Highland View Dental Surgery takes great care to protect the personal data we hold for our patients in line with the requirements of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
The purpose of collecting and storing personal data about our patients is to ensure we can:
During the COVID-19 pandemic, we may also collect and store personal data about our patients for the purposes of protecting public health and monitoring and managing the COVID-19 pandemic.
The personal data we process (processing includes obtaining the information, using it, storing it, securing it, disclosing it, and destroying it) for our patients includes:
We keep an inventory of personal data we hold on our patients and this is available for patients on request. A list of personal information held is also included in our Privacy Notice that is given to all patients.
At Highland View Dental Surgery sensitive personal information relating to our patients is only used to provide dental care for the individual. It is never shared for research purposes or any non-clinical need. The National Opt-out Policy introduced in March 2020 is therefore not operated at our practice on this basis.
Should we change our policy to use information for a non-clinical purpose or a research project, we would then introduce the National Opt-out policy.
The information we collect, and store will not be disclosed to anyone who does not need to see it.
We will share our patients’ personal information with third parties when required by law or to enable us to deliver a service to them or where we have another legitimate reason for doing so. Third parties we may share patients’ personal information with may include:
We may also share personal information where we consider it to be in a patient’s best interest or if we have reason to believe an individual may be at risk of harm or abuse.
Under the GDPR and the Data Protection Act 2018, all individuals who have personal information held about them have the following personal privacy rights:
Patients who wish to have inaccuracies deleted or to have information erased must speak to the dentist who provided or provides their care.
The GDPR requires us to state the legal basis upon which we process all personal data for our patients and it requires us to inform our patients of the legal basis on which we process their personal data. This is clearly stated in our privacy notice that is given to all patients.
The legal bases for recording individual types of data are recorded in our patient personal data inventory. This is available for all patients to see on request.
The legal basis on which we process personal information for our private patients is processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional.
The legal basis on which we process personal information for our payment plan patients is processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional.
All individuals who have personal data held about them have a right to object to their personal data being subjected to automated decision making.
Patients will always be asked to give specific, informed, verifiable, opt in consent for any processes involving automated decision making.
Highland View Dental Surgery always obtains specific, unambiguous opt in consent from all patients to whom we send direct marketing information.
Your personal information will never be passed to third parties unless we are making a professional referral for you. If we have your consent for referral to another health care provider we will send them just the information that they need to provide the necessary assessment, tests or treatments.
We also obtain specific, unambiguous, opt in consent from our patients receiving treatment at the practice during the outbreak of Covid 19. For a new patient, we obtain consent for these things when the patient first attends the practice. For an existing patient, we ask the patient for consent when they attend for their recall appointment or for a treatment appointment. We refresh this consent annually when the patient completes a new medical history proforma.
Patients who have given their opt in consent have a right to withdraw their consent at any time. Patients are advised of their right to withdraw their consent for anything they wish to withdraw from in our privacy notice.
The rules on processing and sharing information during the COVID-19 pandemic have been relaxed to allow healthcare providers to protect public health and manage the spread of the virus.
Highland View Dental Surgery may need to contact our patients, their families or third-party organisations regarding patients’ appointments, medical histories, and treatment. Where possible, we will obtain prior consent to process and share this information.
Where patients have not previously consented to, or have withdrawn their consent for us to contact or share or process their data, we will assess whether the need for processing is proportionate and necessary in relation to the risk to the individual and/or the public if the information is not shared.
This practice retains dental records and orthodontic study models while the patient is a patient of the practice and, after they cease to be a patient, for at least eleven years, or for children until age 25, whichever is the longer.
All individuals who have personal data held about them have a right to complain. All complaints concerning personal data should be made in person or in writing to Amanda Smith. All complaints will be dealt with in line with the practice complaints policy and procedures.
Please note that by uploading images to the Smilemate application you consent to these images being used for the purpose of creating a Smilemate diagnostic report. Highland View (the Practice) is not responsible for Smilemate’s processing of your personal data and images, and by clicking on the link to the Smilemate application you consent to this third party processing and storing your data. If you would like your data to be deleted following the production of a diagnostic report please contact Smilemate directly.
The Practice and Dentex have no responsibility or liability whatsoever for the storage, deletion or use of data shared with Smilemate (or any other third party) or of the accuracy of the diagnostic report produced by Smilemate. The Practice accepts no responsibility for any damage, loss, liabilities, injury or disappointment incurred or suffered as a result of the use of the Smilemate application in whatever capacity that may be. The Practice shall not be liable for any failure to comply with its obligations where the failure is caused by something outside its reasonable control. The Practice shall only have a duty of care to patients who are engaged with the Practice directly and no duty of care will be created as a result of the production of a diagnostic report or as a result of any advice or recommendations given by any third party (this includes Smilemate and all affiliated companies).
This Policy was reviewed and implemented on: 07.04.2021
This policy and relevant procedures will be reviewed annually and are due for review on 07.04.2022 or prior to this date in accordance with new guidance or legislative changes.