Privacy Notice and Policy
At Springfield Dental Care, we have recently revised our own Data Privacy Policy in preparation for the GDPR regulations that come into force on 25th May 2018. We tried to make them clear, transparent and respectful - after all, it's your data.
Who we are
Springfield Dental Care (SDC) is a dental practice which provides both NHS and private dental treatment in Linlithgow, West Lothian.
Your information
At SDC we are committed to maintaining the trust and confidence of both our staff and patients. We care about your personal data and it is important that you know how we use it and how we keep it safe. This Privacy Notice covers how and why we use your information. This Privacy Notice also explains the choices you have with regards to the way in which we use your information and your rights to change your mind at any time. An electronic version of this privacy notice is available at: www.springfielddentalcare.net.
SDC complies with the Data Protection Act 1998 (DPA), the General Data Protection Regulation 2018 (GDPR), and the common duty of confidentiality.
SDC is the controller and processor of the data. Your data are encrypted by a third party dental software package. We are more than happy to provide any additional information or explanations if needed. You are free to change your preferences at any time via the link at the bottom. You are always in control and can opt in or out at any time. If you are happy to keep receiving info from us you don’t need to do anything, but if you would like to change your preferences, please use the link below. Please contact us by email, telephone or in writing using the details below:
Email: info@springfielddentalcare.net
Telephone: 01506 671818
Post: Springfield Dental Care
8 Springfield Court, Linlithgow EH49 7TQ
Why we hold information about you
SDC may collect and use patients’ information for the following purposes:
- To improve our care – We may use feedback you provide to improve our products and services
- To improve customer service – Information provided helps us respond to your requests and needs more efficiently.
- To process payments – payments are made on a single terminal not connected to our computer system or the internet for maximum security. Once processed, your information is not held locally.
- We do not share your information with outside parties except in connection with your care and treatment, such as referral to a tertiary care in a hospital.
- To send information/notice emails – We may use email or text to send information, notice and updates pertaining to your care. It may also be used to respond to your inquiries, questions, and/or other requests.
Data is obtained when a patient joins our practice, makes an enquiry using our online contact details or by contacting us directly. In doing so, you acknowledge and permit us to use your personal data to process your needs.
Personal data we hold
In carrying out our role as dental service provider, we keep your information, in digital form, these include personal data and special category data under GDPR:
- Details about you, such as your name, address, age, mobile and/or landline telephone number and email address.
- Medical, Dental and Social history
- Your queries and requests.
- Details about your estimates, treatment, special investigations and X-rays.
- Referrals for Tertiary care if needed.
- Correspondence and communications.
- Dental records and consent
How we process the data
We will retain your records while you are a patient of SDC and after you ceased to be a patient of SDC, for a period of 10 years before archiving. Archiving would make the information harder to retrieve.
Disclosure of information
We do not pass, sell, trade, or rent patients’ information to others. We may share your information with our colleagues or service providers in connection with your care.
Generic information not linked to any personal identification regarding any aspect of your care such as dental images of teeth may be used for research and marketing with your consent.
In very limited circumstances or when required by law or a court order, personal data may be disclosed to a third party not connected with your treatment.
Security of information
Records of patients are held electronically only, and we use a combination of safe-working practices and technology, compliant to GDPR regulations, to ensure that your information is kept and backed up safely. We will ensure that access to the information is restricted to authorised personnel only.
Our lawful basis for processing personal data
Article 6(1) and Article 9(2) of the GDPR sets out the conditions that must be met for the processing of personal data and special category data to be lawful. The condition, which SDC adheres to, is:
- The data subject (patient of SDC) has given consent to the processing of their personal data as above.
- Processing is necessary for one or more specific purposes as stated above.
Your rights
Under the DPA and GDPR 2018, you have several rights with regard to your personal data. You have the right to request from us access to, rectification or erasure of your personal data, the right to restrict processing, object to processing as well as in certain circumstances the right to data portability. You have the right to obtain a free copy of your records within one month. If you have provided consent for the processing of your data, you have the right (in certain circumstances) to withdraw that consent at any time. You have the right to lodge a complaint to the ICO if you believe that we have not complied with the requirements of the GDPR 2018 with regard to your personal data. If you wish to have a copy of the information we hold about you or have any questions, please contact us as above.
Access requests and mental capacity
For patients who lack the mental capacity to manage their own affairs, an attorney or other person with a Power of Attorney, or someone appointed by the courts will have the right to access information about the person they represent and make decisions on their behalf. Proof of identity and evidence of power of attorney or court order is always necessary. The same applies to a person appointed to make decisions by: The Court of Protection in England and Wales, The Sheriff Court in Scotland or The High Court in Northern Ireland.
Change of Details
It is important that we are informed of any change in your personal details and circumstances. Please help us to keep your records accurate and up-to-date. Inaccurate data my affect the quality of your care.
Mobile Numbers & Email Addresses
If you provide us with your mobile phone number and email address, we may use this to send you appointment reminders and information about your treatment, including treatment plan, estimates and progress of your treatment. Please let us know if you do not wish to receive these correspondences.
Complaints
If you have concerns or are unhappy about any of our services, please contact the SDC using the contact details above.
For independent advice about data protection and privacy issues, you can contact:
The Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow
Cheshire SK9 5AF
Website: www.ico.gov.uk
Phone: 0303 123 1113.
