White Cottage Dental Practice

 Data Protection Privacy Notice for Patients

 

In providing your dental care and treatment, we will ask for information about you and your health. 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 The White Cottage Dental Practice operating at London St, Fairford, Glos GL7 4AQ

 

Mark Milnthorpe and Susan Steer are responsible for keeping secure the information about you that we hold. 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. 

Our data protection officer, Jenny Hacker, 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, Jenny Hacker, by email at admin@whitecottagedental.co.uk or by phone on 01285 713993

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 particular 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, 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 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 you and 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 our Careplan administrator (DPAS) in connection with your dental treatment (if applicable).

We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes.

We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, text, email or letter.

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

  • Specialist dental or medical services to which we may refer you

  • NHS payment authorities

  • The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges

  • Dental laboratories

  • 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 your record card and on our practice computer system. This information can only be accessed by staff who work at the practice. 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 cloud computing facilities for storing some of your information. 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.

 

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 some 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. 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. 

 

All requests should be made by email to admin@whitecottagedentalpractice.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), (www.ico.co.uk)

 

 

 

Date:  25th May 2019                                                                          Review date: March 2020

The White Cottage Dental Practice

Our Address

Email: admin@whitecottagedental.co.uk
Tel:  01285 713993

London Street, Fairford, GL7 4AQ

Clinic location

Opening Hours

Monday                 

Tuesday                 

Wednesday            

Thursday           

Friday

9am - 6:30pm                 

9am - 5pm                 

9am - 6:30pm            

9am - 5pm         

9am - 1pm

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