The practice aims 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 Dr Shiral Patel. The Information Governance Lead is Dr Shiral Patel.
This Privacy Notice is available (on the practice website at www.horsleydental.co.uk, at reception, by email if you contact admin@horsleydental.co.uk or by calling 01483 281 414
You will be asked to provide personal information when joining the practice. The purpose of processing your personal data is to provide you with optimum dental health care and prevention.
The categories and examples of data we process are:
We minimise the data that we keep, and do not keep it for longer than necessary.
We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. 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. Your data will be shared with the NHS in England if you are having NHS treatment.
[The legitimate interests of the dental practice Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract Consent of the data subject To comply with our legal obligations Other]
Processing is necessary for health care purposes Processing necessary for identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with the view to enabling such equality to be promoted or maintained We obtain consent of the data subject to process criminal record checks.
To maintain your contemporaneous clinical records To provide you with dental treatment, prevention and oral health advice To carry out financial transactions with you [To manage your NHS or HSC dental care treatment] To send your personal data to the General Dental Council or other authority as required by law To communicate with you as and when required including appointment reminders, treatment plans, estimates and other communications about your treatment or the practice To communicate with your next of kin in an emergency If a parent or carer to communicate with you about the person you parent or care for To refer you to other dentists or doctors and health professionals as required To obtain criminal record disclosures for team members For debt recovery To continually improve the care and service you receive from us.
Your name, address, gender, date of birth, NHS number, medical history, dental history, family medical history, family contact details, marital status financial details for processing payment, your doctor's details and details of treatment at the practice. We may process more sensitive special category data including ethnicity, race, religion, or sexual orientation so that we can meet our obligations under the Equality Act 2010, or for example to modify treatment to suit your religion and to meet NHS or HSC obligations.
The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records or to meet our legal requirements. The retention period for staff records is 6 years. The retention periods for other personal data is 2 years after it was last processed. Details of retention periods are available in the Record Retention (M 215) procedure available from the practice.
We obtain your personal details when you enquire about our care and service, when you join the practice, when you subscribe to our newsletter or register online, when you complete a registration or medical history form and when another practitioner refers you for treatment at our practice. Occasionally patients are referred to us from other official sources such as NHS clinics or hospitals.
Further details of these rights can be seen in our Information Governance Procedures (M 217C) or at the Information Commissioner's website. 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 to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text.
We have carried out a Privacy Impact Assessment (M 217Q) and you can request a copy from the details below. The details of how we ensure security of personal data is in our Security Risk Assessment (M 217M) and Information Governance Procedures (M 217C).
Please contact Dr Shiral Patel at the practice for a comment, suggestion or a complaint about your data processing at admin@horsleydental.co.uk, or 01483 281 414 or by writing to or visiting the practice at 11 Bishopsmead Parade, East Horsley, Surrey, KT24 6RT. We take complaints very seriously.
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 an advisor. The ICO can investigate your claim and take action against anyone who's misused personal data. You can also visit their website for information on how to make a data protection complaint.
You can also use these contact details to request copies of the following practice policies or procedures:
If you have an enquiry or a request please contact the Information Governance Lead: DR Shiral Patel
Email: admin@horsleydental.co.uk
Phone: 01483 281 414