In providing your dental care and treatment, we will ask for information about you and your health. Occasionally, we may receive information from other providers who have been involved in providing your care. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.
We are Diamond Court Dental Practice operating at Water Street, Bakewell, Derbyshire, DE45 1EW.
Diamond Court Dental Practice is responsible for keeping secure the information about you that we hold.
Our Data Protection Officer, Anne Askew, ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly. You can contact our Data Protection Officer by email at firstname.lastname@example.org or by phone on 01629 812991 (option 2).
Those at the practice who have access to your information include dentists, hygienists, therapists, other dental professionals involved with your care and treatment, and the reception staff and managers responsible for the management and administration of the practice.
We can only keep and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in certain circumstances. Below, we describe the information we hold and why, and the lawful basis for collecting and using it.
We hold personal information about you including your name, date of birth, national insurance number, NHS number, address, telephone number and email address. This information allows us to fulfil our contract with you to provide appointments. We will also use the information to send you reminders and recall appointments as we have a legitimate interest to ensure your continuing care and to make you aware of our services.
We hold information about your dental and general health, including:
We collect and use this information to allow us to fulfil our contract with you to discuss your treatment options and provide dental care that meets your needs. We also use this information for the legitimate interest of ensuring the quality of the treatment we provide.
We hold information about the fees we have charged, the amounts you have paid and some payment details. This information forms part of our contractual obligation to you to provide dental care and allows us to meet legal financial requirements.
Where your dental care is provided under the terms of the NHS, we are required to complete statutory forms to allow payments to be processed. This is an NHS requirement.
To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you.
We will share your information with the NHS and/or Simply Health Professionals (Denplan) in connection with your dental treatment.
We may use your contact details to inform you of products and services available at our Practice, including newsletters and important information, and also for patient satisfaction surveys.
We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, letter or email.
If we wish to use your information for dental research and dental education, we will discuss this with you and seek your consent. Depending on the purpose and if possible, we will anonymise your information. If this is not possible we will inform you and discuss your options.
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:
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. We will let you know in advance if we send your medical information to another medical provider and we will give you the details of that provider at that time.
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.
We store your personal information securely on our practice computer system and for patients registered before November 2011 in a manual filing 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, the practice filing systems and computers.
Where we share your personal data with third parties to enable us to provide your dental care, we ensure the third parties comply with GDPR in the following ways:-
We keep your records for 10 years after the date of your last visit to the Practice or until you reach the age of 25 years, whichever is the longer. At your request, we will delete non-essential information (for example contact details) before the end of this period.
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 manager in writing or by email. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.
You can also request us to:
If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using your information for that purpose.
All requests should be made by email to our Data Protection Officer, Anne Askew, at email@example.com.
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 (0303 123 1113 or 01625 545745).
Date: 9th May 2018
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