Data Privacy

Data Privacy Notice for Adults

We keep all of our patient’s records safely and in compliance with the Data Protection Act (1998) and General Data Protection Regulation (GDPR) 2018. This means that we will ensure that your information is processes fairly and lawfully.

What personal information de we need to hold?

We will keep a record of:

  • your past and current medical and dental conditions; as well as personal details such as your age, address, telephone number and your general medical practitioner
  • Radiographs, any clinical photographs (before and after treatment) and study models
  • Information about the treatment that we have provided or propose to provide and its cost
  • Notes of conversations or incidents that might occur for which a record needs to be kept
  • Records of consent to treatment
  • Any correspondence relating to you with other health care professionals, for example hospital, dental labs or community services

Why do we hold this information?

We need to keep accurate personal data about patients in order to provide you with safe and appropriate dental care.

Retaining information

We are required to retain your dental records, x-rays and study models while you are a patient of this practice and after you cease to be a patient, for at least eleven years or until age 25, whichever is the longer.

Data Security

Your information is held in the practice’s computer system and in a secure, manual filing system.

The information is only accessible to authorised personnel. Personal information will not be removed from this practice without the patients authorised consent.

Your personal information is carefully protected by the staff at this practice. All access to information is held securely, data is encrypted, and computer terminals are closed if unattended.

Disclosure of information to other professionals

In order to provide proper and safe dental care, we may be required to disclose the information we hold to other health professionals, such as:

  • Your general medical practitioner
  • The hospital or community dental services
  • Dental Labs
  • Other health professionals caring for you
  • Private dental schemes of which you are a member

Disclosure will take place on a “need to know” basis, so that only those individuals / organisations who need to know in order to provide care to you and for the proper administrative of Government (whose personnel are covered by strict confidentiality rules) will be given the information. Only information that the recipient needs to know will be disclosed.

In very limited circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by the Code of Practice will only occur when we have your specific consent.

Where possible you will be informed of these requests for disclosure.

Data Privacy Notice for Children

The practice keeps records of your name, address, date of birth and details of any health problems as well as details of your dental treatment and details about your family. We keep this information so that we can provide you with the best dental care. Your personal information is kept very confidentially and securely.

We only use your personal information so we can give you the best dental care and for sending reminders to you.

We only pass your personal information to another dentist, doctor or hospital if you have a problem that needs their special skills and you need to go and see them. We will not give your information to anyone else unless the law allows us to or we have to provide it for legal reasons.

If you leave the practice, we will stop using your information, but will keep it confidentially and securely until you are 25 years old, when we will review if and when we can delete it. You can always ask for a copy of the information we hold for you, we can transfer it to another dentist or doctor at your request and you can ask us to stop using your personal information to send letters or contact you in other ways if you are no longer a patient at the practice.

When you reach 18 years of age the Privacy Notice about how we process your personal information will change to the adult version – see above.

If you would like a copy of the information we hold about you or if you have any other enquiries it about such as to change an error in your information or to provide a copy of your information to somebody else please contact us at the practice.