Our practice records include information about our associates. This privacy notice describes the type of personal information that we hold, why we hold it, and what we do with it. Please read this notice carefully and make sure that you understand it.
We may collect the following information about you:
Mr Gareth Davies is responsible for keeping secure the information about you that we hold.
The Practice Manager ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.
Those who have access to your personal information include the practice owner, practice manager and the business manager.
We need up-to-date and accurate personal information to:
We will use the contact details provided by you to contact you by telephone, email or letter in relation to matters relating to or arising from your work as an associate at the practice.
Your information is normally used only by the practice but there may be instances where we are asked to share it, for example, by:
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. In certain circumstances or if required by law, we may need to disclose your information to a law enforcement or other government agency, our insurers, indemnity provider, professional association or legal advisers.
We store your personal information securely on our practice computer system and in a manual filing system. Your information cannot be accessed by those who do not work at the practice. Only authorised team members have access to your information (on a need-to-know basis). They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this. We use cloud computing facilities for storing some of your information. The practice has a rigorous agreement with our provider to ensure that we meet the obligations described in this policy and that we keep your information securely.
We take precautions to ensure security of the practice premises, the practice filing systems and computers.
We keep your records for 8 years after the end of your time as an associate, or after the conclusion of any proceedings relating to your engagement, whichever is the longer. Information on the dates of your time as an associate at the practice, pay and other financial matters may be kept for longer to allow us to provide references and in case of patient complaints and/or questions from tax authorities.
You have a right to access the information that we hold about you and to receive a copy. You should submit your request in writing or by email. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.
You can also request us to:
If you do not wish us to use your personal information as described, please discuss the matter with us. 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).