PRACTICE DATA PROTECTION POLICY FOR PATIENTS

Keeping your records

The Barbara Castle Dental practice complies with the 2018 Data Protection Act and General Data Protection Regulation (GDPR) and this policy describes our procedures for ensuring that personal information about patients is processed fairly and lawfully.  

Our assigned Data Protection Officer is  Akpo Siekpe

What personal data do we hold?

To provide you with a high standard of dental care and attention, we need to hold personal information about you.  This personal data includes:

Why do we hold information about you?  

We need to keep comprehensive and accurate personal data about our patients in order to provide them with safe and appropriate dental care.  We also need to process personal data about you in order to provide care under NHS arrangements and to ensure the proper management and administration of the NHS.    

How we process the data

The GDPR includes the following rights for individuals:  

The right to data portability is new. It only applies:  to personal data an individual has provided to a controller;  where the processing is based on the individual’s consent or for the performance of a contract; and  when processing is carried out by automated means.

We will process personal data that we hold about you in the following way to reflect and uphold those rights:

 

Retaining information

We will retain your dental records while you are a practice patient and after you cease to be a patient, for at least 11 years or for children until age 25, whichever is the longer.

 

Security of information

Personal data about you is held in the practice’s computer system and/or in a manual filing system.  The information is not accessible to the public; only authorised members of staff have access to it.  Our computer system has secure audit trails and we back up information routinely.

If we suffer any breaches we will inform you and investigate it.

Disclosure of information

To provide proper and safe dental care, we may need to disclose personal information about you to:

Disclosure will take place on a ‘need-to-know’ basis, so that only those individuals/organisations who need to know in order to provide care to you and for the proper administration of Government (whose personnel are covered by strict confidentiality rules) will be given the information.  Only that information that the recipient needs to know will be disclosed.

In very limited circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by this Code of Practice will only occur when we have your specific consent.  

Where possible you will be informed of these requests for disclosure.

Access

You have the right of access to the data that we hold about you and to receive a copy.  Access may be obtained by making a request in writing and the payment of a fee for access of up to £10 (for records held on computer) or £50 (for those held manually or for computer-held records with non-computer radiographs). We will provide a copy of the record within 40 days of receipt of the request and fee (where payable) and an explanation of your record should you require it.

The right to data portability is new with GDPR. It only applies:  to personal data an individual has provided to a controller;  where the processing is based on the individual’s consent or for the performance of a contract; and  when processing is carried out by automated means.

If you do not agree

If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this Code of Practice, please let us know. 


Name

Dr Irene Amrore

Signature

 Irene Amrore

Date approved

10/12/2012

Review date

10/12/2013

Review date

10/12/2014

Review date

10/12/2015

Review date

 10/12/2016

Review date

 10/12/2017

Review date

20/05/18 (GDPR review and update)