“The Company”: Castle Rising Dental Limited
Registered Company Address: 4 Hiltons Lane, Wiggenhall St. Germans, King’s Lynn, Norfolk, England, PE34 3EZ
Registered Company Number: 09420838
Contact Email: firstname.lastname@example.org
Contact Phone: (01553) 631094
Data Protection Privacy Notice for Patients
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 notices describes the type of personal information we hold, why we hold it and what we do with it.
We are Castle Rising Dental Surgery operating at East Barn, Castle Rising, King’s Lynn, Norfolk, PE31 6AG.
William K Dryden and Kinga Maciejewska are responsible for keeping secure the information about you that we hold. Those at the practice who have access to your information include dentists and other dental professionals involved with your care and treatment, and the reception staff responsible for the management and administration of the practice.
Our data protection officer, Sarah Woodhouse, ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly. You can contact our data protection officer, Sarah Woodhouse, by email at email@example.com or by phone on 01553 631094.
Information That We Hold
We can only keep and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in particular circumstances. 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 title, name, date of birth, gender, address, postcode, 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
- Radiographs, clinical photographs, digital scans of your mouth and teeth, and study models
- Medical and dental histories
- Treatment plans and consent forms
- 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 you and other health professionals or institutions.
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.
Where your dental care is provided under the terms of the NHS, we are required to complete statutory forms to allow payments to be processed. This is an NHS requirement.
How We Use Your Information
To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you.
We will share your information with NHS and Denplan in connection with your dental treatment.
We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes.
We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter.
If we wish to use your information for dental research or dental education, we will discuss this with you and seek your consent. 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.
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
- The hospital or community dental services or other health professionals caring for you
- Specialist dental or medical services to which we may refer you
NHS payment authorities
- The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges
- Dental laboratories
- Debt collection agencies
- 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. We will let you know in advance if we send your medical information to another medical 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; 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 dental 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. At your request, we will delete non-essential information (for example some contact details) before the end of this period.
Access to Your Information & Other Rights
You have a right to access the information that we hold about you and to receive a copy. 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 some of the information we hold. For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). However, we can, if you ask us to, 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. Even if you have given us consent to send you marketing information, you may withdraw that consent 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.
If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using your information for that purpose.
All requests should be made by email to our data protection officer Sarah Woodhouse at firstname.lastname@example.org
If You Do Not Agree
If you do not wish us to use your personal information as described, you should discuss the matter with your dentist. If you object to the way that we collect and use your information, we may not be 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).
Date: 22 May 2018
Review date: May 2019
The personal information collected from submissions via the enquiry form are not sold, or disclosed to any third parties. You will not receive any mailings you did not request. The information collected through our enquiry form will only be used for the reasons detailed along side the form. The submissions through our enquiry form will be stored by The Company. You can remove yourself from our list at any time by emailing or calling us.
In order to sign up to email marketing you will be required to give explicit and informed consent to have your email address and other information stored and to receive email marketing. This information will only be used by our business to send out The Company communications (for example newsletters). The personal information we collect is stored by Campaign Monitor. You can stop receiving marketing emails by clicking the Unsubscribe link at the bottom of any previous emails, or by contacting us directly. You can contact us email or calling in order to request your information by erased from our email marketing system.
Any data collected will be used by ourselves and our agents. The Company hereby reserves the right to transfer any data collected in the event of an acquisition, full or partial, of the company or its assets.
The Company complies with all law enforcement agency requests for information.
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Cookies on our site may be used for:
- Personalising your experience (saving preferences),
- Storing pseudo anonymised* log in identifiers
Cookies may be sent between your browser and our website to enable automatic logins upon further visits, as well as for content customization.
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Other third party cookies
Whenever you request a page through your browser, navigation and clickstream data such as:
- your IP address
- browser and version
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- date and time
- the site from which you came
- the search term you entered
are stored by our server logs and Google Analytics. Any search terms that you enter into any site search are also logged. This information cannot be used to identify specific individuals, and is only used for:
- website and system administration
- threat management
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This information is kept on a secure server hosted by our third party hosts as well as servers within Google.
How can I control cookies?
If you are unhappy about accepting cookies, you can amend your internet browser settings to notify you when you receive a cookie. This will allow you to decide whether to accept cookies or not on an individual basis. You can also disallow them completely as well as deleting any cookies already saved onto your machine. You should note however that in some cases this might adversely affect your user experience as some site functionality will no longer work correctly.
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Use of Website
You are permitted to use this website for your own purposes and to print and download material from this Website provided that you do not modify any content without our consent. No part of this Website may be reproduced without our prior written permission. Material on this website must not be republished online or offline without our permission. The copyright and other intellectual property rights in all material on this Website are owned by us or our licensors and must not be reproduced without our prior consent.
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Links To and From Other Websites
Any links to third party websites located on this Website are provided for your convenience only. We have not reviewed each third party website and have no responsibility for such third party websites or their content. If you would like to link to this Website, you may only do so on the basis that you link to, but do not replicate, any page on this Website and you do not in any way imply that we are endorsing any services or products unless this has been specifically agreed with us. If you choose to link to this website in breach of contract you shall fully indemnify us for any loss or damage suffered as a result of your actions.
Exclusion of Liability
We take all reasonable steps to ensure that the information on this Website is correct. However, we do not guarantee the correctness or completeness of material on this Website. Neither we nor any other party (whether or not involved in producing, maintaining or delivering this Website), shall be liable or responsible for any kind of loss or damage that may result to you or a third party as a result of your or their use of our website. This exclusion shall include servicing or repair costs and, without limitation, any other direct, indirect or consequential loss.
Law and Jurisdiction
This Legal Notice shall be governed by and construed in accordance with English law. Any dispute(s) arising in connection with this Legal Notice are subject to the exclusive jurisdiction of England and Wales.