Data protection privacy notice for patients
In providing your orthodontic 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.
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
Dr Wiltus Botha –
- Practice Owner. Dr Botha is responsible for keeping the information that we hold about you secure.
Dr Lorinda Pietersen -
- Data Protection Officer. Dr Pietersen 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 orthodontists, orthodontic therapists and other dental professionals involved with your care and treatment, and the reception staff responsible for the management and administration of the practice.
We use your information to provide you with the orthodontic care and treatment that you need, we require up-to-date and accurate information about you.
We will share your information with the NHS and/or your private dental plan provider in connection with your orthodontic treatment.
We will seek your preference for how we contact you about your orthodontic care. Our usual methods are telephone, letter or email. SMS text messages to remind you about your appointments.
Patient information for research or educational purposes:
We may wish to use your information for dental research or dental education. If so, we will discuss this with you and seek written consent from you. Depending on the purpose and if possible, we will anonymise your information. If this is not possible we will inform you and discuss your options.
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 dentist
- 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.
We 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 orthodontic 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.
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
- 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.
If you have any concerns about how we use your information and you do not feel able to discuss it with your orthodontist 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), text phone 01625 545860.
web: https://ico.org.uk/ email: https://ico.org.uk/global/contact-us/email/
Review date: May 2019
Your personal information
How we look after and safeguard information about you
Policies and procedures
The practice has a number of important policies that detail how we provide care and service to our patients. Please ask the Practice Manager if you would like to see copies of the following policies:
Protecting your information
We aim to provide you with the highest quality of dental care. To do this we need to keep records about you, your health and the care we have provided or plan to provide to you. We know that you value your privacy and the security of personal information held about you.
Information recorded about you may include:
Your right to view your clinical records
You have the right to view the original of your clinical records free of charge. If you request a copy, a charge will be due in accordance with the Data Protection Policy. Your request must be made in writing to the Practice Manager and the payment enclosed. A copy will be provided within 40 working days.
You have the right to confidentiality. We also comply with the NHS Code of Practice on Confidentiality and dental healthcare personnel have a requirement under their professional code of ethics to keep records about you confidential, secure and accurate.
All of our staff contracts of employment contain a requirement to keep patient information confidential.
Our guiding principle is that we hold your records in strict confidence.
We will never pass your information onto a third party for promotional purposes. You can also opt out of being contacted by the practice at any point.
If you require any further information please contact the practice on 01223 411 922.
Patient Safety Charter
We display a copy of our Patient Safety Charter at reception. It is also available as a file to download oposite.
Freedom of Information Publication Scheme
Please find oposite our Freedom of Information Act Publication Scheme. Hard copies are available from reception on request, these are also available in large print.
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