This privacy notice explains how BroadSmiles Dental Clinic handles and uses personal data. Our aim is to meet the requirements of the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).
Our Data Controller is Dr Amin Voghoui. He can be contacted by e-mail at firstname.lastname@example.org.
Type of data we collect
- Personal details such as your name, date of birth, gender, address, telephone number, email address, occupation
- 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
- Correspondence from other health professionals or institutions involved in your care
- Details of the fees we have charged, the amounts you have paid and some payment details
- Feedback and complaints
Methods in which we obtain data
- Filling in forms at our practices or on our websites.
- Corresponding with us by phone, e-mail or otherwise.
- Through the technology you use to access our services
Information we receive from third parties – This includes information you provide when you visit our websites, for the purpose of booking an appointment with a dentist or hygienist at BroadSmiles Dental clinic, participate in discussion boards or other social media functions on our site and when you report a problem with our site.
Reasons why we collect data
- To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you.
- We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes.
- We will seek your preference for how we contact you about your dental care. Our usual methods are SMS, telephone or email.
- We may use your information for our own analysis to understand the effectiveness of our marketing activities.
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.
We may use your contact details to inform you of products and services available at our practices.
Sharing your data
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, community dental services or other health professionals caring for you
- Dental laboratories
- Private dental schemes of which you are a member
- Debt collection companies
We also share your information with third parties in order to deliver the following services to you:
- Managing new enquiries from our website
- Contacting you to check if you wish to remain a client of ours
- Sending reminders for your dental appointments
- Processing on-line booking appointments
- Collecting feedback from our patients
- Managing email communications to our patients
- Providing troubleshooting and support services for our various IT systems
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. We also have third party agreements in place to protect your information.
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.
Measures in which we keep data safe
We employ administrative, electronic and physical security measures to ensure that the information that we collect about you is protected from access by unauthorised persons and protected against unlawful processing, accidental loss, destruction and damage.
- Password protection
- Locked cabinets/rooms
- Practice security systems
- Virus protection
- Secure servers
- Back-up facilities
- Secure cloud-based storage
Retention of data
We keep your dental records for 10 years after the date of your last visit.
We have a retention schedule listing all documents and the timeframes for disposal. Retention periods may be changed from time to time based on business or legal and regulatory requirements
- You have a right to access the information that we hold about you and to receive a copy.
- You have a right to correct any information that you believe is inaccurate or incomplete.
- You have a right to request that we delete your personal information, although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment).
- You have the right to request us to restrict the processing of your personal information for example, sending you reminders for appointments or information about our service.
- You have a right to data portability, this could include supplying your information to another dentist.
Cookies’ are small text files that are stored by the website browser (for example, Internet Explorer or Safari) on your computer or mobile device. They are widely used in order to make websites work, or work in a better, more efficient way. They can do this because websites use them to recognise you and remember important information that will make your use of a website more convenient.
Our website, like many others, uses third party cookies, helping us improve the performance of our website and digital marketing, to provide you with a better user experience.
These cookies monitor activity throughout our website using third-party providers – Media hawk and Google. We track which sources are effective at helping visitors find our website and make calls to us, navigation journeys throughout, and pages visited. We may use IP addresses, geo-location data and caller telephone numbers.
Please contact Dr Amin Voghoui at the practice for a comment, suggestion or a complaint about your data processing at email@example.com or01295-272030 or by writing to or visiting the practice at 5/6 first floor Broad street Banbury Oxon OX16 5BN.
If you are unhappy with our response or if you need any advice you should contact the information commissioner’s office(ico) The telephone number is 03031231113.