Privacy Notice
Newport Pagnell Dental Ltd & Teeth in Line Privacy Notice
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 Newport Pagnell Dental Clinic & Teeth in Line Ltd operating at:
Newport Pagnell Dental Clinic & Teeth in Line Ltd,
127A High Street,
NEWPORT PAGNELL,
Buckinghamshire,
MK16 8HD, GB
Telephone: 01908 610536
Email: [email protected]
And
Teeth in Line Ltd
2 Duckworth Court
Oldbrook
Milton Keynes
MK6 2RX, GB
Telephone: 01908 399980
Email: [email protected]
Dr Mark Tobin & Dr Pauline Desmond are responsible for keeping secure the information about you that we hold.
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 management and administration of the practice.
Our Data Protection Officers, Sheena McCormick & Pauline Desmond, ensure that the practice complies with data protection requirements to ensure
that we collect, use, store and dispose of your information responsibly.
You can contact our Data Protection Officers by email at
[email protected].
What information we collect, use, and why
We collect and use the following information to provide patient care, services, pharmaceutical products and other goods:
- Name, address and contact details
- Gender
- Pronoun preferences
- Date of birth
- NHS/HSC/CHI number
- Hospital number
- Next of kin details including any support networks
- Photographs
- Health information (including medical conditions, allergies, medical requirements and medical history)
- Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)
- Records of meetings and decisions
- Call recordings
We also collect the following special category information to provide patient care, services, pharmaceutical products and other goods.
This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Health information
We collect or use the following information for safeguarding or public protection reasons:
- Name, address and contact details
- NHS/HSC/CHI number
- Hospital number
- Emergency contact details
- Health information (including medical conditions, allergies, medical requirements and medical history)
- Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
- Relevant information from previous investigations
- Records of meetings and decisions
We collect and use this information to allow us to fulfil our contract with you to discuss your treatment options and provide
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.
We also collect the following special category information for safeguarding or public protection reasons.
This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Health information
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Health and safety information
- Any other personal information required to comply with legal obligations
- Safeguarding information
We also collect the following special category information to comply with legal requirements.
This information is subject to additional protection due to its sensitive nature:
- Racial or ethnic origin
- Health information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information.
There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the
ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below.
You can find out more about your data protection rights and the exemptions which may apply on the
ICO’s website.
Your right of access – You have the right to ask us for copies of your personal information.
You can also request other information such as details about where we get personal information from and who we share it with.
There are some exemptions which mean you may not receive all the information you ask for. We do not usually charge you for
copies of your information; if we apply a charge, we will explain the reasons.
You can also request that we:
-
Correct any information that you believe is inaccurate or incomplete.
If we have disclosed that information to a third party, we will let them know about 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, we can, if you ask us to, delete some contact
details and other non-clinical information. -
Stop using your information – for example, for 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 the information is inaccurate or you believe we are using your information unlawfully.
- 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 Data Protection Officer at
[email protected].
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure – You have the right to ask us to delete your personal information.
Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information.
Your right to object to processing – You have the right to object to the processing of your personal data.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide patient care, services, pharmaceutical products
and other goods are:
-
Consent – we have permission from you after we gave you all the relevant information.
All of your data protection rights may apply, except the right to object.
You do have the right to withdraw your consent at any time. -
Legal obligation – we have to collect or use your information so we can comply with the law.
All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are:
-
Consent – we have permission from you after we gave you all the relevant information.
All of your data protection rights may apply, except the right to object.
You do have the right to withdraw your consent at any time. -
Legal obligation – we have to collect or use your information so we can comply with the law.
All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
-
Consent – we have permission from you after we gave you all the relevant information.
All of your data protection rights may apply, except the right to object.
You do have the right to withdraw your consent at any time. -
Legal obligation – we have to collect or use your information so we can comply with the law.
All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
- Directly from you
Who we share information with
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
Data processors
Carestream Dental
Carestream Dental processes personal data according to our instructions for appointment reminders
and data collection from patients.
We will only disclose your information on a need-to-know basis and will limit any information that we share
to the minimum necessary. We will let you know in advance if we send your medical information to another
medical provider and we will give you the details of that provider at that time.
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
Teeth in Line Ltd 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 (for example, A&E or community care services), 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.
Keeping your information safe
We store your personal information securely on our practice computer system.
Your information cannot be accessed by those who do not work at the practice;
only those working at the practice have access to your information.
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 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 back up information routinely.
How long we keep information
The retention period for special category data in patient records is a minimum of 11 years and may be longer for complex
records in order to meet our legal requirements.
We keep your records for 11 years after the date of your last visit to the practice or until you reach the age of 25 years,
whichever is the longer.
At your request, we will delete non-essential information (for example, some contact details) before the end of this period.
The retention period for other personal data is 2 years after it was last processed.
Details of other retention periods are available in our Record Retention procedure, available from the practice.
For more information on how long we store your personal information, or the criteria we use to determine this,
please contact us using the details provided above.
If you do not agree
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 the way that we collect and use your information, we may not be able to continue to provide your dental care.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the
contact details at the top of this privacy notice.
If you remain unhappy with how we have used your data after raising a complaint with us, you can also
complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website:
https://www.ico.org.uk/make-a-complaint
