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:
- Personal details such as your name, date of birth, address, telephone numbers 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
How we use your informationTo provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you. We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter. We routinely take photos of your individual teeth or smiles as they help us to explain treatments to you and monitor changes in your dental health. If we wish to use your information for educating other patients about their treatment options, we will discuss this with you and seek your consent. We will anonymise your information. If this is not possible we will inform you and discuss your options. We may use your contact details to inform you of important changes within the practice or information that is directly relevant to you and your care at our Practice but our policy is NOT to email you with what most people would consider marketing material.
Sharing informationYour 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
- Private dental schemes of which you are a member.
Keeping your information safeWe store your personal information securely on our practice computer system and in a manual filing system. 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 may use cloud computing facilities for storing some of your information, such as photographs of your teeth. This helps us to efficiently store and communicate treatment ideas with you. The practice has rigorous agreements with our cloud providers to ensure that we meet the obligations described in this policy and that we keep your information securely. The cloud facilities are secure and password protected and the providers are GDPR compliant so only John Moore and the staff at the practice have access to the data. We are obliged to keep your records as medical information for a minimum of 11 years after the date of your last visit to the Practice or until you reach the age of 25 years, whichever is the longer. In fact we prefer to keep your information for longer, up to a maximum of 30yrs as we routinely find that patients who we may not have seen for many years can return to the practice for treatment or second opinions, and it is in their interests that we can refer to past treatment notes, x rays, photographs and other information on their record. This period was decided after reference to Department of Health Guidelines on the Retention/Disposal of records. For any patient who has never had active treatment from us we would delete their record after 12 yrs. We are of course happy to delete any patient’s records outside of these periods should they request us to do so.
Access to your information and other rightsYou 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 firstname.lastname@example.org 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 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.