provide requested recruitment services or take steps at your request.
• Legitimate interests – where processing is reasonably necessary for our recruitment activities, business administration, security or communication, provided those interests are not overridden by your rights and interests.
• Consent – where we specifically ask for and receive your permission for particular processing.
• Legal obligation – where processing is necessary for FlowDents to comply with applicable law.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.

5. Sharing candidate information with dental practices

A central part of our recruitment service is introducing suitable candidates to dental practices in the Netherlands. Where appropriate for the recruitment process, relevant candidate information may therefore be shared with a dental practice for the purpose of considering the candidate for an opportunity.

Depending on the recruitment stage, this may include information such as your CV, qualifications, experience, profession, language skills and other information relevant to the position. We aim to share only information that is reasonably necessary for the recruitment and matching process.

Once a dental practice receives candidate information, that practice may also have its own responsibilities under applicable data protection law.

6. Other parties we may share data with

Where necessary, personal information may also be processed by trusted service providers supporting our business, such as website hosting, email, IT, administration and professional advisory providers.

Where relevant to services requested by a candidate, information may also be shared with service providers or partners involved in areas such as language training or relocation support, where there is an appropriate basis for doing so.

We may also disclose information where required by law or where reasonably necessary to protect legal rights.

FlowDents does not sell your personal data.

7. How long do we keep personal data?

We do not keep personal data for longer than necessary for the purpose for which it was collected, unless a longer period is required or justified by law.

For unsuccessful recruitment applications, FlowDents aims to delete or anonymise application information within four weeks after the relevant recruitment process has ended, unless there is a lawful reason to retain it or the candidate has agreed that FlowDents may retain the information for future opportunities.

Where a candidate agrees to remain in our candidate pool for future opportunities, application information may be retained for up to one year, after which we may ask for renewed permission where appropriate.

Other business and correspondence records are retained only for as long as reasonably necessary for their purpose or for any applicable legal, accounting or administrative requirements.

8. International data transfers

FlowDents operates from the Netherlands and primarily provides recruitment services within the European Union.

Some technology or service providers used to operate our website, email or other systems may process information outside the European Economic Area. Where this occurs, we take appropriate steps as required under applicable data protection law to ensure that personal data receives an appropriate level of protection.

9. Security

FlowDents takes reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

No internet-based system can be guaranteed to be completely secure. We therefore regularly consider the safeguards appropriate to the nature of the information we process.

10. Your privacy rights

Subject to the conditions of applicable data protection law, you may have the right to:

• Request access to your personal data;
• Request correction of inaccurate or incomplete data;
• Request deletion of your personal data;
• Request restriction of processing;
• Object to certain processing;
• Receive or transfer certain personal data where the right to data portability applies;
• Withdraw consent where processing is based on consent; and
• Lodge a complaint with a competent data protection supervisory authority.

To exercise a privacy right relating to information processed by FlowDents, contact us at contacts@flowdents.com. We may need to verify your identity before completing certain requests.

In the Netherlands, the supervisory authority is the Autoriteit Persoonsgegevens (Dutch Data Protection Authority).

11. Cookies and website technologies

The FlowDents website may use cookies and similar technologies that are necessary for the website to function properly. Depending on the services enabled on the website, additional cookies may be used for preferences, analytics or other purposes.

Where consent is legally required for non-essential cookies, those technologies should only be activated after the required consent has been obtained. More information can be provided in our cookie notice or cookie settings where applicable.

12. Information received from other sources

In some cases, FlowDents may receive professional information about a candidate from another source, such as a referral, professional platform or recruitment partner.

Where required by law, we will provide the relevant privacy information and identify the source or category of source from which the information was obtained.

13. Automated decision-making

FlowDents does not intend to make recruitment decisions based solely on automated processing that produces legal or similarly significant effects on candidates. Candidate suitability and matching involve human review.

14. Third-party websites

Our website may contain links to third-party websites or services. FlowDents is not responsible for the privacy practices of independent third parties. We recommend reviewing their privacy information before providing personal data to them.

15. Changes to this Privacy Policy

We may update this Privacy Policy when our services, website or legal obligations change. The latest version will be published on this page with an updated revision date.