the family and specialist practice since 2003 . . .
Dentata Charta Data protection privacy notice for patients
Dentata Charta Dental Centre
July 25
In providing your dental care and treatment, we will ask for information about you and your health. Occasionally, we may receive information from other providers who have been involved in providing your care. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.
About us
We are Dentata Charta operating at Dentata Charta 48 Bury Road, Newmarket Road, Newmarket, Suffolk CB87BT.
Johan Viljoen is responsible for keeping the information we hold about you secure. Those at the practice who have access to your information include dentists and other dental professionals involved with your care and treatment, and the reception staff responsible
for the practice's management and administration.
Our data protection officer, Johan Viljoen, ensures that the practice complies with data protection requirements, ensuring we collect, use, store, and dispose of your information responsibly. You can contact our data protection officer, Johan Viljoen, by email at info@dentatacharta.co.uk or by phone on 01638662295
Information that we hold
We can only keep and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in particular circumstances. Below, we describe the information we hold and why, and the lawful basis for collecting and using it.
Contact details
We hold personal information about you, including your name, date of birth, national insurance number, NHS number, address, telephone number and email address. This information allows us to fulfil our contract with you to provide appointments. We will also use the information to send you reminders and recall appointments, as we have a legitimate interest in ensuring your ongoing care and making you aware of our services.
Dental records
We hold information about your dental and general health, including
- Clinical records made by dentists and other dental professionals involved with your care and treatment
- X-rays, clinical photographs, digital scans of your mouth and teeth, and study models
- Medical and dental histories
- Treatment plans and consent
- Notes of conversations with you about your care
- Dates of your appointments
- Details of any complaints you have made and how these complaints were dealt with
- Correspondence with you and other health professionals or institutions.
We collect and use this information to fulfil our contract with you by discussing your treatment options and providing dental care that meets your needs. We also use this information for the legitimate interest of ensuring the quality of the treatment we provide.
Financial information
We hold information about the fees we have charged, the amounts you have paid and some payment details. This information forms part of our contractual obligation to you to provide dental care and allows us to meet legal financial requirements.
Where your dental care is provided under the terms of the NHS, we are required to complete statutory forms to allow payments to be processed. This is an NHS requirement.
How we use your information
To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you.
We will share your information with the NHS, Denplan, Lloyd & White and Practice Plan in connection with your dental treatment.
We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes.
We will ask for your preference on how we contact you about your dental care. Our usual methods are telephone, email or letter.
If we wish to use your information for dental research or dental education, we will discuss this with you and seek your consent. Depending on the purpose and if possible, we will anonymise your information. If this is not possible, we will inform you and discuss your options.
We may use your contact details to inform you of products and services available at our Practice.
Sharing information
Your information is normally used only by those working at the practice, but there may be instances where we need to share it – for example, with:
· Your doctor
· The hospital or community dental services, or other health professionals caring for you
· Specialist dental or medical services to which we may refer you
· NHS payment authorities
· The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges
· Dental laboratories
· Debt collection agencies
· Private dental schemes of which you are a member.
In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including HMRC or other law enforcement or government agencies.
National data opt-out policy
Dentata Charta Dental Centre is one of many organisations working in the health and care system to improve care for patients and the public.
Whenever you use a health or care service (A&E or community care services, for example), personal information is collected and stored on your patient record to ensure that you receive the best and most appropriate care and treatment. The information collected can also be used by and provided to other organisations for purposes beyond your individual care, for example, to provide better health and care for you, your family and future generations by:
· Improving the quality and standards of care provided
· Research into the development of new treatments
· Preventing illness and diseases
· Monitoring safety
· Planning services.
Information about your health and care is confidential and can only be used where allowed by law. Mostly, information used for research and planning is anonymised so that you cannot be identified; your confidentiality is maintained.
You can choose whether you want your confidential information to be used in this way. If you are happy with this use of your information, you do not need to do anything. If you wish to opt out, your confidential information will be used only to support your individual care.
