St John’s Dental practice – 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.
Information that we collect
We may collect the following information about you:
– 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 other health professionals or institutions
Robert Tennet 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.
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 and dental schemes and dental plan provider in connection with your dental treatment.
We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter.
If you use patient information for research or educational purposes:
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 options.
We may patient information for direct marketing (more than routine recalls)
We may use your contact details to inform you of products and services available at our Practice.
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, with:
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary.
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 in a manual filing 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 STORE INFORMATION ON A PRACTICE COMPUTER: 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 routinely.
WE USE CLOUD COMPUTING FOR PROCESSING OR STORAGE CASTLE IT: 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.
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. You should submit your request to the practice in writing or by email. 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
If you do not agree
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).
The final preparations to welcoming you back are underway and the Team is looking forward to seeing you again. Your safety is our top priority and we are planning a phased return starting with urgent treatment and assessment. This will mean that there will be a transition where protocols will change according to the up to date guidance. The following are part of the first phase guidance
1. The week before any previously booked appointment you must contact us to confirm the details of that appointment .
2. Timings will be staggered to reduce patient waiting
3. You will be required to complete a Covid status declaration and have your temperature taken.
4. Fully charge your phone, hydrate , visit the toilet and minimise personal belongings before setting off
5. Call 10 minutes prior to entering the building (we want to minimise the paths that cross)
6. Don’t bring friends or family members or children that do not have an appointment, Social distancing will be much easier for us to coordinate if the numbers are restricted.
7. We are trialling payment as you arrive, this will mean that future amendments might be required but it will smooth your flow through the practice.
8. Please avoid cash or cheque payments the best payment methods are apple / google pay however card payments and BACS are also fine
9. We love to catch up but right now is not the time. We will ask you to leave the practice once your appointment has finished. Social distancing will be much easier for us to coordinate if we can prepare for the next patient to enter the building.
Please look for the additional and updated guidance.
Dr Rob Tennet
The StJohns Dental Practice