PRIVACY POLICY

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.

This privacy policy sets out how Amber Valley Dental Practice (data controller), registered as Amber Valley Practice Limited, (Hereafter ‘We’, ‘Us’ ) uses and protects any information that you give us when you use this website or any of our services.

This Privacy Notice is available by email if you contact info@ambervalleydental.co.uk, call 01773 540648 or ask at reception at our premises located at 28A Pentrich Rd, Swanwick, Alfreton DE55 1BQ.

You will be asked to provide personal information when joining the practice or making an enquiry via the website. 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:  

• 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. Your data will be shared with the NHS if you are having NHS treatment.

• 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.
  
  We have established the following lawful bases for processing your data:
  Our lawful bases for processing personal data:
  
  
• The legitimate interests of the dental practice
• Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
• Consent of the data subject
• To comply with our legal obligations

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
• Other
  
  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 manage your NHS dental care treatment
• 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 and to meet NHS obligations.

The retention period for special data in patient records is a minimum of 15 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.

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.

We operate CCTV in the practice due to an increase in incidents of verbal abuse by patients to our staff. We do not record patients consultations or treatments. Images from the CCTV system are securely stored and destroyed after a period of 60 days. Images will not be disclosed to third parties expect to police when an incident has occurred.

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

Comments, suggestions and complaints
Please contact the IG Lead at the practice for a comment, suggestion or a complaint about your data processing at info@ambervalleydental.co.uk, or 01773 540648 or visiting the practice at 28A Pentrich Rd, Swanwick, Alfreton DE55 1BQ . We take complaints very seriously.
Website

Security:
At Amber Valley Dental Practice, safeguarding your information is paramount to us. To prevent unauthorised access or disclosure, we have implemented comprehensive physical, electronic, and managerial procedures to protect and secure the information collected online.

How We Use Cookies:
A cookie, a small file seeking permission to be stored on your computer’s hard drive, is instrumental in enhancing your browsing experience. Once granted permission, the file is added, enabling the analysis of web traffic or providing notifications upon revisiting a specific site. Cookies empower our web applications to respond to you as an individual, tailoring their operations to your preferences, needs, likes, and dislikes, by gathering and retaining relevant information.

We utilize traffic log cookies to identify the pages most visited by our users. This aids us in analyzing web page traffic data, enabling us to enhance our website in alignment with customer needs. It’s important to note that we strictly use this information for statistical analysis purposes, after which the data is promptly removed from the system.

Overall, cookies play a crucial role in providing you with an improved website experience, allowing us to monitor which pages you find useful and which you do not. It’s essential to clarify that cookies do not grant us access to your computer or any personal information beyond what you voluntarily share with us.
You have the autonomy to accept or decline cookies. While most web browsers automatically accept cookies, you can adjust your browser settings to decline them if you prefer. However, please be aware that this may restrict your ability to fully utilize the features of our website.

Links to Other Websites:
Our website may feature links to other websites of interest. However, once you navigate through these links to leave our site, it’s important to acknowledge that we do not have control over these external websites. Therefore, we cannot be held responsible for the protection and privacy of any information you provide while visiting such sites, as they are not governed by this privacy statement. We advise exercising caution and reviewing the privacy statement applicable to the respective website.

If you have an enquiry or a request, please contact us:
Amber Valley Dental Practice
28a Pentrich Road
Swan wick
Derbyshire
DE55 1BQ

Email: info@ambervalleydental.co.uk
Phone: 01773 540648

Thank you.