WE ARE A DENPLAN/PRIVATE PRACTICE 01708 760 889  01708 766 372 receptiongpdp@outlook.com

Privacy Notice


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

    Pension law. 

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

    Software supplier.

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.

Your Rights

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. 

See: www.ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulationgdpr/individual-rights/right-to-erasure

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.

Coronavirus (Covid-19) - Emergency Service Information



We are now seeing patients for their routine check-ups. However, our current Standard Operating Procedures (SOP’s) from the Chief Dental Officer (England) determines our “new normal” way of working. These state that any surgery where an aerosol generated procedure (AGP) has taken place, the surgery must be left empty for “one hour” and then thoroughly cleaned. An aerosol generated procedure (AGP) is air or water spray (or a mix of both); from a dental instrument like a high speed hand piece as well as ultrasonic scalers used by hygienists. These aerosols could result in the spread of Covid-19 and dentists and their staff are at very high risk of getting Covid-19 from their patients. Due to social distancing and the time surgeries have to be left empty after AGP treatments, we are limited in the number of patients we can have in the practice at any one time. 

If you have an appointment to visit the practice, please click on the Covid Policy to download the Patient Journey and Medical History Form. The Medical History completed, signed by you and brought with you to the appointment.




Out of hours emergency service covering evenings, weekends and bank holidays.

Many of our patients will be aware that we share an emergency out of hours’ dental emergency service covering evenings, weekends and bank holidays with two local dental surgeries. This service will continue as normal. The emergency service can be contacted on 077 6735 3759 and operates from 6pm - 9pm Monday to Friday and from 9am to 9pm at weekends and bank holidays.


If you are a Denplan registered patient, the cost of this service is included in your plan unless you specifically elected to opt out of the emergency out of hours cover. The choice to opt out will have only applied to patients who registered from August 2018. If in doubt, please check your registration paperwork or call 0800 401 402 to speak to one of their customer support team.  


If you think you have Coronavirus and need urgent dental care

 If you are generally unwell, self-isolating because you or any of your family have any of the symptoms below, please do not contact our emergency dental service.

●   A high temperature – you feel hot to touch on your chest or back

●   A new continuous cough – this means you've started coughing repeatedly

 For urgent dental treatment use: NHS 111 online coronavirus - or telephone 111 for further instructions.

For changes that may occur to our service – we will be regularly reviewing and updating coronavirus information on our website:




Updated 20.08.2020

For updated advice and information on how you can protect yourself and others, please visit: https://www.nhs.uk/

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