Privacy and your personal information
Your personal information is important
This information sheet explains all aspects of your dental record with Concordia Dental Healthcare. From how we collect your information to how you can request a copy of your dental records.
Why do we collect this information?
We keep comprehensive and accurate personal records for our patients in order to provide high quality dental care. In some cases we are required to keep them in order to maintain professional records (the British dental council requires all dental practitioners to keep proper records).
The healthcare regulation body, the Care Quality Commission (CQC), also checks to ensure that your records are kept properly.
We may also use your personal data to keep you up to date with products and services offered by Concordia Dental Healthcare, unless you have asked us not to.
What type of information do we collect?
In order to provide you with excellent dental care and treatment, we keep records about your:
- Personal details (name, address, contact details, medical history etc.)
- Clinical records in relation to your treatment including radiographs, clinical photographs and study models
- Treatment and test results
- Accurate clinical records in relation to your appointments
How we use your information
When we collect personal information from you, we use it to help us keep in touch with you, for things like appointments and check-up reminders, and also to keep a comprehensive record of the treatment that we have provided for you.
How long we keep your information
Concordia Dental Healthcare retains your personal information only for as long as we need to use it. Dental records are a clinical record and therefore generally we will keep them for 11 years or for children until aged 25.
How we look after your information
The security of your information is important to us and we treat it very seriously. Your information is not accessible to the public and only authorised members of staff have access to it. Our computer systems are secure with all appropriate security measures applied.
All staff at Concordia Dental Health Care receive regular training and updates on how to handle personal information. All staff are bound by legal duty to keep your personal information confidential.
We may need to share your information with other organisations such as:
- Your general medical practitioner
- The hospital or community dental services
- Other health professionals caring for you
- Private dental schemes of which you are a member of
Access to your records
You have the right to have access to your information and you ask us to rectify, erase and restrict use of your information. You can also have a copy of your information if you wish. We will provide copies within 30 days of the request being made. If we need a little longer (if the request is complicated of there is a lot of information to find), we’ll let you know if the estimated time when we can have your request completed. You also have the right to object to your information being used, and to ask for the transfer of information you have made available to us.
If you would like to exercise these rights, we will have simple forms available which will help you and us identify the information more easily. Please ask at reception for more information.
Keeping us up to date
It is important that we have up-to-date information in your personal record. Out of date and incorrect information could potentially lead to mistakes being made with your dental care. If any of your circumstances change, please tell us immediately. On occasion, we will ask you to confirm your details so that we have up-to-date records. If you’re unable to provide up-to-date details we may ask people who accompany you, such as your relatives.
We maintain a record of your email address and mobile/home phone numbers to provide appointment reminders.
Questions and issues
If you do not want your personal records to be disclosed or used in any way described in this leaflet, 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.
Data Protection Contacts
If you have any questions, comments, complains or suggestions about this information sheet please ask at reception and we will be happy to help.
You also have the right to make a complaint to your local privacy supervisory authority. The local supervisory authority is the Information Commissioner. They can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Tel: 0303 123 1113 or 01625 545 475