PRIVACY POLICY

In delivering your dental care we require to collect information about you and your health and occasionally we may receive additional information from others who have been involved in your healthcare. This privacy notes describes the type of information we hold, why we hold it, and what we do with it.

Information we collect

  • Personal details such as your name, date of birth, address, email address, telephone number and NHS number.

  • Details about your dental and general health including: clinical records made by dentists and other dental professionals involved in your care, x-rays, clinical photographs, digital scans of your mouth and teeth, medical and dental histories, treatment plans, consent forms, notes of conversations about your care, dates of your appointments, details of any complaints you have made, and correspondence with other health professionals.

  • Details of the fees we have charged you, the amounts paid and some payment details.

Our data protection officer for the practice is Sam Poole who ensures the practice complies with data protection requirement to ensure we collect, use, store and dispose of your information responsibly.

Those who have access to your data at the practice are: dentists and other dental professionals involved in your care and reception staff.

How we use your information

To provide you with the dental care we require up-to-date and accurate information about you. We will share your information with Denplan and/or the NHS in connection with your dental treatment. We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter. If we wish to use your information for dental research, dental education or marketing, we will discuss this with you and seek your consent, anonymising your information where possible.

Sharing information

Your information is normally used only by those working at the practice but there may be instances where we need to share it – for example, with:

  •  Your doctor, the hospital, community dental services or other health professionals, including laboratory technicians.

  • Private dental schemes of which you are a member.

  • NHS payment authorities and a dedicated dental computer software company regarding treatment plans.

  • The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges

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 third party not connected with your health care, including HMRC or other law enforcement or government agencies.

Keeping your information safe

We store your personal information securely on our practice computer system. Your information cannot be accessed by those who do not work at the practice; only those working at the practice have access to your information. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this. We take precautions to ensure security of the practice premises and computers. We use high-quality specialist dental software to record and use your personal information safely and effectively which we back up routinely. We keep your records for 11 years after the date of your last visit to the Practice or until you reach the age of 25 years, whichever is the longer.

Access to your information

You have a right to access the information that we hold about you and to receive a copy. You should submit your request to the practice in writing or by email. A charge for such a request may be levied.

You can also request us to

  • Correct any information that you believe is inaccurate or incomplete.

  • Erase information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment)

  • Stop using your information – for example, sending you reminders for appointments or information about our service

  • Supply your information electronically to another dentist.

If you do not agree

If you do not wish us to use your personal information as described, you should discuss the matter with your dentist. If you object to the way that we collect and use your information, we may not be able to continue to provide your dental care.

If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.