Gidea Park Dental Practice
We are a Data Controller under the terms of the Data Protection Act 2018 and the requirements of the EU General Data Protection Regulation.
This Privacy Notice explains what Personal Data the practice holds, why we hold and process it, who we might share it with, and your rights and freedoms under the Law. This may include the use of cloud based software services that include the processing and/or storage of personal data.
Types of Personal Data
The practice holds personal data in the following categories:
1. Patient clinical and health data and correspondence.
2. Staff employment data.
3. Contractors’ data.
Why we process Personal Data (what is the “purpose”)
“Process” means we obtain, store, update and archive data.
1. Patient data is held for the purpose of providing patients with appropriate, high
quality, safe and effective dental care and treatment.
2. Staff employment data is held in accordance with Employment, Taxation and
3. Contractors’ data is held for the purpose of managing their contracts.
What is the Lawful Basis for processing Personal Data?
The Law says we must tell you this.
1. We hold patients’ data because it is in our legitimate interest to do so. Without
holding the data we cannot work effectively. Also, we must hold data on
dental care and treatment as it is a Public Task required by law.
2. We hold staff employment data because it is a legal obligation for us to do so.
3. We hold contractors’ data because it is needed to fulfil a contract with us.
Who might we share your data with?
We can only share data if it is done securely and it is necessary to do so.
1. Patient data may be shared with other healthcare professionals who need to be
involved in your care (for example if we refer you to a specialist or need
Laboratory work undertaken).
2. Patient data is stored for back-up purposes with our dedicated computer dental
3. Patient data is held by our telecommunications supplier and used for appointment
Reminder text messaging.
4. Patient data is held by our website hosting provider where patient contact is made
via a web form to make appointment enquiries.
5. Employment data will be shared with government agencies such as HMRC and the
Department of Work and Pensions.
You have the right to
1. Be informed about the personal data we hold and why we hold it.
2. Access a copy of your data that we hold by contacting us directly; we will
acknowledge your request and supply a response within one month or sooner.
3. Check the information we hold about you is correct and to make corrections if not.
4. Have your data erased in certain circumstances.
5. Transfer your data to someone else if you tell us to do so and it is safe and legal
to do so.
6. Tell us not to actively process or update your data in certain circumstances.
Access to your records
You have the right of access to the data that we hold about you and to receive a copy. Parents may access their child’s records if this is in the child’s best interests and not contrary to a competent child’s wishes. Formal applications for access must be in writing to The Practice Manager.
You have a right to withdraw your consent at any time; however this will not be retrospective.
How long is the Personal Data stored for?
1. We will store patient data for as long as we are providing care, treatment
or recalling patients for further care. We will archive (that is, store it without
further action) for as long as is required for legal purposes as recommended
by the Department of health or other trusted experts.
2. We must store employment data for six years after an employee has left.
3. We must store contractors’ data for seven years after the contract is ended.
What if you are not happy or wish to raise a concern about our data processing?
Data Erasure Right: the law requires you to tell Data Subjects about this right, but there are a number of compelling and legitimate reasons not to grant this request.
You can complain in the first instance to us and we will do our best to resolve the matter. If this fails, you can complain to the
Information Commissioner at www.ico.org.uk/concerns or by calling 0303 123 1113.
If you do not agree
If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this Code of Practice, please discuss the matter with your dentist. You have the right to object; however, this may affect our ability to provide you with dental care.