Call us on... 0116 253 1116
NHS
Mon-Fri 9:00am-12:30pm 2:00pm-4:30pm
150 Melbourne Road
Leicester
LE2 0DT

This practice complies with the General Data Protection Regulations and this policy describes our procedures for ensuring that personal information about patients is processed fairly and lawfully.

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. This personal data comprises:

  • Personal details such as your name, date of birth, national insurance number, NHS number, address, telephone number and email address

  • Information about your dental and general health, including

- Clinical records made by dentists and other dental professionals involved with your care and treatment

- X-rays, clinical photographs, digital scans of your mouth and teeth, and study models

- Medical and dental histories

- Treatment plans and consent

- Notes of conversations with you about your care

- Dates of your appointments

- Details of any complaints you have made and how these complaints were dealt with

- Correspondence with other health professionals or institutions

Details of the fees we have charged, the amounts you have paid and some payment details

Why do we hold information about you?

To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you. We will share your information with the NHS in connection with your dental treatment.

We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter.

If we wish to use your information for dental research or dental education, we will discuss this with you and seek your consent. Depending on the purpose and if possible, we will anonymise your information. If this is not possible, we will inform you and discuss your options.

How we process the data

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

Retaining information

We will retain your dental records 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 years, whichever is longer.

Security of information

We store your personal information securely on our practice computer system and in a manual filing system. Your information cannot be accessed by those who do not work at the practice; only those working at the practice have access to your information. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.

We take precautions to ensure security of the practice premises, the practice filing systems and computers

Disclosure of information

Your information is normally used only by those working at the practice but there may be instances where we need to share it – for example, with:

  • Your doctor

  • The hospital or community dental services or other health professionals caring for you

  • NHS payment authorities

  • The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges

  • Private dental schemes of which you are a member.

We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary.

In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including HMRC or other law enforcement or government agencies.

Access

You have a right to access the information that we hold about you and to receive a copy. You should submit your request to the practice in writing or by email. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.

You can also request us to

  • Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change

  • Erase information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment

  • Stop using your information – for example, sending you reminders for appointments or information about our service

  • Supply your information electronically to another dentist

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, but this may affect our ability to provide you with dental care.

NB: The Data Protection Act changes to the General Data Protection Regulation (GDPR) in 2018. All staff will be prepared and changes discussed in meeting