Privacy Notice for Patients

Information that we collect

We may collect the following information about you:

• Personal details such as your name, date of birth, national insurance number, NHS number, address, telephone number and email address.
• Information about your dental 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 other health professionals or institutions.
• Details of the fees we have charged, the amounts you have paid and some payment details.

Jonathan Mynors-Wallis and Jayne Mynors-Wallis are responsible for keeping the personal information held at the Practice secure.

Our Data Protection Officer, Anna Turner, ensures that the Practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.

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

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

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 manual filing system (the manual filing system is for hard-copy x-rays only). 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, the Practice filing systems 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.

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.

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.

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 to Anna Turner. We do not charge you for copies of your information.

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 information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment.
• Stop using your information – for example, sending you reminders for appointments or information about our service.
• Supply your information electronically to another dentist.

The request

Requests for information must be made in writing and should describe the required information with dates, if possible. You do not have to give a reason.

We will provide the information within 20 working days of receiving the request. However, we will inform you if we need to extend the 20-working-day deadline.

The information

We will usually provide the information requested in electronic form using secure means, unless you ask for the information in paper format or otherwise agreed. You may also come to the Practice to view the original version under supervision and on Practice premises. We may need to provide an explanation to accompany dental clinical notes.