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.
Information that we collect
We may collect the following information about you:
1. Personal details such as your name, date of birth, national insurance number, NHS number, address, telephone number, email address, occupation and next of kin.
2. Information about your dental and general health, including .Clinical records made by dentists and other dental professionals involved with your care and treatment
3. X-rays, clinical photographs, digital scans of your mouth and teeth, and study models
4. Medical and dental histories
5Treatment plans and consent
6. Notes of conversations with you about your care
7. Dates of your appointments
8. Details of any complaints you have made and how these complaints were dealt with
9. Correspondence with other health professionals or institutions
10. Details of the fees we have charged, the amounts you have paid and some payment details
Reetika Aggarwal is responsible for keeping secure the information about you that we hold.
Our data protection officer, Sheryl Smedley, 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.
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 in connection with your dental treatment.
We will share your information with the referral team if you require any dental treatment that cannot be given from Claremont Dental Practice. In these instances, we will gain your consent to share your information with the necessary 3rd party to provide you with the treatment you require.
We may ask on occasion to take photographs to help understand your treatment and show before and after results of treatments. In this instance again, we would gain consent from yourself to take the photos. We will ensure that you could not be identified from any images unless stated otherwise and you have the final say on whether the photos can be used for marketing purposes or for your records only.
We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email, text message or letter.
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:
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.
Keeping your information safe
We store your personal information securely on our practice computer system and in a secure storage facility. 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 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. Each computer and each folder on the computer are password protected as well so only staff members can access the computers.
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.
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 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
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).