Data Protection Privacy Notice for Patients
The practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR), the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.
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.
We ensure 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 dentists and other dental professionals involved with your care and treatment, and reception staff responsible for management and administration. Arta Vahdaty is responsible for keeping secure the held information.
Information that we hold
We can only keep and use information, including health information, for specific reasons set out in the law. Below we describe the information we hold and why, and the lawful basis for collecting and using it.
We hold personal information about you including your name, date of birth, NHS number, address, telephone number and email address. This information allows us to fulfil our contract with you to provide appointments. We will also use the information to send you reminders and recall appointments as we have a legitimate interest to ensure your continuing care and to make you aware of our services.
We hold 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 including correspondence with other health professionals or institutions
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
We collect and use this information to allow us to fulfil our contract with you to discuss your treatment options and provide dental care that meets your needs. We also use this information for the legitimate interest of ensuring the quality of the treatment we provide.
We hold information about the fees we have charged, the amounts you have paid and some payment details. This information forms part of our contractual obligation to you to provide dental care and allows us to meet legal financial requirements.
How we use your information
To provide you with the specialist dental care and treatment that you need, we require up-to-date and accurate information about you. We may contact you to conduct patient surveys or for feedback about your treatment for quality control purposes.
We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, text, email or letter. If you give your consent we may use your contact details to inform you of products and services available at our Practice.
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, hospital or community dental services or other health professionals caring for you;
General or other specialist dental or medical services to which we may refer you;
Private dental schemes e.g., Practice Plan, Denplan of which you are a member;
Debt collection agencies.
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. We will let you know in advance if we send your medical information to another provider, and we will give you the details of that provider at that time. 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. Your information cannot be accessed by those who do not work at the practice; 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 your personal information safely and effectively.
We keep your paper records for 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. At your request we will delete non-essential information (e.g. some contact details) before the end of this period.
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 Arta@ShirazEndo.com 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). We can delete some contact details and other non-clinical information
Stop using your information – for example, sending you reminders for appointments or information about our service. You may withdraw consent from marketing material at any time
Stop using information if you believe the information is inaccurate or you believe we are using your information illegally
Supply your information electronically to another dentist.
Supply copies of our Data Protection policies in hard copy or electronic format: Records Management and Data Quality Policy, Data Security Policy, Access to Information held and Confidentiality Policy.
If you do not agree
To withdraw your consent to use your personal information for a particular purpose, at any time, please contact the Practice to discuss and we will stop using your information for that purpose. If you object to the way that we collect and use your information, it might affect the way we are able to continue to provide your dental care.
If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist 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).
Visitors to our website
When someone visits https://www.shirazendodontics.com/ we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
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.
These cookies are used to collect information about how visitors use our site. We use the information to compile reports and
to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site,
where visitors have come to the site from and the pages they visited.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.
Links to other websites
This privacy notice does not cover the links (if any) within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Date: September 2021
Review date: September 2023