Privacy Notice Policy

(Relating to KLOE Safe & Caring)

We are a Data Controller under the terms of UK GDPR.

This Privacy Notice explains what Personal Data we hold at Dentistry@68, why we hold and process it, who we might share it with, and your rights and freedoms under the Law.

Types of Personal Data
The practice holds personal data in the following categories:

1. Patient clinical and health data and correspondence.
2. Staff employment data.
3. Contractors’ data.

Why we process Personal Data (what is the “purpose”)
“Process” means we obtain, store, update and archive data.

1. Patient data is held for the purpose of providing patients with appropriate, high quality, safe and effective dental care and treatment.
2. Staff employment data is held in accordance with Employment, Taxation and Pensions law.
3. Contractors’ data is held for the purpose of managing their contracts.

What is the Lawful Basis for processing Personal Data?
The Law says we must tell you this:

1. We hold patients’ data because it is in our Legitimate Interest to do so. Without holding the data we cannot work effectively. Also, we must hold data on NHS care and treatment as it is a Public Task required by law.
2. We hold staff employment data because it is a Legal Obligation for us to do so.
3. We hold contractors’ data because it is needed to fulfil a Contract with us.

Who might we share your data with?
We can only share data if it is done securely and it is necessary to do so.

1. Patient data may be shared with other healthcare professionals who need to be involved in your care (for example if we refer you to a specialist or need laboratory work undertaken). Patient data is also stored for back-up purposes with our computer software suppliers Software of Excellence which is password protected who may also store it securely, and an entire network back up is carried out and is encrypted and password protected.
2. Employment data will be shared with government agencies such as HMRC and pension company Aviva.

Your Rights
You have the right to:

1. Be informed about the personal data we hold and why we hold it.
2. Access a copy of your data that we hold by contacting us directly: we will acknowledge your request and supply a response within one month or sooner.
3. Check the information we hold about you is correct and to make corrections if not
4. Have your data erased in certain circumstances.
5. Transfer your data to someone else if you tell us to do so and it is safe and legal to do so.
6. Tell us not to actively process or update your data in certain circumstances.

How long is the Personal Data stored for?

1. We will store patient data for as long as we are providing care, treatment or recalling patients for further care. We will archive (that is, store it without further action) for as long as is required for legal purposes as recommended by the NHS or other trusted experts recommend usually 11 years or until you are 25 years old, whichever is longer.
2. We must store employment data for six years after an employee has left.
3. We must store contractors’ data for seven years after the contract is ended.

What if you are not happy or wish to raise a concern about our data processing?
You can complain in the first instance to our Data Protection Officer, Mel Mallan, and she will do her best to resolve the matter. If this fails, you can complain to the Information Commissioner at www.ico.org.uk/concerns or by calling 0303 123 1113

What is GDPR ?
GDPR stands for General Data Protection Regulations and is the biggest change to the Data Protection Act in 20 years and will take effect on 25th May 2018. The aim is to give patients more control over their personal information and how it is handled. Information regarding patients are also governed by the CQC and GDC.
Personal data includes everything ranging from basic contact details like name, address, email address and phone numbers, right through to more complex and sensitive personal data like scans, x-rays, pictures and information about your oral health and overall health.

GDPR Principles

• Lawfulness, Fairness and Transparency – we will process your personal data in a fair and transparent way that is in keeping with the law.
• Purpose Limitation – We will only process your data for the purpose for which it was collected – to provide you with high quality dental care and to operate our dental practice.
• Storage Limitation – We will not keep your data for any longer than is necessary and we will delete or destroy any data that we no longer need in accordance with the law.
• Accuracy – We will ensure that the personal data that we hold for you is accurate and up to date and we will update it promptly when you inform us of any changes.
• Security and Confidentiality – We will ensure that we have the necessary measures in place to protect your personal data and make sure that it is kept secure.
• Accountability – We will be accountable for your personal data and make sure that any third parties we share your data with in order to provide you with our care, are held to the same standard.

What rights will I have under GDPR ?

• The right to be informed – you have a right to know how your personal data is processed, how long we keep it for and who it is shared with in a clear and transparent way
• The right of access – you have a right to access any personal information that we hold about you, free of charge. You can ask for this by completing a “subject access request” and we will respond in a month.
• The right to rectification – you have the right to have your data corrected if you believe it is inaccurate or incomplete
• The right to erasure – you have the right to ask for your data to be deleted when no longer needed
• The right to restrict – in certain circumstances, you have the right to restrict the extent to which we process your data
• The right to data portability – you have the right to request a copy of your personal data in a structured, easy to read format and for it to be sent to another dental practice
• The right to object – you have the right to object to us processing your data for certain things, including direct marketing

Any Questions ? – please ask for a copy of our Data Protection Policy