PATIENT PRIVACY NOTICE
Data Protection Privacy Notice for Patients
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 patient privacy notice describes the type of personal information we hold, why we hold it and what we do with it.
We are Honour Health operating at 90 Osborne Road, Jesmond, 13 Front Street, Stanley and 31 Bell Villas, Ponteland.
Dr Onkar Dhanoya is 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 professionals involved in your care and treatment, the reception staff and the management team responsible for the management and administration of the practice.
Our data protection officer Marie Rackham ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly. You can contact Marie Rackham by email at email@example.com or by telephone on 0191 2813913.
Information that we collect and hold
We can only keep and use information for specific reasons set out in 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.
- Personal details such as your name, date of birth, national insurance number, NHS number, address, telephone number and email address. This allows us to fulfil our contract with you to provide appointments. We will use your contact information to send you reminders and recall appointments as we have a legitimate interest to ensure your continuing care and to make you aware of our services. When you provide us with your email address, we will send you a link to our Patient Portal a few days prior to your appointment. The Patient Portal is securely linked to our dental software and enables you to access and update your medical history forms, oral health questionnaire, COVID-19 questions and contact preferences in the comfort of your own home, before you visit the surgery.
- 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 other health professionals or institutions
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 interests 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 obligations 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 and with Practice Plan Ltd, our membership plan provider, in connection with your dental treatment.
We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter.
We may contact you to conduct patient surveys to find out if you are happy with the treatment you received. This helps us to continually improve our care. We may use a trusted third-party provider for this process, such as Working Feedback. Your details will be used solely for delivering this message. If you do not wish to receive feedback requests, please let us know.
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 will discuss your options.
We may use your contact details to inform you of products and services available at our practice, if you consent to be contacted in this manner.
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
- Private dental schemes of which you are a member
- Dental laboratories
- Debt collection agencies
- Where consent given, third party communication providers
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.
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 security of the practice premises, the practice 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 back up information routinely.
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.
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. You should submit your request to the practice in writing or by email addressed to Pritpal Dhanoya (Jesmond practice – firstname.lastname@example.org), Marie Rackham (Stanley practice – email@example.com), or Onkar Dhanoya (Ponteland practice – firstname.lastname@example.org). 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:
- 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 information we hold, although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment)
- Stop using your information – for example, sending you reminders for appointments or information about our services
- Supply your information electronically to another dentist
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.
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: 10 May 2022
Review date: May 2023