The practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR), the guidelines on the Information Commissioner’s website, as well as our professional guidelines and requirements.
The Data Controller is Dr Barkat Ahmed. The Information Governance Lead is Dr Barkat Ahmed, who is also the Data Protection Officer.
You will be asked to provide personal information when joining the practice. The purpose of processing your personal data is to provide you with optimum dental healthcare and prevention.
Personal data for the provision of dental healthcare.
Personal data for the purposes of providing treatment plans, recall appointments, reminders, or estimates.
Personal data such as details of family members for the provision of healthcare to children or for emergency contact details.
Personal data for the purposes of employed and self-employed team members’ employment and engagement respectively.
Personal data for the purposes of direct mail, email, text, or other communications to inform you of important announcements or about new treatments or services.
Personal data, including IP addresses, so that we can understand our patients better, inform our marketing approach, and improve the website experience.
Special category data, including health records, for the purposes of the delivery of healthcare and meeting our legal obligations.
Special category data, including health records.
Special category data to meet the requirements of the Equality Act 2010.
Special category data, including details of criminal record checks for employees and contracted team members.
Your data will be shared with the NHS in England if you are having NHS treatment.
For full details of where your data is stored, please ask to see Information Governance Procedures (M 217C).
The legitimate interests of the dental practice.
Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract.
Consent of the data subject.
To comply with our legal obligations.
Processing is necessary for healthcare purposes.
Processing necessary for identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people, with a view to enabling such equality to be promoted or maintained.
We obtain consent of the data subject to process criminal record checks.
Other.
To maintain your contemporaneous clinical records.
To provide you with dental treatment, prevention, and oral health advice.
To carry out financial transactions with you.
To manage your NHS dental care treatment.
To send your personal data to the General Dental Council or other authority as required by law.
To communicate with you as and when required, including appointment reminders, treatment plans, estimates, and other communications about your treatment or the practice.
To communicate with your next of kin in an emergency.
If a parent or carer, to communicate with you about the person you parent or care for.
To refer you to other dentists, doctors, and healthcare professionals as required.
To obtain criminal record disclosures for team members.
For debt recovery.
To continually improve the care and service you receive from us.
Your name, address, gender, date of birth, NHS number, medical history, dental history, family medical history, family contact details, marital status, financial details for processing payment, your doctor’s details, and details of treatment at the practice.
We may process more sensitive special category data, including ethnicity, race, religion, or sexual orientation, so that we can meet our obligations under the Equality Act 2010, or, for example, to modify treatment to suit your religion and to meet NHS or HSC obligations.
The retention period for special category data in patient records is a minimum of 10 years and may be longer for complex records or to meet our legal requirements.
The retention period for staff records is 6 years.
The retention period for other personal data is 2 years after it was last processed.
Details of retention periods are available in the Record Retention (M 215) procedure available from the practice.
We obtain your personal details when you enquire about our care and service, when you join the practice, when you subscribe to our newsletter or register online, when you complete a registration or medical history form, and when another practitioner refers you for treatment at our practice.
Occasionally, patients are referred to us from other official sources such as NHS clinics or hospitals.
You have the following rights:
The right to be informed about the collection and use of your personal data.
The right of access, to have a free copy of the data we hold about you.
The right to rectification, to correct data that is inaccurate or incomplete.
The right to deletion of your personal data (although clinical records must be retained for a certain period).
The right to restrict processing of your personal data.
The right to data portability, to have your data transferred to someone else.
The right to object to the processing of your personal data.
Rights in relation to automated decision-making and profiling.
Further details of these rights can be found in our Information Governance Procedures (M 217C) or on the Information Commissioner’s website.
If you are a patient of the practice:
You have the right to withdraw consent for important notifications, newsletters, surveys, or marketing. You can ask us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email, or text. You have the right to obtain a free copy of your patient records within one month.
If you are not a patient of the practice:
You have the right to withdraw consent for processing personal data, obtain a free copy of it within one month, correct errors in it, or ask us to delete it. You can also withdraw consent from communication methods such as telephone, email, or text.
We have carried out a Privacy Impact Assessment (M 217Q) and you can request a copy using the contact details below.
Details of how we ensure the security of personal data can be found in our Security Risk Assessment (M 217M) and Information Governance Procedures (M 217C).
Please contact the Information Governance Lead at the practice for a comment, suggestion, or complaint about your data processing:
Email: Info@dentalw12.co.uk
Telephone: 020 8743 3534
Address: 96 Goldhawk Road, Shepherds Bush, London W12 8HD
We take complaints very seriously.
If you are unhappy with our response or require advice, you should contact the Information Commissioner’s Office (ICO).
Telephone: 0303 123 1113
You can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who has misused personal data. You can also visit their website for information on how to make a data protection complaint.
You can also use these contact details to request copies of the following practice policies or procedures:
Data Protection and Information Security Policy (M 233-DPT)
Consent Policy (M 233-CNS)
Privacy Impact Assessment (M 217Q)
Information Governance Procedures (M 217C)
Record Retention (M 215)
If you have an enquiry or a request, please contact:
Dr Barkat Ahmed
Information Governance Lead
Dental W12
96 Goldhawk Road, Shepherds Bush, London W12 8HD
Email: info@dentalw12.co.uk
Telephone: 0208 743 3534
Thank you.
Dental W12 is one of many organisations working in the health and care system to improve care for patients and the public.
Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service.
Collecting this information helps to ensure you receive the best possible care and treatment.
The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:
Improving the quality and standards of care provided.
Research into the development of new treatments.
Preventing illness and diseases.
Monitoring safety.
Planning services.
This may only take place when there is a clear legal basis to use this information.
All these uses help to provide better health and care for you, your family, and future generations.
Confidential patient information about your health and care is only used in this way where allowed by law.
Most of the time, anonymised data is used for research and planning so that you cannot be identified, in which case your confidential patient information is not needed.
You have a choice about whether you want your confidential patient information to be used in this way.
If you are happy with this use of information, you do not need to do anything.
If you choose to opt out, your confidential patient information will still be used to support your individual care.
To find out more or to register your choice to opt out, please visit:
www.nhs.uk/your-nhs-data-matters
On this webpage you will:
See what is meant by confidential patient information.
Find examples of when confidential patient information is used for individual care and when it is used for purposes beyond individual care.
Learn more about the benefits of sharing data.
Understand who uses the data.
Find out how your data is protected.
Access the system to view, set, or change your opt-out setting.
Find the contact telephone number if you want further information or wish to set or change your opt-out by phone.
See the situations where the opt-out will not apply.
You can also find out more about how patient information is used at:
https://www.hra.nhs.uk/information-about-patients/
(health and care research)
and
https://understandingpatientdata.org.uk/what-you-need-know
(how and why patient information is used, the safeguards in place, and how decisions are made)
You can change your mind about your choice at any time.
Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes. Data would only be used in this way with your specific agreement.
Health and care organisations have until 2020 to put systems and processes in place so they can comply with the National Data Opt-Out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care.
Our practice only uses your personal health data to provide individualised care to you and does not disclose your data for any other purposes. Therefore, the National Data Opt-Out does not apply to our use of your data, and we are compliant with the policy.