Privacy Policy

1. Purpose

St Andrews Dental Practice aims to meet the requirements of the Data Protection Act 2018, the United Kingdom General Data Protection Regulation (UK GDPR), the guidelines on the Information Commissioner’s (ICO) website, and our professional guidelines and requirements.

This privacy notice describes the type of personal information we hold, why we keep it, and what we do with it.

2. Registered name

The data controller is St Andrews Dental Practice.

3. Contact details

If you have an enquiry or request, please contact:

St Andrews Dental Practice

17A High Street, Biggleswade, Bedfordshire, SG18 0JE

Email: standrewsdental@hotmail.co.uk

Phone: 01767 313182

This privacy notice is also available [https://standrewsdentalpractice.co.uk/], or a hard copy can be requested from the Practice by emailing or calling directly.

4. What information we collect, use, and why

The personal data we process includes:

Name, address, contact details, gender, pronoun preferences, date of birth, nationality, NHS number, medical history, dental history, family medical history, family contact details, emergency contact details, marital status, information about care needs, financial details, doctor’s details, treatment plans, consent, X-rays, clinical photographs, digital scans, study models, appointment dates, details of complaints, [call recordings and CCTV recordings].

We may also process more sensitive special category data, including:

Ethnicity, race, religion, health records, sex life information, or sexual orientation.

The reasons we process the data include:

a. To fulfil our contract with you

b. To maintain a contemporaneous clinical record

c. To discuss treatment options

d. To provide dental prevention and oral health advice

e. To ensure any medication we prescribe is suitable

f. To modify treatments based on individual needs

g. To meet our obligations under the Equality Act 2010

h. To carry out financial transactions

i. To manage appointments, recall arrangements and send reminders

j. To communicate with your next of kin in an emergency

k. To communicate with parents or carers about the person being cared for

l.. To refer to other dentists, doctors and health professionals as required

m. For debt recovery

n. To continually improve the care and service you receive from us

o. To assist with safeguarding or public protection concerns

p. To assist with dealing with queries, complaints or claims

5. Lawful basis (Personal data)

Our lawful bases for processing personal data:

a. A legitimate interest to provide evidence-based dental care to patients safely and effectively

b. Consent of the data subject

c. To comply with our legal obligations

6. Lawful basis (Special category data)

Our Article 9 conditions for processing special category data:

a. Processing is necessary for ethical and professional health care purposes

b. Processing is necessary to monitor and assess the quality of opportunity or treatment between different groups

c. Consent of the data subject

7. Data protection rights

You have the following personal data rights:

a. Right of access – request a copy of the data we hold about you.

b. Right to rectification – correct or delete inaccurate or incomplete data.

c. Right to erasure – ask us to delete your personal data (except where legally required).

d. Right to restrict processing – limit how your personal data is used.

e. Right to data portability – request transfer of data to another provider.

f. Right to withdraw consent – withdraw your consent at any time.

8. Where we get personal information from

We obtain your details when you enquire about our care and service, join the practice, subscribe to our newsletter or register online, complete a registration or medical history form, from family members or carers, and when another healthcare provider refers you for treatment at our practice.

We also use CCTV to:

a. Protect the practice premises and property

b. Increase the safety of patients, staff, and visitors

c. Deter criminal activity and anti-social behaviour

d. Assist in the apprehension or prosecution of offenders

e. Provide evidence to a court or tribunal

9. How long do we keep information

We minimise the data that we keep and do not keep it for longer than necessary.

We keep your records for 11 years after your last visit or until age 25, whichever is longer.

At your request, we will delete non-essential information before the end of this period.

CCTV images are kept and securely destroyed after 3 months, unless required longer due to investigation or legal proceedings.

10. How we store information

Your information is stored securely on our practice computer system and manual filing system. Only authorised staff have access and are trained in confidentiality.

We use specialist dental software with secure audit trails and regular backups to protect your information.

11. Sharing information

To provide appropriate care, we may share limited personal data with:

a. Another dentist or health professional

b. Your GP or consultant

c. A dental laboratory

d. NHS payment authorities

e. HMRC

f. Benefits Agency (if claiming NHS exemptions)

g. Private dental schemes

h. Safeguarding organisations

12. Sharing CCTV recordings

CCTV recordings will only be shared when legally required, such as:

a. Requests from local authorities, police, or courts

b. Legal claims

c. Police warrants or court orders

13. Duty of confidentiality

Exceptional circumstances might override confidentiality, such as:

a. Public health or safety risks

b. Police investigations to prevent or detect crime

c. Court orders

d. Legal claims by or against a patient

14. NHS required: National data opt-out

Your health information helps improve care, research, safety, and planning.

If you’re happy with this, no action is required.

To learn more or to opt out, visit www.nhs.uk/your-nhs-data-matters.

Opting out will not affect how your data is used for your personal care.

15. How to complain

If you have any concerns about how we use your data, please contact us directly.

If you’re unsatisfied, contact the Information Commissioner’s Office (ICO):

0303 123 1113

www.ico.org.uk/make-a-complaint

16. Review and Revision

This privacy notice is reviewed annually and updated to ensure compliance with regulations and standards.