Our practice collects information about you so that we can provide proper dental care and treatment that you require or fulfils any employment contractual or legal obligations.
The privacy of your personal information is important to us and we collect and process this information for, and only for, the sole purpose as stated above and in line with the general data protection regulation applicable in the UK.
Godalming Orthodontic Practice is the data controller and this privacy notice sets out how we protect and process your personal data and also your rights within the laws.
1. What information do we collect from you?
The information we hold about you comes from the following sources:
- the referral forms / letters from your dentist, or any other referrers
- the forms that you fill in at the practice, eg medical history form, NHS forms, consent form
- your communication with us in person or by telephone, letter and email, or by any other means
- financial transaction when you purchase products or services from us, eg card payment
- job application and employment contract of staff
The information that we collect from the above may include:
- your name, gender, date of birth, address, phone numbers, email address and /or other contact information
- information about your general medical health
- information about you teeth, mouth, jaws and/or other oro-facial features which are relevant to the treatment you require
- any relevant dental and/or family history
- correspondence with the original referrer, or any other third parties, which are involved in the provision of your treatment
- correspondence between us
- products and/or services you purchased from us in person or over the phone and the payment details
- staff employment history, training and criminal records
2. How we use the information we collect about you?
We use the information we collect about you in a number of ways:
- to diagnose and to provide the treatment which you require
- to communicate with you for appointments and other queries
- to support our internal records and periodic auditing
- to comply with the law and regulations and for medical legal reasons
- to assist with the management of health or social care system
- to manage human resources and training
We would normally communicate with by phone and/or letter. However, if you have a preference, please let us know by contacting the practice.
Who might we share your information with?
We will keep your information entrusted to us confidential and will not disclose them to any third parties without your permission. However, in the provision of your treatment, we may:
- share the information with other registered dental and medical practitioners in a manner which is relevant to the provision of your treatment
- share the information with the NHS for administrative, contractual and auditing purposes
- share limited information to other service providers eg dental laboratories which assist us to provide the treatment
- share information to comply with the law and regulations and for medical legal reasons
We will always keep and send your information securely and all our employees are trained on and aware of their responsibilities to maintain your privacy. We will also ensure that all third party service providers which we use are compliant with the relevant regulations.
How long do we keep hold of your information?
We will hold your information as long as we require it:
- to provide treatment to you
- to comply with law and regulation
- for medical legal reason
- for staff employment
After we have completed your treatment, there is normally a strict time limit for keeping your information which is set out in our latest record retention policy.
Generally, we keep patient records for 10 years and staff records for 6 years.
Once we no longer need your personal information, we will securely destroy it.
What are your rights in relation to the personal information we hold about you?
This section explains your rights with respect to the information we hold about you.
- You have the right to access the information we hold about you, by sending us a written request. We will normally supply you with a copy in about 30 days and a small fee may apply in some cases. However, we can refuse your request and, in that case, we will give you a reason.
- You have the right to request the correction of any inaccuracies in the information which we hold and which we shared with any third parties
- You have the right to request us to cease processing any special sensitive personal data at any time. However, this may prevent us from providing the services you require in some cases.
- You have the right to restrict or suppress further use of your personal information, unless we are required to do so by our legal obligations. However, if you exercise this right, we may be unable to provide the services you requested of us.
- You have the right to request in certain circumstances the erasure of some or all your personal information which we hold about you, unless our legal obligation prevents us to do so. Furthermore, the erasure of some or all of your information may prevent us from providing the services you requested.
How to contact us?
You would like to exercise any of the above rights or to lodge a complaint about how we collect, process or store your personal information with us, please write to:
The Data Protection Officer
Godalming Orthodontic Practice
100 High Street
Surrey GU7 1DW.