We only keep relevant information about employees for the purposes of employment, and about patients to provide them with safe and appropriate dental care.
The person responsible for Data Protection is Phillipa Mitchell-Harris.
This Privacy Notice is available in hard copy and can be obtained by contacting the practice manager by email at email@example.com or by calling 01403 252646.
- Legal basis for processing
- Reason(s) collecting information
- Type of information we collect
- Use of your personal information
- Securing your information
- Sharing your information
- How you can access your information
- Updating your personal information
You will be asked to provide personal information when joining the practice as a new patient or employee. The purpose of us processing this data is to provide optimum health care to you.
The categories of data we process are:
- Personal data for the purposes of staff and self-employed team member management
- Personal data for the purposes of direct mail/email/text marketing (if applicable)
- Special category data including health records for the purposes of the delivery of health care
- Special category data including health records and details of criminal record checks for managing employees and contracted team members
Legal basis for processing data
Our legal basis for processing personal data of patients and employees is:
- Consent of the data subject
- Processing is necessary for the performance of our care for patients and employees
- And the health care data we process is called special data, our legal basis for processing it is:
- “9(2)(h) – Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional.”
Reason(s) for collecting information
We collect personal information to better understand your needs and interests in order to provide you with the best dental care.
It is a requirement of The British Dental Council (BDP) we keep information to maintain professional and complete dental records.
The healthcare regulation body, the Care Quality Commission (CQC) also checks to ensure your records are kept properly.
Your personal information is also collect to manage our products and services and to keep you up to date with new products and/or services we offer, unless you have informed us not to.
Type of information we collect
Personal information is information that is associated with your name or personal identity, for example:
- Name, address, contact details and contact details of next of kin
- Clinical records in relation to your dental care and treatment including radiographs, clinical photographs and study models.
We need this information to provide you with the best dental care and treatment available.
Use of your personal information
As above we collect personal information about you not only to provide you with the best dental care and treatment but also to:
- Help us better understand your needs and interests
- Communicate with you, for things like appointments and/or check up reminders and
- To maintain a comprehensive record of the treatment provided to you
- To inform you of new treatments available, or
- New services we might offer at WRDP.
You will have the option to “opt-out” of receiving any more information. Once opted out we will not contact you again about these offers and services.
Retention of information
We only keep your personal data for as long as we need it for, which will be at least for the duration you are registered with us. Dental records are clinical records and generally we will keep them for a minimum of 10 years after the final time we treated you. It may be longer for complex records in order to meet legal requirements. The retention for staff records is 6 years and for any other personal data is 2 years after it was last processed.
Securing your information
The security of your information is important to us and will take reasonable steps to keep your personal information safe from loss, unauthorised activity, or other misuse. Your information is not accessible to the public. Only authorised personnel at WRDP have access to it and are bound by legal duty to keep your personal information confidential, safe and secure. The computer systems we use are all secure with the appropriate security measures in place.
No information or comments about patients are posted on social networking or blogging sites. Criminal record check information is kept securely in a lockable, storage cabinet with access strictly controlled and limited to persons who need to have access to this information in the course of their duties.
The practice will report serious data breaches to the ICO within 24 hours of becoming aware of the essential facts.
Sharing your information
We may need to share your personal information with:
- A dentist
- Your general medical practitioner or other health professionals caring for you
- The hospital or community dental services
- NHS payment authorities
- Benefits agency when claiming exemption or remission from NHS charges
- Private dental schemes of which you are a member
Furthermore, we will not share your personal information outside of WRDP without informing you or where you have instructed us to do so or where the circumstances are as such that it is vital to do so quickly and we are unable to talk to you to prevent either you or someone else coming to harm.
How you can access your information
You have rights to have access to information and to ask us to rectify, erase and restrict use of your information. You can also have a copy of the information if you wish. This must be requested in written format and addressed to the Practice Manager; Mrs Wendy Smith. The cost for computerised records is £10 and £25 for paper copies. Radiograph copies are charged at the current cost of taking x-rays at the practice.
We will provide copies within 30 days of the request being made. If we need a little longer (if for example the request is complicated or there is a lot of information to be find) we will inform you and give you an estimated time or when we will complete your request.
You also have rights to object to your information being used and to ask for the transfer of information you have made available to us.
A request for information about the personal data of a child, the practice will consider if the child is mature enough to understand their rights. If they do, then the practice will consider responding directly to the child. If it is decided that the child is not mature enough to understand their rights, and there is some doubt about parental responsibility, proof of identity and evidence of parental responsibility will be requested.
When the practice receives a third-party request for information on someone else’s behalf (e.g. from a solicitor) evidence of their permission will be requested, this could be a written authority to make a request or a power of attorney.
When the practice receives a third-party request for information for a patient who lacks the mental capacity to manage their affairs the practice will ask to see evidence of a Lasting Power of Attorney.
Updating your personal information
It is imperative that the information we have is up-to-date. Incomplete, out of date or incorrect information could lead to mistakes being made with your dental care treatment. We fully understand that your circumstances might change for a number of reasons, but would appreciate you inform us of those as soon as possible. We will at your next visit to the practice or occasionally ask you to confirm your details are up to date. If for some reason you are not able to we may ask people who accompany you, such as relatives, to confirm your details. A record of your email address and mobile phone number will be maintained to provide appointment bookings services and reminders for your next check-up.
Comments, suggestions and complaints
We take complaints seriously. Please contact the Data Protection Officer, Phillipa Mitchell-Harris or the Practice Manger, Wendy Smith.
If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113