Data Protection & Adult Privacy Policy

Aspire Dental Clinic aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR), the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.

The data controller is Aspire Dental Clinic the information Governance Lead is Dr Gita Hakhamaneshi and the Data Protection Officer is Dr Gita Hakhamaneshi.

This Privacy Notice is available on the practice website at www.aspire-dental.com at reception or by email if you contact info@aspire-dental.com or by calling 020 7485 3833.

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 Sina Salatin.

Aspire Dental Clinic takes great care to protect the personal data we hold for you in line with the requirements of the General Data Protection Regulation (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

• Email address

• Phone numbers

• GP contact details

• Occupation

• Medical history

• Dental care records

• Photographs

• Family group

• 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.

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

• Computer maintenance companies

• Our practice dental software provider

• 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) you have the following personal privacy rights in relation to the information we hold about you. You have a right to:

• 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

The 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 private patients is a legitimate interest in order to provide you with the most appropriate treatment and we have a legal obligation to share your details with regulatory authorities if requested.

The legal basis on which we process personal information for our payment plan patients is a legitimate interest in order to provide you with the most appropriate treatment and provide details to the plan provider, we also have a legal obligation to share your details with regulatory authorities if requested.

The legal basis on which we process personal information for our NHS patients is a legal obligation to share your details with the NHS and other regulatory authorities.

AUTOMATED DECISION MAKING

Our software system will automatically send recall and reminder SMS or emails as part of our obligation to provide you with health care services. These will only be sent to the contact details you have provided us with and you are able to withdraw from this service at anytime.

CONSENT

Aspire Dental Clinic will always obtain specific, opt in consent from you for direct marketing information. This will be obtained by completing a contact consent form during a visit to the practice.

We will also obtain specific, opt in consent from you for practice newsletters. 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 next appointment. We will refresh this consent annually when you complete a new medical history proforma.

WITHDRAWAL OF CONSENT

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

RETENTION PERIOD

Aspire Dental Clinic 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 Sina Salatin. All complaints will be dealt with in line with the practice complaints policy and procedures.

TRANSFERRING PERSONAL DATA OUTSIDE THE EU

Your personal data is not transferred outside the EU. Unless this has been specifically requested by you.

This Privacy Notice was reviewed and implemented on: 24/09/2019

It will be reviewed annually and is due for review