Titley Darby & Associates Dental Practice

We are a Data Controller under the terms of the Data Protection Act 2017 and the requirements of the EU General Data Protection Regulation.

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

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 privacy notice describes the type of personal information we hold, why we hold it and what we do with it.

Here at Titley, Darby Sukhdave Dehal the practice owner is 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 Dental Professionals involved with your care and treatment. Also involved are the reception staff and practice manager who are responsible for the administration and management of the practice.

Our Data Protection Officer is Sukhdave Dehal he 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 our Data Protection Officer Sukhdave Dehal by email dave@completedental.co.uk or telephone 01902 341770.

We can only hold and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in particular circumstances.

We hold personal information about you including your name, date of birth, national insurance number, NHS number, address, telephone number and e mail address. This information allows us to fulfil our contract with you to provide appointments. We will also use this information to send you reminders and recall appointments as we have a legitimate interest to ensure your continuing care and make you aware of our services.

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 you and 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 interest of ensuring the quality of 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 obligation to you to provide dental care and allows us to meet legal financial obligations.

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 you need, we require up-to-date and accurate information about you.

We will share your information with the NHS (for NHS patients) Simply Health (for Denplan patients) in connection with your dental treatment.

We may from time to time contact you to conduct patient surveys or find out if you are happy with the treatment you receive for quality control purposes.

We will seek your preference for how we contact you about your dental care. Our usual methods are, telephone, text message, e mail or letter.

We have CCTV at the practice for the purposes of staff and patient safety. CCTV is not used in treatment rooms.

Sharing Information

Your information is normally only used 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 to
• NHS payment authorities
• The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges
• Dental Laboratories
• Debt Collection Agencies
• Private Dental Schemes of which you are a member

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 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 and in a manual filing 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 the security of the practice premises, the practice filing system 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 information up 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 whichever is the longer. At your request we will delete non-essential information (for example some contact details) before the end of this period.

Access to your information and other rights

You have the right to access the information that we hold about you and to receive a copy. 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 some of the information we hold. For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). However we can, if you as us to, delete some contact details and other non-clinical information.
• Stop using your information – for example, sending you reminders for appointments or information about our service.Even if you have given us consent to send you marketing information, you may withdraw that consent at any time.
• Stop using information if you believe the information is inaccurate or you believe we are suing your information illegally.
• Supply your information electronically to another dentist.

If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using your information for that purpose.

All requests should be made by e mail to the practice manager ann@tddentists.co.uk or in writing to the Data Protection Officer 20 Stubbs Road Wolverhampton WV3 7DF

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 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 Commissioners

Office(ICO)Wycliffe House,Water lane,Wilmslow,Cheshire,SK95AF.(0303123113or01625545745)