Privacy Policy and Data Protection for patients

Please read this Privacy Notice. It relates to how we hold and process your information and your rights.

Keeping your records
Rose Lane Dental Practice complies with 1998 Data Protection Act, Freedom of Information Act 2000, General Dental Council guidelines and GDPR 2018 regulations. This policy describes our procedures for ensuring the personal information we hold about you is done so legally, lawfully and ethically.

Rose Lane Dental Practice is registered with The Information Commissionaires office as a Data Controller.

Jessica Galvin is the practice’s Data Protection Officer.

What personal data do we hold?
In order to provide you with the highest standard of dental care we need to hold and store some personal information about our patients. This includes:

  • Your name, address, telephone number, email address, date of birth and NHS number.
  • Your past and current medical and dental condition and your general medical practitioner.
  • Radiographs, clinical photographs and study models.
  • Information about the treatment provided or propose to provide, including costs.
  • Notes of conversations that have occurred within the practice to a member of staff.
  • Treatment consent.
  • Any letters from other health care professionals for example hospitals.
  • Any payments you have made to the practice and the cost.

Why do we hold this information about you?
We need to keep accurate personal data about our patients in order to provide them with safe and appropriate care. We also need to process personal data about you in order to provide care under the NHS and to meet with NHS regulations.

Retaining data
We will retain your dental records while you are a member of the practice and after you cease to be a patient, for 10 years or for children until the age of 25, whichever comes first.

Data security
All personal data is kept on the practice computer system which is protected by passwords which are changed on a monthly basis. This can only be accessed by authorised members of staff at the practice.

Disclosure of information
In order to provide you with proper and safe dental care, we may need to disclose information about you to:

  • Your General Medical Practitioner.
  • The hospital or community dental services.
  • Other health professionals caring for you.
  • NHS payment authorities.
  • The Inland Revenue
  • the Benefits Agency, where you are claiming exemption from NHS charges.
  • Private dental schemes of which you are a member.

We will only disclose this information to organisations who need to know in order to provide care for you and for the proper administration for the government.
In very limited circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by this Code of Practice will only occur when we have your specific consent.

Where possible you will be informed of these requests.

Right to access
You have the right to access the data we hold about you and to request a copy. Requests for access will need to be in writing or via email to our Practice Manager, Mrs Hazel Thomas and will be provided to you within 30 days.

Right to refuse
If you do not wish personal data we hold about you to be disclosed or used in any way that is described in this privacy policy please inform your dentist. You do have the right to object but this may affect our ability to provide you with dental care.

Right to portability
Patients have the right to request dental records if they are moving practice. This must be in a written email and we have up to 30 days to comply.

Protecting Your Privacy Online

The Rose Lane Dental Practice website uses Google Analytics to help analyse how users interact with the site. Our website uses “cookies,” which are small, non intrusive text files, placed on your computer to collect standard Internet log information and visitor behaviour information in an anonymous way. The information generated by the cookie about your use of the website (including IP address) is transmitted to Google. This information is then used to evaluate visitors’ use of the website and to compile statistical reports on website activity.

We will never (and will not allow any third party to) use the statistical analytics tool to track or to collect any Personally Identifiable Information (PII) of visitors to our site. Google will not associate your IP address with any other data held by Google. Neither we nor Google will link, or seek to link, an IP address with the identity of a computer user. We will not associate any data gathered from this site with any Personally Identifiable Information from any source, unless you explicitly submit that information via a fill-in form on our website.

If you have questions concerning our privacy policy, please use our contact details to discuss them.

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