Privacy Notice

Burford Road Dental

Privacy Notice

The practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR), the guidelines on the Information Commissioners website as well as our professional guidelines and requirements regulating dentistry.

The data controller is Mr Nick Barnes, who is also the information Governance Lead.

This Privacy Notice is available at reception, by email if you contact reception@burfordroad.co.uk or by calling 01993 842534.

You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.

The categories of data we process are:

• Personal data for the purposes of staff and self-employed team member management
• Personal data for the purposes of direct mail, email, text relating to your health care and marketing
• Special category data including health records for the purposes of the delivery of health care
• Special category data including health records and details of criminal record checks for managing employees and contracted team members

• Special category data to meet the requirements of the Equality Act 2010

• Personal data for the purposes of direct mail, email, or text to inform you of important announcements or about new treatments or services

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 individuals permission before the referral is made and the personal data is shared.

• Personal data is stored in digital and hard copy format

• Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a prospective patient subscribes to an email list

The lawful basis for processing special category data such as patients and employees health data is:

• Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional

The lawful basis of processing personal data such as name, address, email or phone number is:

• Consent of the data subject
• Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract

• To comply with our legal obligations

Our lawful bases for processing special category data:

• 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

The reasons we process the data include:

• 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

The personal data we process includes:

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 doctors 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 in order 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 other retention periods are available in the Record Retention procedure available from the practice.

You have the following personal data rights:

• The right to be informed

• The right of access

• The right to rectification

• The right to erasure (clinical records must be retained for a certain time period)

• The right to restrict processing

• The right to data portability

• The right to object

Further details of these rights can be seen in our Information Governance Procedures or at the Information Commissioners 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 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 and Information Governance Procedures.

Comments, suggestions and complaints

Please contact Nick Barnes at the practice for a comment, suggestion or a complaint about your data processing at Burford Road Dental, or via phone 01993 842534 or by writing to or visiting the practice at 50 Burford Road, Carterton, Oxon, OX18 3AD. We take complaints very seriously.

If you are unhappy with our response or if you need any advice you should contact the Information Commissioners 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 whos misused personal data. You can also visit their website for information on how to make a data protection complaint.

Related practice procedures

You can also use these contact details to request copies of the following practice policies or procedures:

• Data Protection and Information Security Policy
• Consent and Confidentiality Policy
• Privacy Impact Assessment
• Information Governance Procedures

Reviewed by 27.9.20              Next review 30.09.2021