We are committed to safeguarding the privacy of our website visitors; this policy sets out how we will treat your personal information. You can visit the website without disclosing any information about yourself. We do not collect personal identifying information when you access the website homepage and browse the Website without disclosing your personal data (except Cookies)
What information do we collect?
We collect data about patients who use our services that is relevant to their healthcare and that allows the Victoria Road Dental Clinic to deliver its services to our patients. We process personal information about our patients, customers, suppliers and employees.
“Process” means we obtain, store, update and archive data.
• Patient data is held for the purpose of providing patients with appropriate, high quality, safe and effective dental care and treatment.
• Staff employment data is held in accordance with Employment, Taxation and Pensions law.
• Contractors’ data is held for the purpose of managing their contracts.
What is the Lawful Basis for processing Personal Data?
The Law says we must tell you this:
• We hold patients’ data because it is in our Legitimate Interest to do so. Without holding the data we cannot work effectively. Also, we must hold data on NHS care and treatment as it is a Public Task required by law.
• We hold staff employment data because it is a Legal Obligation for us to do so.
• We hold contractors’ data because it is needed to Fulfil a Contract with us.
The types of data we may collect are listed below and we will only use that data in ways relevant to carrying out our legitimate purposes and functions and in a way that is not detrimental to the interests of our patients or employees. the Victoria Road Dental Clinic will take particular care in the collection and storage of any personal sensitive data. Everyone working within the Victoria Road Dental Clinic has a legal duty to keep information about you confidential. Similarly, anyone who receives information from us has a legal duty to keep it confidential.
Collection of data:
The dental professionals caring for you keep records about your health and any treatment and care you receive from our practices. These records help to ensure that you receive the best possible care. They may be written down in paper records or held on computer.
These records may include:
•Basic details about you such as name, address, date of birth, next of kin, etc.
•Contact we have had with you such as appointments.
•Notes and reports about your health, treatment and care.
•Results of x-rays.
•Relevant information from people who care for you and know you well such as health professionals and relatives.
•Financial information for payment of any treatments
It is essential that your details are accurate and up to date. Always check that your personal details are correct when you visit us and please inform us of any changes as soon as possible.
How your personal information is used:
Your records are used to direct, manage and deliver the care you receive to ensure that:
•The dental professionals involved in your care have accurate and up to date information to assess your oral health and decide on the most appropriate care for you.
•Healthcare professionals have the information they need to be able to assess and improve the quality and type of care you receive.
•Your concerns can be properly investigated if a complaint is raised.
•Appropriate information is available if you see another dental professional, or are referred to a specialist.
•From time-to-time we may use your contact information to send you details of products and services offered in our practices that directly relate to your oral healthcare.
We may collect technical data about the type of Internet browser and computer operating system that you use. This information does not identify you as an individual and is used only for tracking of site use.
Victoria Road Dental Clinic may disclose your personal information to third parties:
•If Victoria Road Dental clinic or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data or unsubscribing via our email communications. You can also exercise the right at any time by contacting us at:
Data Protection Officer – Dr. Ujita Patel
105 Victoria Road,
Tel: 01895 636121
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 note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Access to information:
The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee.
When you visit this site we may send “cookies” to your computer primarily to enhance your on-line experience. “Cookies” are files which can identify you as a unique viewer and store your personal preferences as well as technical information. On their own, cookies do not contain or reveal any personal information. However, if you choose to furnish the site with personal information, this information may be linked to the data stored in the cookies.
We may also collect certain anonymous technical information when you visit many of our web pages such as the type of browser you are using, the type of operating system you are using and the domain name of your Internet service provider.
Using your personal data
We may use your personal information to:
(a) enable your use of the services available on the website;
(b) send you general (non-marketing) communications;
(c) send you email notifications;
(d) provide third parties with statistical information about our users – but this information will not be used to identify any individual user;
(e) deal with enquiries and complaints made by or about you relating to the website; and
We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.
In addition, we may disclose information about you:
(a) to the extent that we are required to do so by law;
(b) in connection with any legal proceedings or prospective legal proceedings;
(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
Security of your personal data
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal information you provide on our secure (password- and firewall- protected) servers. All electronic transactions you make to or receive from us will be encrypted.
Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
You may instruct us to provide you with any personal information we hold about you.
You have the right to:
1. Be informed about the personal data we hold and why we hold it.
2. Access a copy of your data that we hold by contacting us directly: we will acknowledge your request and supply a response within one month or sooner.
3. Check the information we hold about you is correct and to make corrections if not
4. Have your data erased in certain circumstances.
5. Transfer your data to someone else if you tell us to do so and it is safe and legal to do so.
6. Tell us not to actively process or update your data in certain circumstances.
How long is the Personal Data stored for?
1. We will store patient data for as long as we are providing care, treatment or recalling patients for further care. We will archive (that is, store it without further action) for as long as is required for legal purposes as recommended by the NHS or other trusted experts recommend.
2. We must store employment data for six years after an employee has left.
3. We must store contractors’ data for seven years after the contract is ended.
Third party websites
The website may contain links to other websites. We are not responsible for the privacy policies or practices of third party websites.
Please let us know if the personal information which we hold about you needs to be corrected or updated.
You can complain in the first instance to our Data Protection Officer, Dr Ujita Patel at the practice by post, telephone (01895 636121) or email (firstname.lastname@example.org) and we will do our best to resolve the matter. If this fails, you can complain to the Information Commissioner at www.ico.org.uk/concerns or by calling 0303 123 1113.