We are a Data Controller under the terms of the Data Protection Act 2018 and the requirements of the EU General Data Protection Regulation.

In providing your dental care and treatment, we will ask you 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 explains what Personal Data the practice holds, why we hold and process it, who we might share it with, and your rights and freedoms under the Law.

We may collect the following information about you:

Personal details such as your name, date of birth, national insurance number, NHS number, address, telephone number, email address, occupation
Information about your dental and general health including clinical records made by dentists and other dental professionals involved with your care and treatment
Radiographs, 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
Details of the fees we have charged, the amounts you have paid and some payment details

The Principal at Braid Dental is responsible for keeping secure the information about you that we hold.

The data protection lead at Braid Dental, ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.

Those at Braid Dental who have access to your information include dentists and other dental professionals involved with your care and treatment, and the administrative staff responsible for the management and administration of the practice.

We obtain your information through the consultation process, via the forms you complete at the practice or through the correspondence you have with us in person, by telephone, e-mail or otherwise.

How we use your information – the purpose

To provide you with 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 will seek your preference for how we contact you about your dental care – our usual methods are SMS, 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 options.

We may use your contact details to inform you of products and services available at Braid Dental.

Sharing your information

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

Your doctor
The hospital or community dental services or other health professionals caring for you
NHS payment authorities
The Department for Work and Pensions and its agencies, where you are claiming exemption or remission of NHS charges
Private dental schemes of which you are a member

We will only disclose your information 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 and in a manual filing system. Your information cannot be accessed by those who do not work at Braid Dental – 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 routinely.

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 11 years after the date of your last visit to Braid Dental 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 e-mail. 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 you know about the change
Erase information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment)
Stop using your information – for example, sending you reminders for appointments or information about our service
Supply your information electronically to another dentist

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 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 Braid Dental, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625545745).