You can register your choice and find out more at nhs.uk/your-nhs-data-matters – including
· What is meant by ‘confidential patient information’
· Examples of when confidential patient information is used for individual care, and examples of when it is used for purposes beyond individual care
· The benefits of sharing data and who uses it
· How your data is protected
· Situations where opt-out will not apply
You can change your choice at any time.
Your information will not be shared with insurance companies or used for marketing purposes without your specific agreement.
We store your personal information securely on our practice computer system and in a manual filing system. Your information cannot be accessed by anyone who does not work at the practice; only those working at the practice have access to it. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.
We take precautions to ensure the security of the practice premises, filing systems, and computers.
We use high-quality specialist dental software to record and use your personal information safely and effectively. Our computer system has a secure audit trail, and we routinely back up information.
We use cloud computing facilities for storing some of your information. The practice has a rigorous agreement with our provider to ensure we meet the obligations described in this policy and keep your information secure.
We keep your records for 15 years after your last visit to the Practice or until you reach the age of 25, whichever is longer. At your request, we will delete non-essential information (for example, some contact details) before the end of this period.
Access to your information and other rights
You have a right to access the information that we hold about you and to receive a copy. We do not usually charge you for copies of your information; if we do, we will explain the reasons.
You can also request us to
· Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will inform them of the change.
· Erase some of the information we hold. For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). However, if you ask us, we can delete some contact details and other non-clinical information.
· Stop using your information – for example, sending you reminders for appointments or information about our service. Even if you have given us consent to send you marketing information, you may withdraw that consent at any time.
· Stop using information if you believe it is inaccurate or if we are using your information illegally.
· Supply your information electronically to another dentist.
If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time, and we will stop using your information for that purpose.
All requests should be made by email to our Practice Manager, Lavinia Swann-Auger, at info@dentatacharta.co.uk.
If you do not wish us to use your personal information as described, you should discuss the matter with your dentist. If you object to how we collect and use your information, we may not be able to continue providing your dental care.
If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).
Date:25.11.2024
Review date: July 26
Dentata Charta Data protection privacy notice for patients
Dentata Charta Dental Centre
July 25
In providing your dental care and treatment, we will ask for information about you and your health. Occasionally, we may receive information from other providers who have been involved in providing your care. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.
About us
We are Dentata Charta operating at Dentata Charta 48 Bury Road, Newmarket Road, Newmarket, Suffolk CB87BT.
Johan Viljoen is responsible for keeping the information we hold about you secure. Those at the practice who have access to your information include dentists and other dental professionals involved with your care and treatment, and the reception staff responsible
for the practice's management and administration.
Our data protection officer, Johan Viljoen, ensures that the practice complies with data protection requirements, ensuring we collect, use, store, and dispose of your information responsibly. You can contact our data protection officer, Johan Viljoen, by email at info@dentatacharta.co.uk or by phone on 01638662295
Information that we hold
We can only keep and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in particular circumstances. Below, we describe the information we hold and why, and the lawful basis for collecting and using it.
Contact details
We hold personal information about you, including your name, date of birth, national insurance number, NHS number, address, telephone number and email address. This information allows us to fulfil our contract with you to provide appointments. We will also use the information to send you reminders and recall appointments, as we have a legitimate interest in ensuring your ongoing care and making you aware of our services.
Dental records
We hold information about your dental and general health, including
- Clinical records made by dentists and other dental professionals involved with your care and treatment
- X-rays, clinical photographs, digital scans of your mouth and teeth, and study models
- Medical and dental histories
- Treatment plans and consent
- Notes of conversations with you about your care
- Dates of your appointments
- Details of any complaints you have made and how these complaints were dealt with
- Correspondence with you and other health professionals or institutions.
We collect and use this information to fulfil our contract with you by discussing your treatment options and providing dental care that meets your needs. We also use this information for the legitimate interest of ensuring the quality of the treatment we provide.
Financial information
We hold information about the fees we have charged, the amounts you have paid and some payment details. This information forms part of our contractual obligation to you to provide dental care and allows us to meet legal financial requirements.
