Privacy & Cookie Policy

• Personal data for the provision of dental health care
• Personal data for the purposes of providing treatment plans, recall appointments, reminders or estimates
• Personal data such as details of family members for the provision of health care to children or for emergency contact details
• Personal data for the purposes of employed and self-employed team members employment and engagement respective
• Personal data for the purposes of [direct mail/email/text/other] to inform you of important announcements or about new treatments or services
• Personal data – IP addresses so that we can understand our patients better and inform our marketing approach as well as improve the web site experience
• Special category data including health records for the purposes of the delivery of health care and meeting our legal obligations
• Special category data including health records
• Special category data to meet the requirements of the Equality Act 2010
• Special category data details of criminal record checks for employees and contracted team members

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.

• Personal data is stored in the UK or EU whether in digital or hard copy format

• Personal data is stored outside of the UK and/or EU in digital format when suitable safeguards have been put in place to allow personal data to be transferred

• Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list / other

For full details or where your data is stored, please ask to see Information Governance Procedures (M 217C).

Our Article 9 conditions for processing special category data:

• Processing is necessary for health care purposes
• Processing necessary for identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with the view to enabling such equality to be promoted or maintained
• We obtain consent of the data subject to process criminal record checks

 The reasons we process the data include:

• To maintain your contemporaneous clinical records
• To provide you with dental treatment, prevention and oral health advice
• To carry out financial transactions with you
• To send your personal data to the General Dental Council or other authority as required by law
• To communicate with you as and when required including appointment reminders, treatment plans, estimates and other communications about your treatment or the practice
• To communicate with your next of kin in an emergency
• If a parent or carer to communicate with you about the person you parent or care for
• To refer you to other dentists or doctors and health professionals as required
• To obtain criminal record disclosures for team members
• For debt recovery
• To continually improve the care and service you receive from us

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:

• The right to be informed about the collection and use of your personal data
• The right of access – to have a copy of the data we hold about you. Generally, we will not charge for this service
• The right to rectification  – to correct the data we have if it is inaccurate or incomplete
• The right to deletion of your personal data (clinical records must be retained for a certain time period)
• The right to restrict processing of your personal data
• The right to data portability – to have your data transferred to someone else
• The right to object to the processing of your personal data
• Rights in relation to automated decision making and profiling

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:

• If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patient records within one month

• If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text

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.

• Data Protection and Information Security Policy (M 233-DPT), Consent Policy (M 233-CNS)
• Sensitive Information Map, PIA and Risk Assessment (M 217Q), Information Governance Procedures (M 217C), Record Retention (M 215)

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.

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:

• Your basic details and contact information e.g. your name, address, date of birth, National Insurance number and next of kin
• Your financial details e.g. details so that we can pay you, insurance, pension and tax details
• Your training records

We also record the following data which is classified as “special category”:

• Health and social care data about you, which might include both your physical and mental health data – we will only collect this if it is necessary for us to know as your employer, e.g. fit notes or in order for you to claim statutory maternity/paternity pay
• We may also, with your permission, record data about your race, ethnic origin, sexual orientation, or religion

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 have a legal obligation under UK employment law
• We have a legitimate interest in processing your data – for example, for administration of training or learning course or emergency planning etc. These legitimate interests will be customary, or necessary for operational, administrative, HR and recruitment purposes and to otherwise manage employment relationship and interaction between employees
• We are required to provide data to our regulator, CQC, as part of our public interest obligations
• We are required to do so in our performance of another public task
• We process your special category data because It is necessary for us to process requests for sick pay or maternity pay
• If we request your criminal records data it is because we have a legal obligation to do this due to the type of work you do. This is set out in the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975
• We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent

•  You or your legal representative(s)
• Third parties – for example this could include references from your previous job

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?

• Third parties are organisations we have a legal reason to share your data with. These include:
• HMRC
• Our pension and healthcare schemes The People’s Pension and AXA
• External payroll provider Moneysoft
  Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC
• The police or other law enforcement agencies if we have to by law or court order

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