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

Government confirms face-to-face patient care can resume


The Government has given the green light for the restoration of routine care services in England.


NHS England and the Chief Dental Officer have now confirmed that practices can provide face-to-face patient care from 8th of June. Whilst this news is welcome, it will be a gradual reopening based on the availability and fitting of Personal Protective Equipment and in particular masks, as well as social distancing and appropriate cross-infection control measures to enable us to open safely. Dentists are keen to start providing care as soon as safely possible, but we will need everyone to be patient as practices get up and running. Re-opening will be a phased return to practice, so for the time being please continue to use our emergency service. 


At present, stringent measures have been imposed on dentists restricting the use of essential dental equipment. Any patient who feels the need to access the emergency service will be assessed by telephone and given advice. Anyone requiring more complex treatment may be referred to a specialised dental care site.




Please carefully read the following paragraphs about what to do if you need help.


If you are in extreme pain, need to see a dentist urgently or seeking advice, you can telephone the practice between the hours of 9am -11am Monday-Friday. If your call is not answered immediately, please continue to listen till the end of the message when you will be requested to leave your name and contact telephone number. Please repeat your details twice and clearly on the answer phone and a dentist will call you back. Also leave a brief, clear description of your symptoms. If your emergency requires treatment, the dentist will advise you what to do.


Out of hours emergency treatment 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 but with telephone advice only as above. The emergency service can be contacted on 077 6735 3759. This service 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 have internet access, you can search Denplan for information through their patient portal. Before contacting the emergency service, please have your Denplan registration number to hand as you will be asked for it when you call.


If you are a pay as you go patient accessing this service, we may not be on call. It is important you are aware that individual practices set their own fees. We would urge you to check whether there will be any charges with the dentist who may be arranging treatment for you.


You can also find lots of self-help information on the homepage after you close this window.


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 the coronavirus information on our website: www.gideaparkdentalpractice.co.uk.


We understand that this is an extremely worrying time for everyone and we must all do our best to support our precious NHS staff and the thousands of people providing essential services to keep us healthy, safe and fed. We take this opportunity to wish you and your loved ones all the very best and better days ahead.


Newsletter May '20

Covid Newsletter May ’20


Updated 29.05.2020

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

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