This Privacy Notice is a shortened form of our Privacy Policy and any patient who wishes to have a copy of our full Policy should ask Nikki Dunville.

Carew Dental takes great care to protect the personal data we hold for you in line with the requirements the Data Protection Act 2018 which is the UK’s implementation of the General Data Protection Regulation (UK GDPR).

The purpose of collecting and storing personal data about you is to ensure we can:

• Provide, appropriate, safe and effective dental care, treatment and advice for you.
• Fulfil any contracts we hold in relation to your care.
• For business administration of your care.

Personal Data Held for Our Patients

The personal data we process (processing includes obtaining the information, using it, storing it, securing it, disclosing it, and destroying it) for you includes:

• Name, address, date of birth.
• Unique identification number.
• Email address.
• Phone numbers.
• GP contact details.
• Occupation.
• Medical history.
• Dental care records.
• Photographs.
• Family group.
• Payment plan details.
• Financial information.
• Credit cards receipts.
• Correspondence.
• Details of any complaints received.

We keep an inventory of personal data we hold on our patients and this is available on request.

At Carew Dental sensitive personal information relating to our patients is only used to provide dental care for the individual. It is never shared for research purposes or any non-clinical need. The National Opt-out Policy introduced in March 2020 is therefore not operated at our practice on this basis.

Should we change our policy to use information for a non-clinical purpose or a research project, we would then introduce the National Opt-out policy.

Disclosure to Third Parties

The information we collect, and store will not be disclosed to anyone who does not need to see it.

We will share your personal information with third parties when required by law or to enable us to deliver a service to you or where we have another legitimate reason for doing so. Third parties we may share your personal information with may include:

• Regulatory authorities such as the General Dental Council or the Care Quality Commission.
• NHS Local Authorities.
• Dental payment plan administrators.
• Insurance companies.
• Loss assessors.
• Fraud prevention agencies.
• In the event of a possible sale of the practice at some time in the future.

We may also share personal information where we consider it to be in a patient’s best interest or if we have reason to believe an individual may be at risk of harm or abuse.

Personal Privacy Rights

Under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, you have the following personal privacy rights in relation to the information we hold about you:

• Access to and copies of your records.
• Have inaccuracies deleted.
• Have information about you erased. This should be seen in light of the need to keep records about your dental care in case you have any problems in the future.
• Object to direct marketing.
• Restrict the processing of your information, including automated decision-making.
• Take your data to another dental practice or anywhere else.

Patients who wish to have inaccuracies deleted or to have information erased must speak to the dentist who provided or provides their care.

Legal Basis for Processing Data Held About Patients

UK GDPR requires us to state the legal basis upon which we process all personal data for our patients, and it requires us to inform you of the legal basis on which we process your personal data.

• The legal basis on which we process personal information for our patients is a legitimate interest.
• The legal basis on which we process personal information for our payment plan patients are a legitimate interest and a legal requirement.

Automated Decision Making

You will be asked to opt in to any processes involving automated decision making. This includes:

• Email and/or sms reminders to book an appointment.
• Email and/or sms appointment booking confirmations.
• Email and/or sms confirmation of appointment attendance requests.
• Email and/or sms upcoming appointment reminders.

You will need to opt in for direct marketing and you will not be included in automated decision making for marketing contact without opting in.

Consent

Carew Dental will always obtain specific, opt in consent from you for direct marketing information. This is obtained via our Communication Consent form, which if you opt in you will sign and this will be kept on your patient record.

We also obtain specific, unambiguous, opt in consent from our patients for taking and using photographs for marketing purposes. This consent is obtained via our Photography Consent form, which if you opt in you will sign and kept on your patient record.

If you are a new patient, we will obtain consent when you first attend the practice. If you are an existing patient, we will obtain consent when you attend for your recall appointment or for a treatment appointment.

Withdrawal of Consent

After you have given your opt in consent you have a right to withdraw your consent at any time.

Retention Period

This practice retains dental records and orthodontic study models while you are a patient of our practice and after you cease to be a patient for at least eleven years, or for children until age 25, whichever is the longer.

Complaints

You have a right to complain about how we process your personal data. All complaints concerning personal data should be made in person or in writing to Joanna Carew. All complaints will be dealt with in line with the practice complaints policy and procedures.

If you are unhappy with the resolution of your complaint, you have the right to raise your complaint with the Information Commissioner’s Office (ICO).

The ICO can be contacted at https://ico.org.uk/make-a-complaint or you can start a live chat or call the ICO helpline on 0303 123 1113.

Further information on making a complaint to the ICO can be found here: https://ico.org.uk/make-a-complaint/data-protection-complaints/data-protection-complaints.

Transferring Personal Data Outside the EU

Your personal data is not transferred outside the EU.