The practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR], the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements. The GDPR states that you must be given prior notice regarding data we collect, process, store and amend or delete:-
The types of data we collect: – You will be asked to provide personal information.
- Personal data – this is the information you give us when you join the practice as a patient or send us an enquiry form via our website
- Special category data – At our dental practice it would be your health records in relation to the dental treatment you would receive, this includes your medical history taken at your first appointment and updated at every appointment thereafter.
The reasons we request your data:
- Personal data – This information is used to identify who you are e.g your name, address, telephone number, email address, NHS number etc.
- Special category data – . This is for the purposes of the delivery of health care
Why we process your data:
- Personal data – we use this information to be able to contact you regarding appointments, updates to you treatments and for marketing purposes.
- Special category data – we use your health records to be able to correctly diagnose, form a treatment plan and to provide optimum health care to you.
Why we keep your records and for how long:
We keep your records to meet the contractual requirements we have with the NHS. The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records in order to meet our legal requirements. We follow the NHS guidelines on record retention.
Who we share your information with:
We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.
There are circumstances in which we are legally obligated to share your data without your consent. Some examples are:
- situations where there is a serious public health risk or risk of harm to other individuals,
- when information is required by the police to prevent or detect crime or to apprehend or prosecute offenders (if not providing the information would prejudice these purposes),
- to enable a dentist to pursue a legal claim against a patient
Your personal data rights:
- The right to be informed – privacy notice
- The right of access – you can request to see or have a copy of your records
- The right to rectification – you can amend or rectify your records
- The right to erasure – (please be aware that you cannot ask us to delete your clinical records)
- The right to restrict processing – you can request that certain data not be processed.
- The right to data portability – you can request your data to be copied and transferred
- The right to object – you can object to personal data to be used for marketing
Further details of these rights can be seen in our Information Governance Procedures or at the Information Commissioner’s website.
Here are some practical examples of your rights:
- If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patient records within one month.
- If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text.
Comments or suggestions about your data processing
Please contact: Mr. Andrew Cross (Information Governance Lead & Data Protection Officer)
E: firstname.lastname@example.org T: 01493 720653
Complaints about your data processing
Please contact: Mrs. Carole Plummer
E: email@example.com T:01493 720653
or by writing to:
66 Tan Lane, Caister-on-Sea, Great Yarmouth, NR30 5DT.
We take complaints very seriously.
The full Privacy Notice is available on the practice
1. websites www.plummers.co.uk www.facesandsmilesdental.co.uk
2. Reception desk at our practices
3. Email if you contact firstname.lastname@example.org
4. By calling our Head office on T: 01493 720653.