Data Protection Policy

SW3 Dental complies with the UK General Data Protection Regulation (GDPR), the Data Protection Act 2018, and the Freedom of Information Act 2000. This policy outlines how we process, store, and protect personal information about our patients fairly and lawfully.

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Why We Collect Your Data

To provide you with a high standard of dental care, we need to hold personal information about you. This includes:

• Personal details: Name, age, address, phone numbers, email address, and your general medical practitioner.
• Medical and dental history: Past and current medical and dental conditions.
• Clinical records: Radiographs, clinical photographs, and study models.
• Treatment details: Information about treatments provided or proposed (including costs).
• Notes and correspondence: Conversations or incidents requiring a record, consent to treatment, and communication with other healthcare professionals (e.g., referrals).

Comprehensive and accurate personal data ensures that we can provide you with safe and appropriate dental care.

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How We Process Your Data

• Retention:

  • We retain dental records for the duration of your time as a patient.
  • If you leave our practice, we will hold your records for at least 11 years, or until children reach the age of 25, whichever is longer.

• Storage:

  • Personal data is securely stored in our computer system and/or manual filing system.
  • Only authorised staff have access, and our systems are protected by secure audit trails and daily backups.

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Sharing Your Data

To provide proper and safe dental care, we may disclose your personal information to:

• Your GP.
• Hospitals or community dental services.
• Other healthcare professionals involved in your care.
• Dental insurance companies or private dental schemes you are a member of.

Disclosure is strictly on a “need-to-know” basis, ensuring that only relevant information is shared. We comply with strict confidentiality rules when sharing data with Government or healthcare organisations.

In limited circumstances, or when required by law or a court order, personal data may be disclosed to third parties not connected to your dental care. In all other situations, disclosure will only occur with your specific consent.

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Your Rights

• Access to Your Data:

  • You have the right to access and request a copy of the data we hold about you.
  • To make a request, please contact us in writing.
  • Copies of your records will be provided within 30 days of the request.

• Fees:

  • A fee of £10 applies for copied records.
  • Additional charges may apply for x-rays (£40 per copy).

• Data Portability:

  • If you move to another dental practice, we may loan original x-rays or provide copy notes directly to your new practice free of charge upon receiving a written request.

• Right to Object:

  • If you wish to object to the use or disclosure of your data as described in this policy, please speak with your dentist. However, this may affect our ability to provide you with dental care.

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Security Measures

• Data Encryption:

  • All data transferred between you and SW3 Dental is encrypted using Secure Sockets Layer (SSL) certificates. Look for the padlock symbol in your browser’s URL bar.

• Retention Period:

  • We store personal data securely for as long as necessary to provide care, comply with legal obligations, and support any potential claims or legal actions.