Privacy Notice for Patients

What Is The Purpose Of This Document?

Stoke Road Dental Practice is committed to protecting the privacy and security of your personal information.

This privacy notice explains how we collect, use, and store personal data about patients during and after any treatment with us, in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant UK legislation. It includes how your data is used within the practice and as part of national healthcare initiatives, including the NHS National Data Opt-Out.

Stoke Road Dental Practice is a “data controller”. This means we are responsible for deciding how we hold and use your personal information.

This notice applies to current and former patients. It does not form part of any contract for treatment. We may update this notice at any time.

Please read this notice alongside any additional privacy information we may provide to you. A copy of the full GDPR Policy and Procedure is available at the Practice.

Data Protection Principles

We will comply with data protection law. This means that your personal information must be:

  1. Processed lawfully, fairly, and transparently.
  2. Collected for specified, explicit, and legitimate purposes.
  3. Adequate, relevant, and limited to what is necessary.
  4. Accurate and kept up to date.
  5. Retained only as long as necessary.
  6. Processed securely.

The Kind Of Information We Hold About You

We may collect, store, and use the following categories of personal data:

  • Contact details (name, address, phone, email)
  • Date of birth, gender, marital status
  • Emergency contact, next of kin
  • National Insurance number
  • Bank account/payment details (if applicable)
  • Appointment history
  • Dental records and treatment plans
  • Health information relevant to your dental care

Special category data includes:

  • Medical history, x-rays, images, notes
  • Details of your oral health and physical condition
  • Genetic/biometric data if relevant to your treatment

How Is Your Personal Information Collected?

We collect your information:

  • Directly from you (at registration or during treatment)
  • From previous healthcare providers or referrers
  • During your ongoing care

How We Use Your Information

We use your personal information only when the law allows us to do so. Most commonly, we will use your information in the following situations:

  • To provide safe, effective, and individualised dental care and treatment in line with clinical best practice.
  • To manage our relationship with you, including handling enquiries, booking and managing appointments, reminders, and responding to feedback or complaints.
  • To maintain accurate and up-to-date clinical and administrative records.
  • To administer your participation in any Dental Plan Membership Scheme you are part of.
  • For billing, processing payments, and financial record-keeping, including liaising with insurers where applicable.
  • To comply with legal and regulatory obligations, such as those imposed by the Care Quality Commission (CQC), General Dental Council (GDC), HMRC, and NHS England.
  • For internal audits, performance management, and quality assurance to ensure our standards of care remain high.
  • To fulfil obligations related to health and safety, safeguarding, and risk management.
  • To cooperate with health authorities or regulators when required by law, for example in public health reporting or inspections.
  • For statistical analysis, research, and reporting (where data is anonymised or where legally permitted).

We do not use your data for direct marketing without your explicit consent. Where consent is given, you may withdraw it at any time.

Some of the above reasons for processing your data may overlap. This means that we may process your personal information for several lawful bases at the same time.

If You Fail To Provide Information

Without certain information, we may be unable to:

  • Provide dental care
  • Comply with our legal obligations

Change Of Purpose

We only use your data for the purposes we collected it for. If we need to use it for another purpose, we will notify you and explain the legal basis.

How We Use Particularly Sensitive Data

We process sensitive (special category) data:

  • With your explicit consent
  • To provide care
  • To meet our legal obligations
  • For public interest or research, where anonymised where possible

Do We Need Your Consent?

We do not require consent to use your health data for treatment or legal obligations. Consent will be sought only where required, and it is not a condition of care.

NHS National Data Opt-Out

The NHS uses confidential patient information beyond individual care (e.g. planning services, research). You may opt out of this use at any time. Visit www.nhs.uk/your-nhs-data-matters to find out more or to manage your choice.

Our practice only uses your data for individual care. We are compliant with the NHS National Data Opt-Out policy.

Automated Decision-Making

We do not make decisions about you using automated systems. If this changes, we will inform you and explain your rights.

Data Sharing

We may share your data with:

  • Dental Plan administrators
  • Insurers
  • Regulators (CQC, GDC)
  • NHS services/local authorities
  • IT and practice management system providers

All third parties must comply with data protection law. We do not permit them to use your data for their own purposes.

Data Security

We have implemented:

  • Locked filing cabinets in locked rooms
  • Password-protected standalone and networked computers
  • Secure, encrypted cloud systems (Dentally)
  • Individual user logins
  • Alarmed premises

We limit access to authorised personnel only and train staff in data protection.

Data Retention

We keep your data:

  • For 11 years after last contact or until age 25 for children, whichever is later
  • As long as necessary for legal/accounting purposes

We may anonymise data for audit.

Your Rights

You have the right to:

  • Access your data
  • Correct inaccurate data
  • Request erasure
  • Object to certain uses
  • Request restriction of processing
  • Data portability

To exercise your rights, contact: Dr V Raichura (Practice Principal)

No Fee Required

You will not usually be charged for access to your data, unless the request is unfounded or excessive.

Right To Withdraw Consent

Where we rely on consent, you may withdraw it at any time by contacting Dr V Raichura. This will not affect processing based on other lawful grounds.

Data Protection Officer

Dr V Raichura oversees our data protection compliance. You can contact them with questions or complaints. You also have the right to complain to the Information Commissioner’s Office (ICO).

Changes To This Privacy Notice

We may update this notice at any time. Significant changes will be communicated to you directly or displayed in the practice.