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) -Information





Since June last year, following the first lock-down, dentists’ were sent a revised version of the Standard Operating Procedures (SOP’s) throughout the UK containing many changes to the way dental treatment was to be provided, to minimise the risk of spreading Covid-19 to both staff and patients. 


The SOP’s state that once an aerosol generated procedure (AGP) has taken place in a surgery, the room must remain empty (fallow) for a period of time before being thoroughly cleaned. An aerosol generated procedure (AGP) is air or water spray (or a mix of both) from a dental instrument, for example, a high speed drill and 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. Even though the transmission rate has fallen significantly, our standard operating procedures remain the same. This significantly affects the number of people we are able to see daily. We are working hard to limit the impact this has on patient waiting times for appointments.  




 If you have an appointment booked, to download a Medical History Form/Patient Journey, click




on this ‘pop-up’. Please update your contact details if there have been any changes, complete and sign the form and bring it with you to hand to your dentist when you visit. 




We share an emergency out of hours’ dental emergency service covering evenings, weekends and bank holidays with two local dental surgeries. You can contact this service by calling 077 6735 3759 between 6pm - 9pm, Monday to Friday and from 9am to 9pm 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 - 

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

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

Please do not contact our emergency dental service.

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


For changes that may occur to our service

We will regularly review and update Covid-19 information on our website  www.gideaparkdentalpractice.co.uk


Updated 27.05.2021

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

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