Olney Dental Care takes privacy and the protection of patient and staff data very seriously. On 25th May 2018, a new Europe-wide data protection regulation came into effect: the General Data Protection Regulation (GDPR). The new regulation seeks to strengthen and unify data protection for all individuals within the European Union and grants new and enhanced rights for individuals in relation to their personal information. GDPR means that we at Olney Dental Care will be more accountable for handling of people’s personal information and as such we have updated our data protection policies.
Data Protection Code Of Practice
Our data protection code of practice lays out our procedures that ensure Olney Dental Care and our employees comply with The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)
Our Data Protection Principles
The protection and security of your personal data is of paramount importance to us. The use of your personal data is in strict compliance with data protection regulations in order to make you feel secure with us in matters of data protection.
It is important to us that you are always aware of which personal data is collected during your visit on our website and during the use of our services and offers as well as how we use said data afterwards. The following notices are intended to provide you with information about this and also to inform you of how we protect your personal data from manipulation, loss, destruction or improper use.
Collection and Use of Personal Data
Personal data is any data that allow for your personal identification, i.e. your name, address, phone number or email address (“Personal Data”). Personal Data is only collected, processed or used by us if permitted by law or if you have given your prior consent.
The collection, processing or use of your Personal Data is used in particular for the following purposes:
a. Contact Request
We use your Personal Data exclusively to process your request to get in contact with you.
b. Patient Registration
Without your explicit consent, we only use your Personal Data to carry out your registration.
c. Online Appointment Request
If applicable, when you request a dental appointment online via www.olneydentalcare.co.uk, your information is used for the sole purpose of processing your requested dental appointment. As soon as your data is no longer needed it is deleted or destroyed.
We and our service providers take technical and organisational security measures to protect stored Personal Data against accidental or intentional manipulation, loss, destruction or against access by unauthorised persons. Our data processing and security measures are improved continuously to fall in line with technological developments.
What Personal Data Do We Hold?
To provide patients with a high standard of dental care and attention, we need to hold their personal information. This personal data can include:
Past and current medical and dental condition; personal details such as age, address, telephone number and general medical practitioner
Radiographs, clinical photographs and study models
Information about their treatment that we have provided or propose and its cost
Notes of conversations or incidents that might occur for which a record needs to be kept
Records of consent to treatment
Any correspondence relating to them and other health care professionals, for example in the hospital or specialist institution.
Why Do We Hold Information About You?
We need to keep comprehensive and accurate personal data about patients to provide you with safe and appropriate dental care. We will ask you when you attend for an appointment to update your medical history and contact details.
We will retain your dental records and study models while you are a practice patient and after you cease to be a patient, for at least eleven 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 locked manual filing system. The information is only accessible to authorized team members. Our computer system has secure audit trails and we back up information routinely.
Disclosure Of Information
To provide proper and safe dental care we may need to disclose personal information about you to:
Your general medical practitioner
Medical or other Dental Services
Other health professionals caring for you
Private dental schemes of which you are a member
Agents and Third parties as required by legal and law
Disclosure will take place on a ‘need-to-know’ basis. Only those individuals/organisations who need to know to provide care for you and for the proper administration of Government (whose personnel are covered by strict confidentiality rules) will be given the information. 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 To Your Records
You have the right of access to the data that we hold about you and to receive a copy. Parents may
access their child’s records if this is in the child’s best interests and not contrary to a competent child’s
wishes. Formal applications for access must be in writing to The Practice Manager. Our data protection
officer, Dr Omar Farooq, 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, Dr Omar Farooq, by email at firstname.lastname@example.org or by phone 01274 720980.
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 discuss the matter with your dentist. You have the right to
object; however, this may affect our ability to provide you with dental care.
You have a right to withdraw your consent at any time, however this will not be retrospective.