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 data controller & the information Governance Lead is Kirit Siani and the Data Protection Officer is Rashila Patel.
This Privacy Notice is available on the practice website www.stpeterslodgedentalpractice.co.uk at reception or by email if you contact firstname.lastname@example.org or by calling 01727853160.
What personal data do we hold?
In order to provide you with a high standard of dental care and attention, we need to hold personal information about you. You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.
This personal data comprises:
- your past and current medical and dental condition; personal details such as your age, NHS number, address, telephone number and your general medical practitioner
- radiographs, clinical photographs and study models
- information about the treatment that we have provided or propose to provide and its cost
- notes of conversations/incidents that might occur for which a record needs to be kept
- records of consent to treatment
- Any correspondence relating to you with other health care professionals, for example in the hospital or community services.
- Dates of your appointments
- Details of any complaints you have made and how these complaints were dealt with.
The categories of data we process are:
- Personal data for the purposes of staff and self-employed team member management
- Personal data for the purposes of direct mail/email/text
- Special category data including health records for the purposes of the delivery of health care
- Special category data including health records and details of criminal record checks for managing employees and contracted team members
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.
Why do we hold information about you?
We need to keep comprehensive and accurate personal data about our patients in order to provide them with safe and appropriate dental care. We also need to process personal data about you in order to provide care under NHS arrangements and to ensure the proper management and administration of the NHS.
We will process personal data that we hold about you in the following way:
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. The retention period for staff records is 6 years. The retention periods for other personal data are 2 years after it was last processed.
You have the following personal data rights:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure (clinical records must be retained for a certain time period)
- The right to restrict processing
- The right to data portability
- The right to object
Security of information
Personal data about you is held in the practice’s computer system and/or in a manual filing system. The information is not accessible to the public and only authorised members of staff have access to it. Our computer system has secure audit trails and we back up information routinely.
Disclosure of information
In order to provide proper and safe dental care, we may need to disclose personal information about you to:
- your general medical practitioner
- the hospital or community dental services
- other health professionals caring for you
- NHS payment authorities
- Private dental schemes of which you are a member.
Comments, suggestions and complaints
Please contact Rashila Patel at the practice for a comment, suggestion or a complaint about your data processing at email@example.com or 01727 853160 or by writing to or visiting the practice at www.stpeterslodgedentalpractice.co.uk. We take complaints very seriously.
If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who’s misused personal data. You can also visit their website for information on how to make a data protection complaint.
Last updated: April 30, 2018
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