Privacy and Cookies

Our 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 Park Dental Clinic Ltd. The data protection officer is Trishan Malhi, who can be contacted at the address below or at [email protected]

This Privacy Notice is available at reception, by email ([email protected]) and on the  practice website at www.theparkbraceclinicl.co.uk

What personal data do we hold?

In order to provide you with a high standard of dental care and attention, we need to hold personal information about you. You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.

This personal data comprises:

• your past and current medical and dental condition; personal details such as your age, national insurance number/NHS number, address, telephone number and your general medical practitioner
• radiographs, clinical photographs and study models
• information about the treatment that we have provided or propose to provide and its cost
• notes of conversations/incidents that might occur for which a record needs to be kept
• records of consent to treatment
• any correspondence relating to you with other health care professionals, for example in the hospital or community services.

The categories of data we process are:

• Personal data for the purposes of staff and self-employed team member management
• Personal data for the purposes of direct mail/email/text/other marketing
• Special category data including health records for the purposes of the delivery of health care
• Special category data including health records and details of criminal record checks for managing employees and contracted team members

We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.

• Personal data is stored in the EU whether in digital or hard copy format
• Personal data is stored in the US in digital format when the data storage company is certified with the EU-US Privacy Shield
• Personal data is obtained when a patient joins the practice, when a patient is referred to the practice

The lawful basis for processing special category data such as patients’ and employees’ health data is as follows:

• 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 lawful basis of processing personal data such as name, address, email or phone number is:

• Consent of the data subject
• Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract

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.

We will process personal data that we hold about you in the following way:

Retaining information

The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records in order to meet our legal requirements. The retention period for staff records is 6 years. The retention periods for other personal data is 2 years after it was last processed.

You have the following personal data rights:

• The right to be informed
• The right of access
• The right to rectification
• The right to erasure (clinical records must be retained for a certain time period)
• The right to restrict processing
• The right to data portability
• The right to object

Further details of these rights can be seen at the Information Commissioner’s website.

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 and only authorised members of staff have access to it.

Disclosure of information

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

• your general medical practitioner
• the hospital or community dental services
• other health professionals caring for you
• NHS payment authorities
• the Inland Revenue
• the Benefits Agency, where you are claiming exemption or remission from NHS charges
• private dental schemes of which you are a member.

Internet Based Advertising

We sometimes use Linkedin, Facebook and Twitter advertising services and as such there are tracking codes installed on our website so that we can manage the effectiveness of these campaigns.  We do not store any personal data within this type of tracking.

Collecting Reviews

We collect reviews from patients through our website using ‘www.getfivestars.com’ . Details of how GetFiveStars ensures compliance with GDPR is at Details of their GDPR compliance is at https://userguide.getfivestars.com/knowledge-base/getfivestars-and-gdpr-compliance/

Online Smile Quiz

We allow visitors to our website to complete a short online quiz. Submissions are handled and stored by www.typeform.com whose privacy policy and GDPR terms can be found at www.typeform.com/help/what-happens-to-my-data/ .

Email Newsletter

Users are given the opportunity to subscribe to our email newsletter through our website.  The email newsletter will generally contain information such as special offers, news about the practice and team and information about our treatments. Each newsletter we send out contains a link allowing users to unsubscribe instantly. Our email newsletter contains a so-called tracking pixel which is   a miniature embedded graphic embedded to enable log file recording and analysis. This allows a statistical analysis of the success or failure of online marketing campaigns. Based on the embedded tracking pixel, the Cavendish Dental Practice may see if and when an e-mail was opened by a data subject, and which links in the e-mail were called up by data subjects.

Such personal data collected in the tracking pixels contained in the newsletters are stored and analyzed by the controller in order to optimize the shipping of the newsletter, as well as to adapt the content of future newsletters even better to the interests of the data subject. These personal data will not be passed on to third parties.

Website Contact Forms

Our website contains contact forms which enable users to send a direct message to our team. When completed, the form is submitted and automatically stored as an email at our reception desk email address. The form should not be used for sending personal or sensitive patient data and is meant to be for general enquiries only.

If a data subject contacts the controller by e-mail or via a contact form, the personal data transmitted by the data subject are automatically stored. Such personal data transmitted on a voluntary basis by a data subject to the data controller are stored for the purpose of processing or contacting the data subject. There is no transfer of this personal data to third parties.

Comments, suggestions and complaints

Please contact Dr Trishan Malhi at the practice for a comment, suggestion or a complaint about your data processing at [email protected]   or by writing to or visiting the practice at The Park Brace Clinic, 18 Royal Scot Road, The Brace Suite, Pride Park, Derby, Derbyshire, DE24 8AJ

If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who’s misused personal data. You can also visit their website for information on how to make a data protection complaint.

Cookies

WHAT ARE COOKIES?

In order to provide you with the most efficient and personalised experience when using our Website, we may collect certain information from you by using cookies.

Cookies are small text files that are stored on your computer, tablet or mobile device when you visit our Website. We use these cookies to identify when it is you are visiting our Website, which helps us to make your visit to our site quicker and easier. For example, by remembering your preferences when you return to the site or keeping you logged in.

We use a web analytics tool to analyse how the site is used, so other details that we may collect from you include those of your visit such as; how you arrive at the site, what you do on the site and which browser or operating system you use. All of this information is collected anonymously, so is not tied to any personally identifiable information and allows us to complete internal research on our users’ demographics, interests and behaviours in order to better understand and serve you.

COOKIE POLICY

Cookies are text files put on your computer to collect standard internet log information and visitor behaviour information.  We don’t store personally identifiable information such as credit card details in cookies we create, but if you’d prefer to restrict, block or delete cookies from our Website, or any other Website, you can use your browser to do this. Please note in a few cases some of our website features may not function because of this. Each browser is different, so check the ‘Help’ menu of your particular browser (or your mobile phone’s handset manual) to learn how to change your cookie preferences.

You can find more information about cookies and how to restrict, block and delete them at www.aboutcookies.org (opens in a new tab – please note that we’re not responsible for the content of external Websites).

Analytics – eg how visitors use our website

We use Google Analytics to store information about how visitors use our website so that we may make improvements and give visitors a better user experience. Google Analytics is a third-party service that records information about the pages you visit, the length of time you were on specific pages and the website in general, how you arrived at the site and what you clicked on when you were there. These cookies do not store any personal information about you eg name, address etc and we do not share the data. Google’s privacy policy is at  www.google.com/intl/en/policies/privacy/

IP addresses

An IP or Internet Protocol Address is a unique numerical address assigned to a computer as it logs on to the internet. We do not have access to any personally identifiable information. Your IP address is logged when visiting our site, but our analytics software only uses this information to track how many visitors we have from particular regions.

This Privacy policy was updated 21 May 2018