Privacy notice

Updated 25th May 2018

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 Daniel Zillwood, the Information Governance Lead is Racheal Lee.

This Privacy Notice is available on the practice website at www.exeteradvanceddentistry.co.uk/privacynotice. A copy can be requested at reception, by email if you contact info@exeteradvanceddentistry.co.uk or by calling 01392 202007.

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

The categories and examples of data we process are:

  • Personal data for the provision of dental health care.
  • Personal data for the purposes of providing treatment plans, recall appointments, reminders or estimates.
  • Personal data such as details of family members for the provision of health care to children or for emergency contact details.
  • Personal data for the purposes of employed and self-employed team members’ employment and engagement respectively.
  • Personal data for the purposes of direct mail/email/text/other to inform you of importanct announcements or about new treatments or services.
  • Personal data – IP addresses so that we can understand our patients better and inform our marketing approach as well as improve the web site experience.
  • Special category data including health records for the purposes of the delivery of health care and meeting our legal obligations.
  • Special category data including health records.
  • Special category data to meet the requirements of the Equality Act 2010
  • Special category data details of criminal record checks for employees and contracted team members

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, Scotland and Wales or the HSC in Northern Ireland if you are having NHS or HSC treatment.

  • Personal data is stored in the [EU] whether in digital or hard copy format
  • Personal data is stored in the US in digital format when the data storage company is certified with the EU-US Privacy Shield
  • Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list

For full details or where your data is stored, please ask to see Information Governance Procedures (M 217C).

We have established the following lawful bases for processing your data:

Our lawful bases for processing personal data:

  • 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

 

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 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, 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 other 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.

You have the following personal data rights:

  • The right to be informed about the collection and use of your personal data
  • The right of access – to have a free copy of your data that we have
  • The right to rectification – to correct the data we have if it is inaccurate or incomplete
  • The right to deletion of your personal data (clinical records must be retained for a certain time period)
  • The right to restrict processing of your personal data
  • The right to data portability – to have your data transferred to someone else
  • The right to object to the processing of your personal data.
  • Rights in relation to automated decision making and profiling

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).

Comments, suggestions and complaints
Please contact the IG Lead at the practice for a comment, suggestion or a complaint about your data processing at info@exeteradvanceddentistry.co.uk , or 01392 202007 or by writing to or visiting the practice at 54 Longbrook Street, Exeter, EX4 6AH. 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.

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 (M 233-DPT), Consent Policy (M 233-CNS)
  • Privacy Impact Assessment (M 217S), Information Governance Procedures (M 217C), Record Retention (M 215)

If you have an enquiry or a request please contact the Information Governance Lead:

Racheal Lee at Exeter Advanced Dentistry, 54 Longbrook Street, Exeter, Devon EX4 6AH

Email: info@exeteradvanceddentistry.co.uk
Phone: 01392 202007

Thank you.

 

Privacy Notice for Children

The practice keeps records of your name, address, date of birth and details of any health problems as well as details of your dental treatment and details about your family. We keep this information so that we can provide you with the best dental care. Your personal information is kept very confidentially and securely.

We only use your personal information so we can give you the best dental care and for sending reminders to you.

We only pass your personal information to another dentist, doctor or hospital if you have a problem that needs their special skills and you need to go and see them. We will not give your information to anyone else unless the law allows us to or we have to provide it for legal reasons.

If you leave the practice, we will stop using your information, but will keep it confidentially and securely until you are 25 years old, when we will review if and when we can delete it. You can always ask for a copy of the information we hold for you, we can transfer it to another dentist or doctor at your request and you can ask us to stop using your personal information to send letters or contact you in other ways if you are no longer a patient at the practice.

When you reach 18 years of age the Privacy Notice about how we process your personal information will change to the adult version. This can be found on our website.

If you would like a copy of the information we hold about you or if you have any other enquiries it about such as to change an error in your information or to provide a copy of your information to somebody else please contact:

The Information Governance Lead (Racheal Lee), Exeter Advanced Dentistry, 54 Longbrook Street, Exeter, Devon EX4 6AH

Email: info@exeteradvanceddentistry.co.uk

Phone:01392 202007

 

Cookies Policy

Last updated: 4 May 2018

Exeter Advanced Dentistry (“us”, “we”, or “our”) uses cookies on the www.exeteradvanceddentistry.co.uk website (the “Service”). By using the Service, you consent to the use of cookies.

Our Cookies Policy explains what cookies are, how we use cookies, how third-parties we may partner with may use cookies on the Service, your choices regarding cookies and further information about cookies.

What are cookies

Cookies are small pieces of text sent to your web browser by a website you visit. A cookie file is stored in your web browser and allows the Service or a third-party to recognize you and make your next visit easier and the Service more useful to you.

Cookies can be “persistent” or “session” cookies. Persistent cookies remain on your personal computer or mobile device when you go offline, while session cookies are deleted as soon as you close your web browser.

How Exeter Advanced Dentistry uses cookies

When you use and access the Service, we may place a number of cookies files in your web browser.

We use cookies for the following purposes:

  • To enable certain functions of the Service
  • To provide analytics

We use both session and persistent cookies on the Service and we use different types of cookies to run the Service:

  • Essential cookies. We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.
  • Analytics cookies. We may use analytics cookies to track information how the Service is used so that we can make improvements. We may also use analytics cookies to test new advertisements, pages, features or new functionality of the Service to see how our users react to them.

Third-party cookies

In addition to our own cookies, we may also use various third-parties cookies to report usage statistics of the Service, deliver advertisements on and through the Service, and so on.

What are your choices regarding cookies

If you’d like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser.

Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all of the features we offer, you may not be able to store your preferences, and some of our pages might not display properly.

For the Chrome web browser, please visit this page from Google:

  • https://support.google.com/accounts/answer/32050

For the Internet Explorer web browser, please visit this page from Microsoft:

  • http://support.microsoft.com/kb/278835

For the Firefox web browser, please visit this page from Mozilla: https://support.mozilla.org/en

  • US/kb/delete-cookies-remove-info-websites-stored

For the Safari web browser, please visit this page from Apple:

  • https://support.apple.com/kb/PH21411?locale=en_US

For any other web browser, please visit your web browser’s official web pages.

Where can you find more information about cookies

You can learn more about cookies and the following third-party websites:

  • AllAboutCookies: http://www.allaboutcookies.org/
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