Privacy Policy

What type of information do we hold?

• Personal details such as your address, date of birth, phone number, and email address for providing dental healthcare, treatment plans, estimates, and recalls
• NHS number, entitlement to healthcare treatment, and exemption status if applicable
• Personal details of family members or emergency contacts
• Medical history, including your GP’s name and address
• Dental history, including x-rays and photographs
• Information about proposed and provided treatments, along with associated costs
• Notes of relevant conversations or incidents
• Records of consent for treatment
• Correspondence with other healthcare professionals, such as referrals
• Financial information related to your treatment
• Details of any complaints made

Why do we need to keep this information?

We retain personal information to provide safe and appropriate dental care and treatment and to maintain accurate treatment records. We may also process personal data for NHS care management and administration purposes.

Our legal basis for processing data is:

• Consent
• Legitimate interest: Processing is necessary for patient care and legal defense
• Special category data: Health care data under legal claims, judicial acts, and Health and Social Care (Article 9 UK GDPR (f,h))

What do we do with your Information?

We will only share your information securely and when necessary, including:

• Other healthcare professionals involved in your care (e.g., specialist referrals or laboratory work)
• Lawful third-party requirements, including:
• The General Dental Council
• The CQC/HIW/HIS/RQIA
• Dental payment plans or insurers
• NHS Bodies (for NHS dental care)

How do we store your Information?

Your information is stored securely at the practice, either in paper form or on protected computer systems. Regular backups are securely stored offsite as necessary.

Retention periods

Dental records, x-rays, and study models are retained for at least 11 years after you cease to be a patient. Specific documents may have different retention times based on legal requirements.

Your rights under GDPR

• Access: You can request a copy of the information we hold about you.
• Rectification: You have the right to correct inaccurate or incomplete information.
• Erasure: You may request deletion of your information where legally permissible.
• Restriction: You can request limitations on how we use your information.
• Portability: You can request to transfer your data to another dentist.
• Concerns: Contact our Data Protection Officer, or reach out to the ICO at:
• Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
• Live chat or call helpline: 0303 123 1113

Privacy notice for Children

What type of information do we hold?

• Personal details (e.g., address, date of birth) for treatment plans and recalls
• Family member or emergency contact details
• Medical history, including GP’s contact information
• Treatment details and notes on relevant incidents
• Referral correspondence

Why do we need to keep this information?

This information is kept to ensure safe and appropriate care, accurate treatment records, and NHS management and administration.

What do we do with your Information?

We only share children’s information for essential purposes, such as referrals to another healthcare provider, unless otherwise legally required.

How do we store your Information?

Information is stored securely on protected systems or in paper format, with regular backups stored offsite as needed.

Retention periods

For children, dental records are retained for 11 years or until the age of 25 (whichever is longer).

Concerns

For concerns about the handling of children’s information, contact our Data Protection Officer or the ICO at:

• Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
• Live chat or helpline: 0303 123 1113

Approved By: Louise Austrin
Date Published: 06/10/2023