Garstang Dental Referral Practice takes great care to protect the personal data we hold for our referring dentists and aims to meet the requirements of the General Data Protection Regulation (GDPR], the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.
This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.
The purpose of collecting and storing personal data about you is to ensure we can:
- Correspond with you about the patient(s) you refer to us
- Undertake the administration of referrals in the most effective and efficient way
- To monitor the referrals received by the practice
- To plan future service provision
- To provide you with updates on the practice and services we provide
Portman Dental Care, as Practice Owners, are “data controllers” and are responsible for keeping secure the information about you that the Practice holds. Those at the Practice who have access to your information include dentists and other dental professionals (dental nurses, dental technicians) and the reception staff responsible for the administration of the Practice. These team members have been provided with training about data protection and how to keep information about you secure.
In addition, the dentist(s) providing your treatment may also hold information about your referral and correspondence with you. All dentists working at the practice are registered as “data controllers” with the ICO.
Information that the Practice processes
We may process (obtain, use, store, secure, disclose or destroy) the following information about you:
- Personal details such as your title, name, practice address, practice telephone number and email address.
- Gender
The legal basis on which we process your information is legitimate interest.
How the Practice uses your information
We use the information you provide, on referring a patient, to inform you about our clinical findings and treatment options discussed as well as any treatment provided. We also use your information to monitor the referrals received and to help plan our service provision.
We may use your contact details to inform you of Practice updates, service changes and educational events available at our Practice.
When the Practice needs to share your information
Your information is only by those working at the Practice and is not disclosed to any third parties unless required to do so by law such as by the General Dental Council and the Care Quality Commission.
How the Practice keeps your information safe
The Practice stores your personal information securely either in a manual filing system or 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 and 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 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.
Each individual dentist is personally responsible for securely storing any information they process about you and is registered as a “data controller” with the ICO.
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. 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.
- Erase information we hold about you.
- Stop using your information – for example, sending you Practice updates, service changes and educational events available at our Practice.
If you do not agree
If you do not wish us to use your personal information as described, please contact Sarah Clarke, Practice Manager.
If you have any concerns about how we use your information and you do not feel able to discuss it with 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).
This Privacy Notice will be reviewed annually or sooner to reflect any changes in regulations.
Last updated May 2019
