French Dental Practice : ICO registration number : ZA263154
Data protection code of practice for patients
Our comply with the GDPR EU 2016/679 and this policy describes our procedures for ensuring that personal information about patients is processed fairly and lawfully.
What personal data do we hold?
In order to provide you with a high standard of dental care and attention, we need to hold personal information about you. Our dental practice will not keep any unnecessary data.
This personal data comprises:
– your past and current medical and dental condition; personal details such as your age, national insurance number, address, telephone number and your general medical practitioner
-,radiographs, clinical photographs and study models
– information about the treatment that we have provided or propose to provide and its cost
– notes of conversations/incidents that might occur for which a record needs to be kept
– records of consent to treatment
– any correspondence relating to you with other health care professionals, for example in the hospital or community services.
Why do we hold information about you?
We need to keep comprehensive and accurate personal data about our patients in order to provide them with safe and appropriate dental care. We also need to process personal data about you in order to provide care under NHS arrangements and to ensure the proper management and administration of the NHS.
How we process the data
We will process personal data that we hold about you in the following way:
The General Dental Council, and the NHS require us to create and retain records of the dental treatment that is provided to patients. We are obliged by law to keep these records for 10 years from last seen/ treatment. If you have not been to the practice for 10 years we are obliged to delete your data form our patient software management.
Security of information
Personal data about you is held in our patient management software which complies with GDPR. Then once your paper data has been transferred and saved in our software we shred any paper data about you . The information is not accessible to the public and only authorised members of staff have access to it. Our computer system has secure audit trails and we back up information routinely. Our patient management software and computer system have passwords that are regularly changed.
Disclosure of information
In order to provide proper and safe dental care, we may need to disclose personal information about you to:
– your general medical practitioner
– the hospital or community dental services
– other health professionals caring for you
– the Inland Revenue
– the Benefits Agency, where you are claiming exemption or remission from NHS charges
– private dental schemes of which you are a member.
Disclosure will take place on a ‘need-to-know’ basis, so that only those individuals/organisations who need to know in order to provide care to you and for the proper administration of Government (whose personnel are covered by strict confidentiality rules) will be given the information. Only that information that the recipient needs to know will be disclosed.
In very limited circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by this Code of Practice will only occur when we have your specific consent.
Wherever possible we will discuss any disclosure with you in advance. We will never pass on your information to a third party for marketing purposes.
Use of your information internally
We will use your information to provide you with details about other services or products hat we offer that we think will be relevant to your ongoing care or may be of interest to you.
Share of your information
We may share information with selected third parties including; business partners, suppliers and sub-contractors, dental laboratory for the performance of any contract we enter into with them or you;credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering a contract with you.
We would like to send you products and services of ours and other companies we work with which may be of interest to you. If you have consented to receive marketing you may opt out at a later date.
You have a right at any tine to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please call us or send us an email.
You have the right of access to their health records held on computer. A request from a patient to see records or for a copy must be referred to the patient’s dentist by email. The patient should be given the opportunity of coming into the practice to discuss the records and will then be given a copy by email. Care should be taken to ensure that the individual seeking access is the patient in question and where necessary the practice will seek information from the patient to confirm identity. The copy of the record must be supplied within 40 days after request.
Access may be obtained by making a request in writing by email or write to French Dental Practice, 100 Harley street, London W1G 7JA. We will provide a copy of the record within 40 days of the request at no cost.
If your personal details change, or it comes to your attention that the information we hold about you is inaccurate in any way please let us know and we will make the appropriate corrections.
If you have concerns about the way in which we have handled your data or are not satisfied with our response to any complaint you may have made, you can complain directly to the Information Commissioner Office ( https://ico.org.uk/ ).
Where we store your personal information
All information you provide to us is stored on our secure servers. When dental records are shared with third parties, this is done through an encrypted file sharing services.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures security features to try to prevent unauthorised access.
Our site may, from time to time , contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please not that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check before you submit any personal data to these websites.
If you do not agree
If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this Code of Practice, please discuss the matter with your dentist. You have the right to object, but this may affect our ability to provide you with dental care.
We regularly review our privacy notice and will update this page when necessary.