To book an appointment contact us on 01237 472159

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Practice Privacy Policy

Updated 25th May 2018

 

The practice aims to meet the requirements of the Data Protec on Act 2018, the General Data Protec on Regula on (GDPR], the guidelines on the Informa on Commissioner’s website as well as our professional guidelines and requirements.

The data controller is the Elaine Hearn, the Informa on Governance Lead is Elaine Hearn, who is also the Data Protec on O cer.

This Privacy No ce is available on the prac ce website at www.queenannesdental.co.uk/privacyno ce / at recep on or by calling 01237 472159.

You will be asked to provide personal informa on when joining the prac ce. The purpose of processing your personal data is to provide you with op mum dental health care and preven on.

The categories and examples of data we process are:

▪  Personal data for the provision of dental health care

▪  Personal data for the purposes of providing treatment plans, recall appointments, reminders or

es mates

▪  Personal data such as details of family members for the provision of health care to children or for

emergency contact details

▪  Personal data for the purposes of employed and self-employed team members employment and

engagement respec vely

▪  Personal data for the purposes of [direct mail/email/text/other] to inform you of important

announcements or about new treatments or services

▪  Personal data - IP addresses so that we can understand our pa ents be er and inform our

marke ng approach as well as improve the web site experience

▪  Special category data including health records for the purposes of the delivery of health care and

mee ng our legal obliga ons

▪  Special category data including health records

▪  Special category data to meet the requirements of the Equality Act 2010

▪  Special category data details of criminal record checks for employees and contracted team

members
We minimise the data that we keep, and do not keep it for longer than necessary.

We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it con den al. If we intend to refer a pa ent to another prac oner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared. Your data will be shared with the NHS in England, if you are having NHS or HSC treatment.

▪  Personal data is stored in the EU whether in digital or hard copy format

▪  Personal data is obtained when a pa ent joins the prac ce, or when a pa ent is referred to the prac ce

For full details or where your data is stored, please ask to see Informa on Governance Procedures (M 217C).

We have established the following lawful bases for processing your data: Our lawful bases for processing personal data:

▪  The legi mate interests of the dental prac ce

▪  Processing is necessary for the performance of a contract with the data subject or to take steps to

enter into a contract

▪  Consent of the data subject

▪  To comply with our legal obliga ons

Our lawful bases for processing special category data: Processing is necessary for health care purposes

Processing necessary for iden fying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with the view to enabling such equality to be promoted or maintained

We obtain consent of the data subject to process criminal record checks The reasons we process the data include:

▪  To maintain your contemporaneous clinical records

▪  To provide you with dental treatment, preven on and oral health advice

▪  To carry out nancial transac ons with you

▪  To manage your NHS or HSC dental care treatment

▪  To send your personal data to the General Dental Council or other authority as required by law

▪  To communicate with you as and when required including appointment reminders, treatment

plans, es mates and other communica ons about your treatment or the prac ce

▪  To communicate with your next of kin in an emergency

▪  If a parent or carer to communicate with you about the person you parent or care for

▪  To refer you to other den sts or doctors and health professionals as required

▪  To obtain criminal record disclosures for team members

▪  For debt recovery

▪  To con nually improve the care and service you receive from us

The personal data we process includes:

Your name, address, gender, date of birth, NHS number, medical history, dental history, family medical history, family contact details, marital status nancial details for processing payment, your doctor’s details and details of treatment at the prac ce. We may process more sensi ve special category data including ethnicity, race, religion, or sexual orienta on so that we can meet our obliga ons under the Equality Act 2010, or for example to modify treatment to suit your religion and to meet NHS or HSC obliga ons.

The reten on period for special data in pa ent records is a minimum of 10 years and may be longer for complex records or to meet our legal requirements. The reten on period for sta records is 6 years. The reten on periods for other personal data is 2 years a er it was last processed. Details of other reten on periods are available in the Record Reten on (M 215) procedure available from the prac ce.

