Dovehouse Dentistry aims to meet the requirements of the Data Protection Act 2018, the UK General Data Protection Regulation [UK GDPR], the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.

Dovehouse Dentistry is the controller for the personal information we process, unless otherwise stated. Please contact Mr A Y Mahmood at the practice with regard to comments, suggestions or complaints about your data processing at: dovehouse@totaldentistry.co.uk

We are registeredwith the Information Commissioner’s Office (the ICO) with registration number Z1761614.

This Privacy Notice is available here on the website, in hard copy from reception, displayed on the poster display in the entrance lobby and via return email. To request a hard copy please present in person, telephone us on 0121 706 4141 or contact us by email at dovehouse@totaldentistry.co.uk

You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.

The categories of data we process are:

We only collect personal information that we know we will genuinely use and in accordance with the Data Protection Legislation. The type of personal information that we will collect on you, and you voluntarily provide to us on this include some or all of the following:

• Your name;
• Address;
• Telephone number;
• Email Address; and,
• Your health records

We will also process the following type of special category personal data:

• NHS patient records (if you are receiving NHS treatment); and,
• Private patient records (if you are receiving private treatment).

The lawful bases for processing personal data such as name, address, email or phone number are:

• Article 6(1)(e) – Performance of tasks carried out in the public interest or exercise of official authority vested in the controller; and,
• Article 6(1)(f) – The legitimate interests of Dovehouse Dentistry.

The Conditions for processing special category personal data such as patients’ health data are:

• Article 9(2)(h) – Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of UK law or a contract with a health professional.

How we use your information

We may use your information for the following purposes:

• To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about;
• To provide dental services;
• To send appointment reminders;
• To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about.

Who we might share your information with:

We may share your personal data with other organisations in the following circumstances:

• If the law or a public authority says we must share the personal data;
• If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk); and,
• If we need to share your personal data with another practitioner or to a secondary care setting such as a hospital for the purpose of your care.

We use data processors who are third parties who provide elements of services for us. We have Data Processor Agreements in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us or further sub-processors who must comply with our Data Processor Agreement. They will hold your personal data securely and retain it for the period we instruct.

Personal data rights

You may exercise any of your rights in relation to your personal data by written notice to us, or by e-mail: dovehouse@totaldentistry.co.uk

Further details of these rights are described in our Data Protection Policy or on the Information Commissioner’s website. Here are some practical examples of your rights:

• You can inform us to correct errors in your personal details;
• In limited circumstances, you can request that we erase your personal data;
• You have the right to obtain a free copy of your patient records. This will be actioned within one month;
• You have the right to restrict the purposes for processing; and,
• You have the right to object to our processing of your Personal Data.

How long we keep your information for

In accordance with statutory guidance, the retention period for dental patient records is a minimum of 15 years and may be longer for complex records in order to meet our legal requirements.

Details of other retention periods are available in the Record Retention procedure available from the practice.

Security

Data security is of great importance to Dovehouse Dentistry and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.

We take security measures to protect your information including:

• Limiting access to our buildings to those that we have determined are entitled to be there;
• Implementing access controls to our information technology systems;
• We use appropriate procedures and technical security measures (including strict encryption, anonymisation and archiving techniques) to safeguard your information across all our computer systems, networks, websites, mobile apps, offices and stores;
• Providing data protection training to all staff who encounter personal data in their role; and,
• Securely destroying electronic and physical records which are no longer required.

Changes to our Privacy Notice

We may change this Privacy Notice from time to time (for example, if the law changes). We recommend that you check this Notice regularly to keep up-to-date.

Comments, suggestions and complaints

Please contact Mr A Y Mahmood at the practice with regard to comments, suggestions or complaints about your data processing at: dovehouse@totaldentistry.co.uk
by telephoning 0121 661 3095, or by writing to, or visiting the practice at:
Dovehouse Dentistry,345, Warwick Road,Solihull,West Midlands,B91 1BQ.

We welcome comments and suggestions, and we take complaints very seriously.

If you are unhappy with our response, or if you need any advice, you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who has misused personal data. You can also visit their website for information on how to make a data protection complaint.

Related practice procedures

You can also use these contact details to request copies of the following practice policies or procedures:

• Data Protection Policy; and,
• Our Patient Information Leaflet.

This policy was last updated on 2022-06-23