Privacy & Cookies

PRIVACY POLICY

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.

About us

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 reception@diamondcourtdental.co.uk 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.

Information that we hold

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.

Contact Details

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.

Dental Records

We hold information about your dental and general health, including:

  • Clinical records made by dentists and other dental professionals involved with your care and treatment
  • X-rays, clinical photographs, digital scans of your mouth and teeth, and study models
  • Medical and dental histories
  • Treatment plans and consent
  • Notes of conversations with you about your care
  • Dates of your appointments
  • Details of any complaints you have made and how these complaints were dealt with
  • Correspondence with other health professionals or institutions

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.

Financial Information

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.

How we use your information

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.

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 or community dental services or other health professionals caring for you
  • NHS payment authorities
  • The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges
  • Private dental schemes of which you are a member

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.

Keeping your information safe

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.

  • We use high-quality specialist dental software to record and use your personal information safely and effectively. Our computer system has a secure audit trail and we back-up information routinely.
  • We back up our data onto a hard disc drive which is encrypted, the backup is taken off the premises to ensure data loss is at a minimum. We also employ Microminder who externally back all our data off site. The practice has a rigorous agreement with our provider to ensure that we meet the obligations described in this policy and that we keep your information securely.

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:-

  • Microminder (IT support) – GDPR policies, privacy statement and signed contract
  • Software of Excellence (Dental software programme) – extensive privacy policy
  • Simply Health Professionals (denplan) – privacy statement
  • Dental laboratories – signed processor agreement and privacy statement
  • Third party referrals (NHS) – the majority of NHS referrals will be sent through a secure system which complies with GDPR and includes a privacy statement
  • Private and other referrals – these are sent via a secure online referral form or via an encrypted Dropbox account or by post (first class franked)

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.

Access to your information and other rights

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:

  • Correct any information that you believe is inaccurate or incomplete.  If we have disclosed that information to a third party, we will let them know about the change
  • Erase some of the information we hold.  For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). However, we can, if you ask us to, delete some contact details and other non-clinical information.
  • Stop using your information – for example, sending you reminders for appointments or information about our service. Even if you have given us consent to send you marketing information, you may withdraw that consent at any time.
  • Stop using information if you believe the information is inaccurate or you believe we are using your information illegally.
  • Supply your information electronically to another dentist.

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 reception@diamondcourtdental.co.uk.

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 (0303 123 1113 or 01625 545745).

 

Date: 9th May 2018

 


WHAT ARE COOKIES?

In order to provide you with the most efficient and personalised experience when using our Website, we may collect certain information from you by using cookies.

Cookies are small text files that are stored on your computer, tablet or mobile device when you visit our Website. We use these cookies to identify when it is you are visiting our Website, which helps us to make your visit to our site quicker and easier. For example, by remembering your preferences when you return to the site or keeping you logged in.

We use a web analytics tool to analyse how the site is used, so other details that we may collect from you include those of your visit such as; how you arrive at the site, what you do on the site and which browser or operating system you use. All of this information is collected anonymously, so is not tied to any personally identifiable information and allows us to complete internal research on our users’ demographics, interests and behaviours in order to better understand and serve you.

OUR COOKIE POLICY

Cookies can’t harm your computer. We don’t store personally identifiable information such as credit card details in cookies we create, but we do use encrypted information gathered from them to help improve your experience of the site.

To make full use of the personalised features on our Website, your computer, tablet or mobile phone will need to accept cookies, as we can only provide you with certain personalised features of this Website by using them.

If you’d prefer to restrict, block or delete cookies from our Website, or any other Website, you can use your browser to do this. Each browser is different, so check the ‘Help’ menu of your particular browser (or your mobile phone’s handset manual) to learn how to change your cookie preferences.

You can find more information about cookies and how to restrict, block and delete them at www.aboutcookies.org (opens in a new window – please note that we’re not responsible for the content of external Websites).

WHICH COOKIES DO WE USE?

Here’s a list of the main cookies used on the my-work-experience.com website, and what we use them for:

Tabled Data

Cookie Name Purpose More information
Google Analytics __utma__utmb__utmc

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Google Analytics cookies collect information on how visitors use our website: number of visitors, number of pages viewed.
We use this data to compile reports and to help us improve user journey.These cookies do not include any personal data.
View Google Analytics Privacy Policy

 

SESSION COOKIES

We use a session cookie to remember such things as the code used to verify you are ‘human’ on our contact form. These are necessary to the working of the Website. If these are disabled then various functions on the Website will not work.

More information on session cookies and what they are used for can be found at: www.allaboutcookies.org/(opens in a new window – please note that we’re not responsible for the content of external Websites).