The personal data that we hold
In order to provide patients with the highest quality dental care, we need to hold some of their personal information. This personal data can include:
Past and current medical and dental condition
Personal details such as age, address, and telephone number
Radiographs (x-rays), clinical photographs and study models
Information about their treatment that we have provided or propose and its cost
Notes of conversations or incidents that might occur for which a record needs to be kept
Records of consent to treatment
Any correspondence relating to them and other health care professionals, for example letters from the hospital or a doctor.
Why we hold this data
We are obligated to keep comprehensive and contemporaneous personal data about patients in order to provide you with the best possible dental treatment. Each year we will ask you to update your medical history and contact details if anything has changed. If anything changes in the meantime we ask that patients contact the practice to let us know.
Retaining this data
The practice will retain your dental records and study models while you remain a practice patient. Once you cease to be a practice patient this information will be held for at least eleven years, or for children until the age of 25, whichever is the longer.
Security of your data
Personal data about you is held in the practice’s computer system and also in a locked manual filing cabinet. The information is only accessible to authorised team members. Our computer system is password protected and our online diary system uses a secure server.
Disclosure of data
In order to provide you with the best possible dental care we may need to disclose personal information about you to:
Your general medical practitioner (your doctor)
Your local hospital or other dental service provider
Other health professionals caring for you
Your local council social services department
Private dental schemes of which you are a member (such as Denplan)
Agents and third parties as required by law
Disclosure will take place on a ‘need-to-know’ basis. Only those individuals or organisations who need to know your details in order to provide care for you and for the proper administration of Government (whose personnel are covered by strict confidentiality rules) will be given the information.
In rare circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by this policy will only occur when we have your specific consent. Where possible you will be informed of these requests for disclosure.
Access to your records
You have the right to request access to the data that we hold about you and to receive a copy. Parents may access their child’s records if this is in the child’s best interests and not contrary to a competent child’s wishes. Formal applications for access must be in writing to the practice manager Ajzelina Zekcer.
If you do not agree
If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this policy, please discuss the matter with your dentist. You have the right to object; however, this may affect our ability to provide you with dental treatment.
You have a right to withdraw your consent at any time, however this will not be retrospective.