Privacy Notice for Ashleigh Dental Practice Ltd

The practice is committed to complying with the General Data Protection Regulation (GDPR) 2018.

The practice only keeps relevant information about patients in order to provide them with safe and appropriate dental care.

The person responsible for Data Protection is Annette Kelleher, Practice Manager.

The legal basis for processing personal data is:

The provision of health care or treatment or the management of health care systems and services on the basis of European Union or Member State law or a contract with a health professional.

The health care data processed is called special data and the legal basis for processing it is that it is necessary for the purposes of dental diagnosis, dental treatment, the provision of health and any associated services.

Hard copy and computerised records are stored, reviewed and updated securely and confidentially. Records are securely destroyed when they are no longer required. Confidential information is only seen by personnel who need to see it and the team are trained on policies and procedures to keep patient information confidential.

To facilitate patients’ health care, the personal information held may be disclosed to a dentist, doctor, health care professional, hospital, NHS authorities, or to private dental schemes of which the patient is a member when requested to confirm a claim.

In all cases only relevant information is shared. In very limited cases, such as for identification purposes, or if required by law, information may have to be shared with a party not involved in the patient’s health care. In all other cases, information is not disclosed to such a third party without the patients written authority

All confidential information is sent via secure methods. No information or comments about patients are posted on social networking or blogging sites.

Data Breach

The practice ensures that personal data breaches are detected, reported and investigated effectively, including procedures to assess and then report any breaches to the ICO where the individual is likely to suffer some form of damage, e.g. through identity theft or confidentiality breach.

The practice will report serious data breaches to the ICO within 72 hours of becoming aware of the essential facts. The practice will keep a log of all personal data breaches and record the basic facts, the effects of any such breach and remedial action taken.

Requests for access to records

Patients can have access to view their original records free of charge. Copies of patient records are provided following a written request to the practice manager. The requested copies will be provided within 30 days on receipt of request.

A patient may challenge information held on record and, following investigation, should the information prove to be inaccurate the practice will correct the records and inform the person of the change in writing.

When the request for information is about the personal data of a child, the practice will consider if the child is mature enough to understand their rights. If they do, then the practice will consider responding directly to the child rather than the parent. If it is decided that the child is not mature enough to understand their rights, and there is some doubt about parental responsibility, proof of identity and evidence of parental responsibility will be requested. The practice will update its privacy notice to ensure it gives information in a language that can be understood by a child when processing children’s personal data.

When the practice receives a third-party request for information on someone else’s behalf (e.g. from a solicitor) evidence of their permission will be requested. This could be a written authority to make such a request or a power of attorney. When the practice receives a third-party request for information for a patient who lacks the mental capacity to manage their affairs the practice will ask to see evidence of a Lasting Power of Attorney or the evidence of appointment by The Court of Protection in England & Wales or The Sheriff Court in Scotland.

Data Retention Policy

It is recommended that dental records for adults are kept for 11 years for children to the age of 25 years. When the time limit on retention expires electronic documents are deleted permanently. Paper records and radiographs are put into confidential waste and shredded by a commercial shredding company and a certificate of destruction is supplied and kept.