We are committed to safeguarding the privacy of our patients, staff and website users; this policy sets out how we will treat your personal information.
You can visit the Website without disclosing any information about yourself. We do not collect personal identifying information when you access the Website homepage and browse the Website without disclosing your personal data (except Cookies; see below under “Cookies”).
What information do we collect?
To use our services we need to collect data about patients that is relevant to their healthcare and that allows Cottage Dental Practice to deliver its services to our patients. We process personal information about our patients, customers, suppliers and employees.
The types of data we may collect are listed below and we will only use that data in ways relevant to carrying out our legitimate purposes and functions and in a way that is not detrimental to the interests of our patients or employees. Cottage Dental Practice will take particular care in the collection and storage of any personal sensitive data. Everyone working within Cottage Dental Practice has a legal duty to keep information about you confidential. Similarly, anyone who receives information from us has a legal duty to keep it confidential.
Collection of patient data:
The dental professionals caring for you keep records about your health and any treatment and care you receive from our practice. These records help to ensure that you receive the best possible care. They may be written down in paper records or held on computer. Data will be collected form yourself, a parent/guardian or referral from another health care professional.
These records may include:
- Basic details about you such as name, address, date of birth, next of kin, etc.
- Contact we have had with you such as appointments.
- Notes and reports about your health, treatment and care.
- Results of x-rays.
- Relevant information from people who care for you and know you well such as health professionals and relatives.
- Financial information for payment of any treatments
It is essential that your details are accurate and up to date. Always check that your personal details are correct when you visit us and please inform us of any changes as soon as possible.
How your personal information is used:
Your records are used to direct, manage and deliver the care you receive to ensure that:
- The dental professionals involved in your care have accurate and up to date information to assess your oral health and decide on the most appropriate care for you.
- Healthcare professionals have the information they need to be able to assess and improve the quality and type of care you receive.
- Your concerns can be properly investigated if a complaint is raised.
- Appropriate information is available if you see another dental professional, or are referred to a specialist.
- We will use your data to remind you of upcoming appointments and send you recall if you have not made a future appointment.
We may collect technical data about the type of Internet browser and computer operating system that you use. This information does not identify you as an individual and is used only for tracking of site use.
Cottage Dental Practice may need to disclose your personal information to third parties:
- Laboratories to make dental appliances.
- Other health care professionals to refer for treatment not available at the practice.
- IT companies to process text message reminders.
- Insurance companies with your consent, so you can claim from them.
- Practice Plan for plan registration.
- In the event that we sell the practice or assets, in which case we may disclose your personal data to the prospective buyer of such business or assets.
- If Cottage Dental Practice or substantially all of its assets are acquired by a third party, in which case personal data held by it, about its customers will be one of the transferred assets.
- the right to be informed;
- the right of access;
- the right to rectification;
- the right to erasure;
- the right to restrict processing;
- the right to data portability;
- the right to object; and
- the right not to be subject to automated decision-making including profiling.
We will not use your personal data for additional analysis of data unconnected with your care, for example: marketing purposes without your consent. If you do give consent you can exercise your right to withdraw at any time by contacting us at:
Cottage Dental Practice
16 Congleton Road
Cheshire, CW11 1HJ
You have the right to complain to the Information Commissioners Office if you feel there is a problem with the way we are handling your data.
Our website site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
How long will we retain your personal information for?
This decision is not as simple as it seems. The Data Protection Act says that someone holding sensitive personal data (which includes, dental records) should retain that information no longer than necessary. There is no definition of ‘necessary’; this will depend on individual circumstances.
The maximum length of time we will retain records for is 30 years for complex treatment cases. The majority of cases will follow the NHS code for Community care as an absolute minimum:
11 years (adults)
To the age of 25 years (children)
Records will be destroyed ensuring that confidentiality is maintained. If that patient subsequently asks to see their record it is reasonable to say that it was destroyed because it was no longer necessary to be kept. Nowhere is there any suggestion that the patient should be told before destruction.
A patient has indefinite entitlement to access his/her records if he is under a ‘disability’, as a result of an ‘unsound mind’. If a patient falls into this category the usual time limits for retention do not apply.
Our legitimate purposes:
Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
Access to information:
You have the right to access information held about you. Your right of access can be exercised by contacting the practice. (contact detail above) .
2) Cookies – What are they? How do we use them?
Many websites use “cookies” to help to improve the service provided on the website.
“Cookies” are small pieces of information that are stored by your browser on your computer’s hard drive. We use “cookies” only to gather statistics – such as, how long our users browse on each section of our website. This information enables us to better design areas of our website. Other than this, we do not store information in the cookie and use it for any other purpose, or pass on personal data to any other parties.
With most internet browsers (for example Microsoft Internet Explorer or Netscape Navigator) you can erase cookies from your hard drive, block all or some cookies or receive a warning before a cookie is stored. Please refer to your browser’s help screen to learn more about these functions. Denial of a traffic log cookie should not prevent you from using our site. You can delete the files that contain cookies that you have already accepted from your hard drive.
Cookies this site uses
internal tracking / remember your preferences
social bookmarking plugins
youtube / vimeo videos may be embedded which may contain cookies
When using our Website you will be asked if you accept “Cookies”.
For more information on cookies and how to disable them you can consult the information provided by the Interactive Advertising Bureau UK at www.allaboutcookies.org.
(3) Using your personal data
We may use your personal information to:
(a) enable your use of the services available on the website;
(b) send you general (non-marketing) communications;
(c) send you email notifications;
(d) provide third parties with statistical information about our users – but this information will not be used to identify any individual user;
(e) deal with enquiries and complaints made by or about you relating to the website; and
We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.
In addition, we may disclose information about you:
(a) to the extent that we are required to do so by law;
(b) in connection with any legal proceedings or prospective legal proceedings;
(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
(5) Security of your personal data
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal information you provide on our secure (password- and firewall- protected) servers. All electronic transactions you make to or receive from us will be encrypted [using SSL technology].
Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
(6) Policy amendments
(7) Your rights
You may instruct us to provide you with any personal information we hold about you. We will respond within 30 days.
You can request us to change any information held about you that is incorrect.
(8) Third party websites
The website may contain links to other websites. We are not responsible for the privacy policies or practices of third party websites.
(9) Updating information
Please let us know if the personal information which we hold about you needs to be corrected or updated.
Cottage Dental Practice
16 Congleton Road
Cheshire, CW11 1HJ