This practice complies with the Data Protection Act 1998 and this policy describes our procedures for ensuring that personal information about patients is processed fairly and lawfully.
Personal data that we hold
We must keep comprehensive and accurate personal data about you to provide you with a high standard of appropriate dental care. We also need to process personal data about you to provide care under NHS arrangements and to ensure the proper management and administration of the NHS.
The personal data that we hold includes:
- Personal details such as your date of birth, National Insurance number/NHS number, address, telephone number and your general medical practitioner
- Details of your past and current medical and dental health
- Radiographs, clinical photographs and study models
- Information about the treatment that we have provided or propose to provide and its cost
- Notes of conversations about your care
- Records of consent to treatment
- Correspondence with other health care professionals relating to you, for example in the hospital or community services.
We will process this personal data in the following way:
We will retain your dental records while you are a practice patient and after you cease to be a patient, for at least eleven years or, for children, until age of 25, whichever is the longer.
Security of information
Personal data about you is held in the practice computer system. The information is not accessible to the public; only authorised members of staff have access to it. Staff are trained in their legal responsibilities under the Data Protection Act and practical procedures for maintaining confidentiality.
We take precautions to keep the practice premises, filing systems and computers physically secure. Our computer system has secure audit trails and we back-up information routinely. We use a remote hosted computing facility for the storage and processing of some of your data. The practice has a rigorous service level agreement with our cloud provider to ensure that all our obligations in this policy are fulfilled and that your information is secure.
Disclosure of information
To provide proper and safe dental care, we may need to disclose personal information about you to:
- Your general medical practitioner
- The hospital or community dental services
- Other health professionals caring for you
- NHS payment authorities
- HM Revenue and Customs
- 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.
Where possible, you will be informed of these requests for disclosure.
Disclosure will take place on a ‘need-to-know’ basis. We will only provide information to individuals or organisations who need it to provide care to you or to ensure the proper administration of government (whose personnel are covered by strict confidentiality rules). We will only disclose information that the recipient needs to have.
In limited circumstances or if required by law or a court order, personal data may be disclosed to a third party not connected with your health care.
In all other situations, disclosure that is not covered by this Code of Practice will only occur when we have your specific consent.
You can access to the data that we hold about you and to receive a copy by submitting a written request. We charge a fee for copies of your data: up to £10 (for records held on computer) or £50 (for those held manually, including non-digital radiographs). We will provide the requested information (and an explanation if you require it) within 40 days of receiving your request and fee (where payable).
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 Code, you should discuss the matter with your dentist. You should be aware, however, that objecting to how we process your information may affect our ability to provide you with dental care.
Storage and security of your personal information
We comply with the standard procedures and requirements as laid down by applicable law to ensure that your personal information is kept secure and we use the latest in Secure Server Technology (SSL – 128bit encryption) to ensure that all of your personal information is protected to the highest standards.
The transmission of information via the internet is not completely secure. Any emails we send or receive may not be protected in transit. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our website; any transmission is at your own risk.
Any passwords that you use must be kept securely. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Additionally, the information that we collect from you may be transferred to, and stored at, a destination outside the UK and the European Economic Area (“EEA”). It may also be processed by our third party suppliers outside of the UK and EEA
This site uses Google Analytics to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website. Google Analytics records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you. Google Analytics also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this.
Disabling cookies on your internet browser will stop Google Analytics from tracking any part of your visit to pages within this website.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. We may also use trusted third-party services that track this information on our behalf.
Most web browsers allow some control of most cookies through the browser settings. Every browser is different, look at your browser’s Help Menu to learn the correct way to modify your cookies. If you turn cookies off, some features may be disabled.
We use a third party provider JotForm, to deliver your details using the contact form you submit to us. Your information will remain within JotForms database for as long as we continue to use JotForms services for our contact forms.
We consider JotForm to be a third party data processor.
For more information, please see https://www.jotform.com/privacy/
The Data Controller
The data controller of this website is: Adelphi Dental Care, a Partnership Company.
Adelphi Dental Care registered address is 157 Adelphi Street. Preston. Lancashire. PR1 7BH The company registration number is 06546206
Our registration number for the UK Data Protection Act 1998 is Z2698200
Whose registered office is:<br/> 157 Adelphi Street. Preston. Lancashire. PR1 7BH
Operating office is: 157 Adelphi Street. Preston. Lancashire. PR1 7BH
Date: 15th May 2018
Reviewed: 15th May 2019