Where your dental care is provided under the terms of the NHS, we are required to complete statutory forms to allow payments to be processed. This is an NHS requirement.
How we use your information
To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you.
We will share your information with the NHS, Denplan, Lloyd & White and Practice Plan in connection with your dental treatment.
We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes.
We will ask for your preference on how we contact you about your dental care. Our usual methods are telephone, email or letter.
If we wish to use your information for dental research or dental education, we will discuss this with you and seek your consent. Depending on the purpose and if possible, we will anonymise your information. If this is not possible, we will inform you and discuss your options.
We may use your contact details to inform you of products and services available at our Practice.
Sharing information
Your information is normally used only by those working at the practice, but there may be instances where we need to share it – for example, with:
· Your doctor
· The hospital or community dental services, or other health professionals caring for you
· Specialist dental or medical services to which we may refer you
· NHS payment authorities
· The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges
· Dental laboratories
· Debt collection agencies
· Private dental schemes of which you are a member.
In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including HMRC or other law enforcement or government agencies.
National data opt-out policy
Dentata Charta Dental Centre is one of many organisations working in the health and care system to improve care for patients and the public.
Whenever you use a health or care service (A&E or community care services, for example), personal information is collected and stored on your patient record to ensure that you receive the best and most appropriate care and treatment. The information collected can also be used by and provided to other organisations for purposes beyond your individual care, for example, to provide better health and care for you, your family and future generations by:
· Improving the quality and standards of care provided
· Research into the development of new treatments
· Preventing illness and diseases
· Monitoring safety
· Planning services.
Information about your health and care is confidential and can only be used where allowed by law. Mostly, information used for research and planning is anonymised so that you cannot be identified; your confidentiality is maintained.
You can choose whether you want your confidential information to be used in this way. If you are happy with this use of your information, you do not need to do anything. If you wish to opt out, your confidential information will be used only to support your individual care.
You can register your choice and find out more at nhs.uk/your-nhs-data-matters – including
· What is meant by ‘confidential patient information’
· Examples of when confidential patient information is used for individual care, and examples of when it is used for purposes beyond individual care
· The benefits of sharing data and who uses it
· How your data is protected
· Situations where opt-out will not apply
You can change your choice at any time.
Your information will not be shared with insurance companies or used for marketing purposes without your specific agreement.
We store your personal information securely on our practice computer system and in a manual filing system. Your information cannot be accessed by anyone who does not work at the practice; only those working at the practice have access to it. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.
We take precautions to ensure the security of the practice premises, filing systems, and computers.
We use high-quality specialist dental software to record and use your personal information safely and effectively. Our computer system has a secure audit trail, and we routinely back up information.
We use cloud computing facilities for storing some of your information. The practice has a rigorous agreement with our provider to ensure we meet the obligations described in this policy and keep your information secure.
We keep your records for 15 years after your last visit to the Practice or until you reach the age of 25, whichever is longer. At your request, we will delete non-essential information (for example, some contact details) before the end of this period.
Access to your information and other rights
You have a right to access the information that we hold about you and to receive a copy. We do not usually charge you for copies of your information; if we do, we will explain the reasons.
You can also request us to
· Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will inform them of the change.
· Erase some of the information we hold. For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). However, if you ask us, we can delete some contact details and other non-clinical information.
· Stop using your information – for example, sending you reminders for appointments or information about our service. Even if you have given us consent to send you marketing information, you may withdraw that consent at any time.
· Stop using information if you believe it is inaccurate or if we are using your information illegally.
· Supply your information electronically to another dentist.
If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time, and we will stop using your information for that purpose.
All requests should be made by email to our Practice Manager, Lavinia Swann-Auger, at info@dentatacharta.co.uk.
If you do not wish us to use your personal information as described, you should discuss the matter with your dentist. If you object to how we collect and use your information, we may not be able to continue providing your dental care.
If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).
Date:25.11.2024
Review date: July 26