harrogate.dental.rec@gmail.com

01423 884503

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Privacy Notice

Privacy Notice

For Patients Including Children

The practice is committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, GDC, NHS, and other standards. The practice is the controller responsible for your personal data. We collect and process your personal data when you provide the information or request more information about or purchase a product or service.

What Type of Information Do We Hold?

  • Personal details such as your address, date of birth, phone number, and email address.
  • Details of your NHS or Dental Plan Provider number and entitlement to healthcare treatment and exemption status if applicable.
  • Personal details of family members or emergency contact details.
  • Medical history, including your GP’s name and address.
  • Past and present dental history, including x-rays and photographs.
  • Information about the treatment we have proposed and provided along with its price.
  • Notes of conversations or incidents that might occur for which a record needs to be kept.
  • Records of permission or consent for treatment.
  • Correspondence to other healthcare professionals such as referrals.
  • Financial information relating to your treatment.
  • Details of any complaints made.

Why Do We Need to Keep This Information?

We need to keep records of personal information regarding our patients to provide safe and appropriate dental care and treatment. It is also used to maintain accurate treatment records. We also need to process personal data about you if we are providing care under NHS arrangements and to ensure the proper management and administration of the NHS. We will only use your personal data for the purpose for which we collected it.

What Do We Do With Your Information?

We will only share your information if it is done securely, and it is necessary for us to do so. Your personal information may be securely shared with other healthcare professionals who need to be involved in your care (for example, if we refer you to a specialist, need laboratory work undertaken, or need to consult with your doctor).

We may also share your personal information securely with third parties where we are required by law or regulation to do so. This may include:

  • The General Dental Council
  • The CQC/HIW/HIS/RQIA
  • Dental payment plans or insurers
  • NHS Bodies if NHS dental care and treatment is provided

How Do We Store Your Information?

Your Information is stored securely at the practice on protected computer systems. Computer information is backed up regularly and may be securely stored away from our premises.

Retention Periods

We are required to retain your dental records, X-rays, and study models while you are a patient of this practice and after you cease to be a patient for a minimum of 11 years. We also have a retention schedule listing all documents and the timeframes for disposal. Retention periods may change from time to time based on business, legal, and regulatory requirements.

Your Rights Under GDPR

  • Access: You have the right to access the information that we hold about you and to receive a copy.
  • Rectification: You have the right to correct any information that you believe is inaccurate or incomplete.
  • Erasure: You have the right to request that we delete your personal information, although for legal reasons, we may be unable to erase certain information.
  • Restriction: You have the right to request us to restrict the processing of your personal information.
  • Portability: You have the right to data portability, which could include supplying your information to another dentist.

Concerns

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 can contact our Data Protection Officer via email at harrogate.dental.pm@gmail.com. You can also seek advice from The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, or start a live chat or call helpline on 0303 123 1113.

Privacy Notice for Children

When you visit our dental practice, we need to collect some information about you.

What Type of Information Do We Record?

  • Personal details such as your address, date of birth, phone number, and email address.
  • Personal details of family members or emergency contact details.
  • Medical history, including your GP’s name and address.
  • Information about the treatment we have proposed and provided.
  • Notes of conversations or incidents that might occur for which a record needs to be kept.
  • Correspondence to other healthcare professionals such as referrals.

Why Do We Need to Keep This Information?

We need to keep records of personal information regarding our patients to provide safe and appropriate dental care and treatment. It is also used to maintain accurate treatment records.

What Do We Do With Your Information?

We will keep your information safe. Only the people involved in your care will be able to see your information. We will not share your information with anyone else unless required by law or if it’s really important for your health, such as referring you to another dentist or orthodontist.

Your Rights

If you are under 13, we will usually ask your parent or carer to agree to us using your information. If you are 13 or older and understand what it means, you may be able to make some choices yourself.

Retention Periods

For children, we will retain your dental records for 11 years or until you reach the age of 25 (or your 26th birthday if treatment finishes at 17).

For details of your rights under data protection laws, including the right to receive a copy of the personal data we hold about you and the right to make a complaint, contact our Data Protection Officer at harrogate.dental.pm@gmail.com.