Clearwater Dental processes personally identifiable information that relates to patients and is therefore required by law to comply with the UK General Data Protection Regulation (UK GDPR), which protects your privacy and ensures that your personal information is processed fairly and lawfully.
Our Data Protection Officer is Eduard Burca.
Our Commitment to Patients
Clearwater Dental is committed to ensuring compliance with UK GDPR and upholding ethical principles in all aspects of its work. Our goal is to protect the interests of patients and maintain the confidentiality and security of any personal information held by the practice in any form.
Why Does the Practice Hold Personal Information About Me?
We keep information about you to:
- Ensure the dental team can contact you easily.
- Provide you with the best possible dental care.
- Provide care for you under the NHS.
- Enable the administration of NHS services.
Our legal basis for holding this information is:
- Patient care: Processing is necessary for dental treatment and healthcare provision.
- Legal obligation: Compliance with employment laws and NHS requirements.
- Legitimate interests: Ensuring effective practice operations.
How Does the Practice Collect Personal Information?
We collect personal information either directly from you or receive it from third parties, such as other dental or medical providers. It is important that the personal information we hold about you is accurate and current. Please keep us informed of any changes to your personal information.
What Personal Information Is Kept?
Personal information includes facts (e.g., treatment you have had) and opinions (e.g., any concerns you or your dentist might have about your dental health). To provide the best possible care for you, accurate and comprehensive personal information is required. The following records are kept and updated regularly:
- Personal information and contact details, including your name, address, and date of birth
- Dental, social, and medical histories (e.g., past or current medical conditions, current medication, the name of your GP)
- Results of the examination of your mouth and oral health, including radiographs and clinical photographs
- Information about appointments
- Any treatments and their costs
- Any proposed care, including advice we give you and referrals you might need
- Any concerns you or your dental team might have
- Details of your consent for specific procedures
- Correspondence with other healthcare professionals related to your care
How Is My Personal Information Processed?
Processing of Personal Information
To provide you with appropriate care, we process your personal data for the following purposes:
- Your care – We keep patient records to allow us to provide appropriate dental treatment and care.
- Practice administration – We use your contact information to inform you when your next appointment is due and send reminders for any booked appointments.
Sharing Relevant Information
To provide you with appropriate care, we may need to share your personal data with:
- Another dentist or healthcare professional who is caring for you
- Your GP
- A laboratory
- NHS payment authorities
- HM Revenue and Customs
- The Department for Work and Pensions, if you are claiming exemption or remission from NHS charges
- A private dental scheme, if you are a member
In these cases, only the minimum necessary information will be shared. Rarely, the law requires us to pass on information to prevent serious crime or injury. Where possible, we will inform you of any requests to share your personal information.
Storage and Retention of Personal Information
We keep patient records for a minimum of 10 years from the last contact for both adult and child patients. A child’s record will evolve into an adult record.
We will not retain records for longer than necessary, and once they are no longer required, they will be securely shredded.
Personal information is stored on a secure, password-protected practice computer system; only authorized practice staff have access to these systems. Backups of these data are made regularly.
Your Right to Access Personal Information
Under UK GDPR, you have the right to request a copy of the information our practice holds about you. If you would like to make a request, please ask at reception or send your request in writing to:
Clearwater Dental Practice
11 High Street
Jedburgh
TD8 6AQ
We do not charge a fee for this information unless the request is deemed excessive. The practice will respond to your request within one month of its receipt. If we refuse your request, we will provide reasons for doing so. You have the right to appeal to the Information Commissioner’s Office (ICO) in this situation (see below for contact details).
You also have the right to:
- Request correction of any inaccuracies in your personal information
- Request that we erase your information
- Object to the processing of your information
- Ask for the processing of your information to be restricted
- Request the transfer of your personal information to another party, such as another dental practice
If you have concerns about the way we handle your personal information, you have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Tel.: 0303 123 1113
Email: mail@ico.org.uk
Website: www.ico.org.uk
If you have a query or require more information, please contact our receptionist at 01835 862234 or write to the Practice Manager, Eduard Burca, at the address above.