Privacy Notice
The 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 as well as our professional guidelines and requirements.
The data controller is Evolve Dentistry Limited the Information Governance Lead is Carol Somerville Roberts.
This Privacy Notice is available on the practice website, by email if you contact hello@evolve-dentistry.co.uk or by calling 01275 842 550.
You will be asked to provide personal information when joining the practice. The purpose of processing your personal data is to provide you with optimum dental health care and prevention.
The categories and examples of data we process are:
We minimise the data that we keep, and do not keep it for longer than necessary.
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.
For full details or where your data is stored, please ask to see Information Governance Procedures (M 217C).
We have established the following lawful bases for processing your data:
Our lawful bases for processing personal data:
Our Article 9 conditions for processing special category data:
The reasons we process the data include:
The personal data we process includes:
Your name, address, gender, date of birth, NHS number, medical history, dental history, family medical history, family contact details, marital status financial details for processing payment, your doctor’s details and details of treatment at the practice. We may process more sensitive special category data including ethnicity, race, religion, or sexual orientation so that we can meet our obligations under the Equality Act 2010, or for example to modify treatment to suit your religion.
The retention period for special data in patient records is a minimum of 11 years and may be longer for complex records or to meet our legal requirements. The retention period for other personal data is 2 years after it was last processed. Details of retention periods are available in the Record Retention (M 215) procedure available from the practice.
We obtain your personal details when you enquire about our care and service, when you join the practice, when you subscribe to our newsletter or register online, when you complete a registration or medical history form and when another practitioner refers you for treatment at our practice. Occasionally patients are referred to us from other official sources such as NHS clinics or hospitals.
You have the following personal data rights:
Further details of these rights can be seen in our Information Governance Procedures (M 217C) or at the Information Commissioner’s website. Here are some practical examples of your rights:
We have carried out a Privacy Impact Assessment in Sensitive Information Map, PIA and Risk Assessment (M 217Q) and you can request a copy from the details below. The details of how we ensure security of personal data is in our Security Risk Assessment (M 217M) and Information Governance Procedures (M 217C).
Comments, suggestions and complaints
Please contact the IG Lead at the practice for a comment, suggestion or a complaint about your data processing at [ hello@evolve-dentistry.co.uk ], or [ 01275 842550 ] or by writing to or visiting the practice at [ 24 Harbour Road, Portishead, BS20 7AL ]. We take complaints very seriously.
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.
Related practice procedures
You can also use these contact details to request copies of the following practice policies or procedures:
If you have an enquiry or a request, please contact the Information Governance Lead: Carol Somerville Roberts, Evolve Dentistry, Harbour Road, Portishead, BS20 7AL
Email: hello@evolve-dentistry.co.uk
Phone: 01275 842 550
Thank you.
Data Opt-Out Policy
(England)
This section explains how [ Evolve Dentistry ] processes the information of staff and applicants for job roles within the practice.
What data do we have?
So that we can provide a safe and professional service, we need to keep certain records about our team members. We may record the following types of data:
We also record the following data which is classified as “special category”:
As part of your engagement with the practice, you may be required to undergo a Criminal Record Check. This information is not kept for longer than is necessary—usually not more than 6 months following the recruitment decision, unless a dispute is raised or, in exceptional circumstances.
Why do we have this data?
We require this data so that we can contact you, pay you and make sure you receive the training and support you need to perform your job. By law, we need to have a lawful basis for processing your personal data.
We process your data because:
We do this face to face, via phone, via email, via our website, via post, via application forms, via apps
How do we share your data?
How long do we hold your data?
The retention period for staff records is 6 years, however, certain information relating to team members may lawfully be kept for longer. Team members should refer to Record Retention (M 215) for further details on how this practice keeps and deposes of staff data. Application forms and interview notes for unsuccessful candidates are kept for one year.
Your rights
As an individual you have certain rights regarding our processing of your personal data, including a right to lodge a complaint with the Information Commissioner’s Office (ICO) as the relevant supervisory authority. For more information on your personal data rights, you can access information and advice on the ICO’s website.
You can request a copy of your personal file by contacting the Information Governance Lead.
Childrens Privacy Policy
The practice keeps records of your name, address, date of birth and details of any health problems as well as details of your dental treatment and details about your family. We keep this information so that we can provide you with the best dental care. Your personal information is kept very confidentially and securely.
We only use your personal information so we can give you the best dental care and for sending reminders to you.
We only pass your personal information to another dentist, doctor or hospital if you have a problem that requires their special skills and you need to go and see them. We will not give your information to anyone else unless the law allows us to, or we have to provide it for legal reasons.
If you leave the practice, we will stop using your information, but will keep it confidentially and securely until you are 25 years old (or 26 years old if you were 17 when your last treatment ended), or for 11 years (private patient) after the completion of treatment, whichever is longer.
We will then review if and when we can delete it. You can always ask for a copy of the information we hold for you, we can transfer it to another dentist or doctor at your request and you can ask us to stop using your personal information to send letters or contact you in other ways if you are no longer a patient at the practice.
When you reach 18 years of age the Privacy Notice about how we process your personal information will change to the adult version. This can be found on our website.
If you would like a copy of the information we hold about you or if you have any other enquiries such as correcting an error in your information or providing a copy of your information to somebody else please contact:
If you have an enquiry or a request, please contact the Information Governance Lead:
Carol Somerville Roberts, Evolve Dentistry, Harbour Road, Portishead, BS20 7AL
Email: hello@evolve-dentistry.co.uk
Phone: 01275 842 550


