Privacy Notice for Patients including Children

This privacy notice sets out how Combe Road Dental Practice uses and protects any
information that you give when joining the practice.

The practice is committed to complying with the General Data Protection Regulation
(GDPR), the Data Protection Act 2018, GDC, NHS and other standards.
The person responsible for Data Protection is Elsie Holbrook-Canning, Practice
Manager.

What type of information do we hold?
• Personal details such as your address, date of birth, phone number and email
address (This is for the provision of dental health care, providing treatment
plans, estimates and recalls)
• Details of your NHS number and entitlement to healthcare treatment and
exemption status if applicable
• Personal details of family members or emergency contact details
• Medical history including your GP’s name and address
• Past and present dental history including x-rays and photographs
• Information about the treatment we have proposed and provided along with
its price.
• Notes of conversations or incidents that might occur for which a record needs
to be kept
• Records of permission or consent for treatment.
• Correspondence to other healthcare professions such as referrals
• Financial information relating to your treatment
• Details of any complaints made

Why do we need to keep this information?
We need to keep records of personal information regarding our patients in order to
provide safe and appropriate dental care and treatment. It is also used to maintain
accurate treatment records.
We also need to process personal data about you if we are providing care under
NHS arrangements and to ensure the proper management and administration of the
NHS.

Our legal basis for processing data is:
• Consent
• Legitimate interest – Processing is necessary for the performance of our care
for patients and for defence of legal claims
• Data relating to your health care records is classed as special category data.
Our legal basis for processing this is that it falls under Legal claims or judicial
acts and Health and Social Care (Article 9 UK GDPR (f,h)).

What do we do with your Information?
We will only share your information if it is done securely and it is necessary for us to
do so.

Your personal information may be securely shared with other healthcare professionals
who need to be involved in your care (for example if we refer you to a specialist, need
laboratory work undertaken or need to consult with your doctor)
We may also share your personal information securely to third parties where we are
required by law or regulation to do so. This may include:
• The General Dental Council
• The CQC/HIW/HIS/RQIA
• Dental payment plans or insurers
• NHS Bodies if NHS dental care and treatment is provided

How do we store your Information?
• Your Information is stored securely at the practice on a password protected
computer system. Paper records may also be held in locked filing cabinets if
you were a patient of the practice before June 2020 . Computer information is
backed up regularly and may be securely stored away from our premises.
Retention periods
• We are required to retain your dental records, X-rays and study models while
you are a patient of this practice and after you cease to be a patient for a
minimum of 15 years (11 years for Wales and Scotland).
• There are several other documents that we may collect that have a variety of
retention dates, for example the NHS PR form – used to declare payment
exemptions – which needs to be kept for 2 years minimum. We have a
retention schedule listing all documents and the timeframes for disposal.
Retention periods may be changed from time to time based on business or
legal and regulatory requirements

Your rights under GDPR
• Access
You have a right to access the information that we hold about you and to
receive a copy. You can make a request by contacting your practice or by emailing info@comberoaddental.co.uk
• Rectification
You have a right to correct any information that you believe is inaccurate or
incomplete. Please contact your practice to request a change in information.
• Erasure
You have a right to request that we delete your personal information,
although you should be aware that, for legal reasons, we may be unable to
erase certain information (for example, information about your dental
treatment). Please contact your practice to make this request.
• Restriction
You have the right to request us to restrict the processing of your personal
information for example, sending you reminders for appointments or
information about our service. Please contact your practice to make this
request.
• Portability
You have a right to data portability; this could include supplying your
information to another dentist. Please contact your practice to make this
request.

Concerns
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 can contact our
Data Protection Officer via email at manager@comberoaddental.co.uk
You can also seek advice from The Information Commissioner’s Office (ICO),
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, or start a live chat or call
helpline on 0303 123 1113.

Privacy notice for Children

What type of information do we hold?
• Personal details such as your address, date of birth, phone number and email
address (This is for the provision of dental health care, providing treatment
plans and recalls).
• Personal details of family members or emergency contact details
• Medical history including your GP’s name and address
• Information about the treatment we have proposed and provided
• Notes of conversations or incidents that might occur for which a record needs
to be kept
• Correspondence to other healthcare professions such as referrals

Why do we need to keep this information?
We need to keep records of personal information regarding our patients in order to
provide safe and appropriate dental care and treatment. It is also used to maintain
accurate treatment records.
We also need to process personal data about you if we are providing care under
NHS arrangements and to ensure the proper management and administration of the
NHS.

What do we do with your Information?
We will only share your personal information to another dentist or doctor, such as
for an orthodontic referral. We will not share your personal information to anyone
else unless needed for legal reasons.

How do we store your Information?
Your Information is stored securely at the practice on a password protected computer
system. Paper records may also be held in locked filing cabinets if you were a patient
of the practice before June 2020. Computer information is backed up regularly and
may be securely stored away from our premises.

Retention periods
For children – we will retain your dental records for 15 years (11 years in Wales and
Scotland) or until they reach the age of 25 (whichever is longer).

Concerns
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 can contact our
Data Protection Officer via email at manager@comberoaddental.co.uk

You can also seek advice from The Information Commissioner’s Office (ICO),
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, or start a live chat or call
helpline on 0303 123 1113.