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Data protection privacy notice for patients


In providing your dental care and treatment, we will ask for
information about you and your health. Occasionally, we may receive information
from other providers who have been involved in providing your care. This privacy
notice describes the type of personal information we hold, why we hold it and
what we do with it.

About us

We are Tarbert Dental Surgery operating at Harbour Street,
Tarbert, Argyll, PA29 6UB.

Linda Garwood is responsible for keeping secure the
information about you that we hold. Those at the practice who have access to
your information include dentists and other dental professionals involved with
your care and treatment, and the reception staff responsible for the management
and administration of the practice.

Our data protection
officer, Julie Brown, ensures that
the practice complies with data protection requirements to ensure that we
collect, use, store and dispose of your information responsibly. You can contact our data protection officer,
Julie Brown, by email at
or by phone on 01880820387

Information that we hold

We can only keep and use information for specific reasons
set out in the law. If we want to keep and use information about your health,
we can only do so in particular circumstances. Below, we describe the
information we hold and why, and the lawful basis for collecting and using it.

Contact details

We hold personal information about you including your name,
date of birth, national insurance number, NHS number, address, telephone number
and email address. This information allows us to fulfil our contract with you
to provide appointments. We will also use the information to send you reminders
and recall appointments as we have a legitimate interest to ensure your
continuing care and to make you aware of our services.

Dental records

We hold information about your dental and general health, including

Clinical records made by dentists and other
dental professionals involved with your care and treatment

X-rays, clinical photographs, digital scans of
your mouth and teeth, and study models

Medical and dental histories

Treatment plans and consent

Notes of conversations with you about your care

Dates of your appointments

Details of any complaints you have made and how
these complaints were dealt with

Correspondence with you and other health
professionals or institutions.

We collect and use this
information to allow us to fulfil our contract with you to discuss your
treatment options and provide dental care that meets your needs. We also use
this information for the legitimate interest of ensuring the quality of the
treatment we provide.

Financial information

We hold information about the fees we have charged, the amounts you
have paid and some payment details. This information forms part of our contractual
obligation to you to provide dental care and allows us to meet legal financial

Where your dental care is provided under the terms of the NHS, we are
required to complete statutory forms to allow payments to be processed. This is
an NHS requirement.

How we use your information

To provide you with the dental care and treatment that you
need, we require up-to-date and accurate information about you.

We will share your information with the NHS in connection
with your dental treatment.

We may contact you to conduct patient surveys or to find out
if you are happy with the treatment you received for quality control purposes.

We will seek your preference for how we contact you about
your dental care. Our usual methods are telephone, email or letter.

If we wish to use your information
for dental research or dental education, we will discuss this with you and seek
your consent. Depending on the purpose and if possible, we will anonymise your
information. If this is not possible we will inform you and discuss your

may use your contact details to inform you of products and services available
at our Practice.

Sharing information

Your information is normally used only by those working at
the practice but there may be instances where we need to share it – for example,

Your doctor

The hospital or community dental services or other
health professionals caring for you

Specialist dental or medical services to which
we may refer you

NHS payment authorities

The Department for Work and Pensions and its
agencies, where you are claiming exemption or remission from NHS charges

Dental laboratories

Debt collection agencies

Private dental schemes of which you are a

We will only disclose your
information on a need-to-know basis and will limit any information that we
share to the minimum necessary. We will let you know in advance if we send your
medical information to another medical provider and we will give you the
details of that provider at that time.

In certain
circumstances or if required by law, we may need to disclose your information
to a third party not connected with your health care, including HMRC or other
law enforcement or government agencies.

Keeping your information safe

We store your personal information securely
on our practice computer system. Your information cannot be accessed by those
who do not work at the practice; only those working at the practice have access
to your information. They understand their legal responsibility to maintain
confidentiality and follow practice procedures to ensure this.

We take precautions to ensure
security of the practice premises, the practice filing systems and computers.

We use high-quality specialist dental
software to record and use your personal information safely and effectively.
Our computer system has a secure audit trail and we back-up information

We use cloud computing facilities for storing
some of your information. The practice has a rigorous agreement with our
provider to ensure that we meet the obligations described in this policy and
that we keep your information securely.

We keep your records for 10 years after the date of your
last visit to the Practice or until you reach the age of 25 years, whichever is
the longer. At your request, we will delete non-essential information (for
example some contact details) before the end of this period.

Access to your information and other rights

You have a right to
access the information that we hold about you and to receive a copy. We do not
usually charge you for copies of your information; if we pass on a charge, we
will explain the reasons.

You can also
request us to

Correct any information that you believe is inaccurate
or incomplete. If we have disclosed that information to a third party, we will
let them know about the change.

Erase some of the information we hold. For legal
reasons, we may be unable to erase certain information (for example,
information about your dental treatment). However, we can, if you ask us to,
delete some contact details and other non-clinical information.

Stop using your information – for example, sending
you reminders for appointments or information about our service. Even if you
have given us consent to send you marketing information, you may withdraw that
consent at any time.

Stop using information if you believe the
information is inaccurate or you believe we are using your information

Supply your information electronically to
another dentist.

If we are relying
on your consent to use your personal information for a particular purpose, you
may withdraw your consent at any time and we will stop using your information
for that purpose.

All requests should
be made by email to our data protection
officer Julie Brown at
If you do not wish us
to use your personal information as described, you should discuss the matter
with your dentist. If you object to the way that we collect and use your
information, we may not be able to continue to provide your dental care.

If you have any
concerns about how we use your information and you do not feel able to discuss
it with your dentist or anyone at the practice, you should contact The Information
Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9
5AF (0303 123 1113 or 01625 545745).

Date: 22/05/2018

Review date:

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