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Dental Health Plan
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🦷 Did you know your oral health affects your whole body?
Your mouth doesn’t exist in isolation. Gum health, inflammation and oral hygiene can all play a role in your wider wellbeing – from heart health to confidence and mental wellness.
We’ve just published a new blog exploring the link between oral health and overall wellness, and why looking after your teeth and gums is about much more than your smile.
If you’re interested in oral health and general health Portishead, this is a great read and a helpful reminder of how small daily habits can support long-term health.
Link in bio


When is root canal treatment needed?
It’s a question many patients ask — and in this video, Richard explains it clearly and simply.
Root canal treatment is usually needed when the nerve inside a tooth becomes inflamed or infected. This can happen because of deep decay, a crack in the tooth, repeated dental work, or sometimes after an injury.
You might experience symptoms like persistent toothache, sensitivity to hot or cold that lingers, pain when biting, or swelling around the gum. However, sometimes there are very few symptoms at all — which is why regular check-ups at the practice are so important.
The good news is that root canal treatment is designed to relieve pain, not cause it. It removes the infection, saves the natural tooth, and helps you avoid extraction.
Watch Richard’s video to understand the signs to look out for — and if you’re worried about a tooth, get in touch with our reception team for advice.


Smile Hack 🍎🥕
Love a sweet treat? Jane shares a simple swap that your teeth will thank you for.
Sticky sweets cling to your teeth and sit in the tiny grooves for longer, feeding the bacteria that cause decay. The longer they stick around, the more damage they can do.
Instead, try swapping them for crunchy veg or a handful of nuts. Foods like carrots, cucumber and peppers have a natural crunch that helps stimulate saliva, which protects your teeth. Nuts are also a lower-sugar option and far less likely to cling to enamel.
Small changes really do make a big difference over time.


Are electric toothbrushes better than manual?
It’s a question we’re asked a lot at the practice – and in this video, Carol gives a clear, honest answer.
Electric toothbrushes can make it easier to clean effectively, especially if you struggle with technique, brushing for long enough, or reaching certain areas. Many people find they remove plaque more consistently, simply because they do most of the work for you.
That said, a manual toothbrush can still do a great job when used properly. It’s less about the brush itself and more about how you use it.
Watch Carol’s quick explanation to find out what we usually recommend – and how to make sure you’re getting the most from your brushing routine.
If you’re unsure whether your brushing technique is working for you, mention it at your next appointment and we’ll be happy to guide you. 🪥


Our Gromits have become quite the local celebrities here at Evolve 🐾💛
So many of you pop into our patient lounge just to see the collection, and we love how much joy they bring to patients of all ages.
At the moment, two of our Gromits seem to have wandered off on an adventure! We’re hoping they simply need a little help finding their way home.
If you happen to spot them locally or see anything that looks like part of our collection being sold, we’d really appreciate you letting us know. You can message us privately or call the practice.
They’re part of what makes Evolve feel like Evolve — and we’d love to have the whole family back together again.
Thank you for always looking out for us 💛
#Portishead
#PortisheadLife
#PortisheadBusiness
#NorthSomerset
#BristolAndBeyond
#ShopLocalSomerset
#supportlocalbusinesses❤️ #Gromit
#GromitSpotting
#WallaceAndGromit
#Aardman
#GromitUnleashed
#gromitfans #CommunityMatters
#KeepingItLocal
#SpreadTheWord
#HelpUsFindThem


😴 Can snoring affect your oral health?
In our latest Two Thirty video, Maggie answers a question many people don’t think to ask — can snoring impact your teeth and gums?
The short answer is yes, it can.
Snoring is often linked to breathing through your mouth at night, which can cause a dry mouth. Saliva plays an important role in protecting your teeth, so when your mouth is dry, you may be more prone to tooth decay and bad breath.
If you snore and have noticed dryness, increased decay or concerns about your breath, it’s worth mentioning at your next appointment.
Our reception team at Evolve Dentistry in Portishead will be happy to arrange a consultation if you’d like advice.


⏰ Smile hack: When you brush matters
Did you know it’s not just how long you brush — but when you brush — that makes a difference? Maggie shares an important smile hack about timing your toothbrushing properly.
Brushing straight after eating — especially after acidic foods or drinks like fruit, juice or coffee — can actually do more harm than good. Your enamel is slightly softened, and brushing immediately can cause wear.
Maggie explains the best time to brush and why waiting can help protect your teeth long term.
It’s a small change that can make a big difference to your oral health.



