Who we are:
1. DL Dental is a dental practice registered at 188 Mansfield Road, Sheffield, S12 2AQ. If you would like to contact us about any of the information contained within this privacy notice you can contact our Data Protection Officer Holly McGarry by email at firstname.lastname@example.org.
What information we collect about you:
2. We collect information about you when you enquire about our services or make an appointment with us for treatment. We will retain details and clinical notes relating to the care you receive within our practice and from third parties. We also collect information about you when you voluntarily complete customer surveys, participate in competitions or provide feedback to us.
How we will use the information we have about you:
3. We will use information about you to enable us to arrange appointments with the appropriate clinician and to ensure that you are receiving care appropriate to your clinical needs. Our regulators, The General Dental Council, and the NHS require us to create and retain records of the dental treatment that is provided to patients. We are obliged by law to keep these records for 10 years after the last date of treatment.
7. We would like to send you information about products and services of ours and other companies we work with which may be of interest to you. If you have consented to receive marketing you may opt out at a later date.
8. You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, email us email@example.com
Access to your information:
9. You have the right to request a copy of the information that we hold about you. If you would like a copy of some, or all, of your personal information please email - firstname.lastname@example.org write to us at the following address; 188 Mansfield Road, Sheffield, S12 2AQ.
10. If your personal details change, or it comes to your attention that the information we hold about you is inaccurate in any way please let us know and we will make the appropriate corrections.
11. If you have concerns about the way in which we have handled your data, or are not satisfied with our response to any complaint you may have made, you can complain directly to the Information Commissioner Office https://ico.org.uk
Where we store your personal information
12. All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. When dental records are shared with third parties, this is done through an encrypted file sharing service.
13. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
14. Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Data protection privacy notice for patients
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 may collect the following information about you:
· Personal details such as your name, date of birth, national insurance number, NHS number, address, telephone number and email address
· Information about yourdental 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
· Detailsof the fees we have charged, the amounts you have paid and some payment details
Daniel Leung is responsible for keeping secure the information about you that we hold.
Our data protection officer,Holly McGarry, ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.
Those at the practice who have access to your information include dentists and other dental professionals involved with your care and treatment, and the reception staff responsible for the management and administration of the practice.
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 or Practice Planin connection with your dental treatment.
We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter.
If we wish to use your information for dental research or 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.
We may use your contact details to inform you of products and services available at our Practice.
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.
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 andin 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 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.
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 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 information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment
· Stop using your information – for example, sending you reminders for appointments or information about our service
· Supply your information electronically to another dentist.
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).