As your dental clinic we process personal data for the purposes of providing you with optimum care. We aim 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.
The data controller is Jasmine Piran.
Or you can request a copy be emailed or posted out to you by either emailing firstname.lastname@example.org or by calling 0333 733 8020
You will be asked to provide personal information when you register with the clinic. The purpose of us processing this data is to provide optimum health care to you. The categories of data we process are:
- Special category data including health care records for the purposes of the delivery of health care - Personal data for the purposes of staff and self-employed team member management
- Special category data including health records and details of criminal record checks for managing employees and contracted team members
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.
Personal data is stored in the UK, whether in digital or hard copy format. The lawful basis for processing special category data such as patients’ and employees’ health data is:
Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional .
The lawful basis of processing personal data such as name, address, email and phone number is:
- Consent of the data subject
- Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records in order to meet our legal requirements. The retention period for staff records is 6 years. The retention period for other personal data is 2 years after it was processed.
As a patient registered with the clinic you have the following personal data rights:
- The right to be informed - The right of access - The right to rectification - The right to erasure (clinical records must be retained for a certain time period) - The right to restrict processing - The right to data portability - The right to object.
Further details to these rights can be seen in our information Governance Procedures. 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 ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text.
Comments, suggestions and complaints
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 one of their advisors. The ICO can investigate your claim and take action against anyone who has misused your personal data.
Related practice procedures
You can also use the clinic contact details to request copies of the following practice policies or procedures:
- Data protection and Information Security Policy
- Privacy Impact Assessment
- Information Governance procedures