We obtain your personal details when you enquire about our care and service, when you join the prac ce, when you subscribe to our newsle er or register online, when you complete a registra on or medical history form and when another prac oner refers you for treatment at our prac ce. Occasionally pa ents are referred to us from other o cial sources such as NHS clinics or hospitals

You have the following personal data rights:

▪  The right to be informed about the collec on and use of your personal data

▪  The right of access – to have a free copy of your data that we have

▪  The right to rec ca on - to correct the data we have if it is inaccurate or incomplete

▪  The right to dele on of your personal data (clinical records must be retained for a certain me period)

▪  The right to restrict processing of your personal data

▪  The right to data portability – to have your data transferred to someone else

▪  The right to object to the processing of your personal data.

▪  Rights in rela on to automated decision making and pro ling

Further details of these rights can be seen in our Informa on Governance Procedures (M 217C) or at the

Informa on Commissioner’s website. Here are some prac cal examples of your rights:

If you are a pa ent of the prac ce you have the right to withdraw consent for important no ca ons, newsle ers, surveys or marke ng. You can inform us to correct errors in your personal details or withdraw consent from communica on methods such as telephone, email or text. You have the right to obtain a free copy of your pa ent records within one month.

If you are not a pa ent of the prac ce you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communica on methods such as telephone, email or text.

We have carried out a Privacy Impact Assessment (M 217S) and you can request a copy from the details below. The details of how we ensure security of personal data is in our Security Risk Assessment (M 217M) and Informa on Governance Procedures (M 217C).

Comments, suggestions and complaints

Please contact the IG Lead at the practice for a comment, suggestion or a complaint about your data processing at imack@queenannes.plus.com, or 01237 472159 or by writing to or visiting the practice at 4 Queen Annes, High Street, Bideford, Devon EX39 2AS. We take complaints very seriously.

If you are unhappy with our response or if you need any advice you should contact the Informa on Commissioner’s O ce (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can inves gate your claim and take ac on against anyone who’s misused personal data. You can also visit their website for informa on on how to make a data protec on complaint.

Related practice procedures

You can also use these contact details to request copies of the following prac ce policies or procedures: Data Protection on and Informa on Security Policy (M 233-DPT), Consent Policy (M 233-CNS)

Privacy Impact Assessment (M 217S), Informa on Governance Procedures (M 217C) Record Reten on (M 215)

If you would like a copy of the information we hold about you or if you have any other enquiries it about such as to change an error in your information on or to provide a copy of your information on to somebody else please contact:

The Information on Governance Lead Elaine Hearn, Queen Annes Dental Practice,
4 Queen Annes, High Street, Bideford, Devon EX39 2AS, Email: imack@queenannes.plus.com or Phone: 01237 472159, Thank you.

 

Privacy Policy for Children

The practice keeps records of your name, address, date of birth and details of any health problems as well as details of your dental treatment and details about your family. We keep this informa on so that we can provide you with the best dental care. Your personal informa on is kept very confidentially and securely.

We only use your personal informa on so we can give you the best dental care and for sending reminders to you.

We only pass your personal informa on to another dentist, doctor or hospital if you have a problem that needs their special skills and you need to go and see them. We will not give your information to anyone else unless the law allows us to or we have to provide it for legal reasons.

If you leave the practice, we will stop using your information, but will keep it confidentially and securely until you are 25 years old, when we will review if and when we can delete it. You can always ask for a copy of the information we hold for you, we can transfer it to another dentist or doctor at your request and you can ask us to stop using your personal information to send letters or contact you in other ways if you are no longer a patient at the practice.

When you reach 18 years of age the Privacy Notice about how we process your personal informa on will change to the adult version. This can be found on our website.

If you would like a copy of the information we hold about you or if you have any other enquiries it about such as to change an error in your information on or to provide a copy of your information on to somebody else please contact:

The Information on Governance Lead Elaine Hearn, Queen Annes Dental Practice,
4 Queen Annes, High Street, Bideford, Devon EX39 2AS, Email: imack@queenannes.plus.com or Phone: 01237 472159, Thank you.