Privacy Notice The practice aims to
meet the requirements of the Data Protection Act 2018, the United Kingdom General Data Protection Regulation (UK
GDPR), the guidelines on the Information Commissioner’s (ICO) website as well
as our professional guidelines and requirements.
The data controller
is the partners of Green Dental - Rab Young, Frances Watkins, and Hawys Watkins, the Information Governance Lead is Mrs Frances
Watkins.
This Privacy Notice
is available from our reception team, in our waiting room and on request by
telephone or email. It is also displayed
on our website - www.greendentalmilnthorpe.co.uk
You will be asked to
provide personal information when joining the practice. The purpose of
processing your personal data is to provide you with optimum dental health care
and prevention.
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
estimates 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
respective 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 patients better and inform our marketing
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 meeting
our legal obligations 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 confidential. If we intend to
refer a patient to another practitioner 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 child's data will be shared with the NHS if they
are receiving NHS treatment.
Personal data is stored in the [UK or EU] whether in digital or hard copy
format] Personal data is obtained when a
patient joins the practice, when a patient is referred to the practice
[and when a patient subscribes to an email list / other] For full details or
where your data is stored, please ask to see Information Governance Procedures,
Practice Ref (M 217C).
We
have established the following lawful bases for processing your data:
Our lawful bases for
processing personal data:
The legitimate interests of the
dental practice 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
obligations Our Article 9 conditions for processing special category data:
Processing is necessary for
health care purposes Processing necessary for
identifying 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, prevention and oral health advice To carry out financial
transactions with you 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, estimates
and other communications about your treatment or the practice 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 dentists or
doctors and health professionals as required To obtain criminal record
disclosures for team members For debt recovery To continually 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 financial details for
processing payment, your doctor’s details and details of treatment at the
practice. We may process more sensitive special category data including
ethnicity, race, religion, or sexual orientation so that we can meet our
obligations under the Equality Act 2010, or for example to modify treatment to
suit your religion and to meet NHS obligations
The retention period
for special data in patient records is a minimum of 11years and may be longer for complex records or to
meet our legal requirements. The retention period for other personal data is 2
years after it was last processed. Details of retention periods are available
in the Record Retention (M 215) procedure available from the
practice.
We obtain your
personal details when you enquire about our care and service, when you join the
practice, when you subscribe to our newsletter or register online, when you
complete a registration or medical history form and when another practitioner
refers you for treatment at our practice. Occasionally patients are referred to
us from other official sources such as NHS clinics or hospitals.
You
have the following personal data rights:
The right to be informed about
the collection and use of your personal data The right of access – to have a
copy of the data we hold about you. We will not charge for this
service The right to rectification - to
correct the data we have if it is inaccurate or incomplete The right to deletion of your
personal data (clinical records must be retained for a certain time
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 relation to automated
decision making and profiling
Further details of these rights can be seen in our Information Governance
Procedures (M 217C) or at the Information Commissioner’s website . Here are some
practical examples of your rights:
If you are a patient of
the practice, you have the right to withdraw consent for important
notifications, newsletters, surveys or marketing. You can inform us to
correct errors in your personal details or withdraw consent from
communication methods such as telephone, email or text. You have the right
to obtain a free copy of your patient records within one month If you are not a patient
of the practice 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
communication methods such as telephone, email or text
We have carried out a Privacy Impact Assessment in Sensitive Information Map,
PIA and Risk Assessment (M 217Q) 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 Information 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
[email protected] or, by telephoning 01539 563 685 or, by
writing to or visiting the practice at 25 Main St, Milnthorpe, LA7 7PP.
We take complaints very seriously.
If you are unhappy
with our response or if you need any advice, you should contact the Information
Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can
also chat
online with an advisor. The ICO can investigate your claim and take action
against anyone who’s misused personal data. You can also visit their website
for information on how to make a data protection
complaint.
Related practice
procedures You can also use these contact details to request copies
of the following practice policies or procedures:
Data Protection and Information
Security Policy (M 233-DPT), Consent Policy (M 233-CNS) Sensitive Information Map, PIA
and Risk Assessment (M 217Q), Information Governance Procedures (M 217C),
Record Retention (M 215)
If you have an enquiry or a request, please contact the Information Governance
Lead:
Mrs Frances
Watkins
Green Dental,
25 Main St, Milnthorpe, Cumbria, LA7 7PP
Email -[email protected]
Tel No - 01539
563 685
Thank you.
Last updated November 2024