Paterson and Sadler Dental Surgeons processes personal identifiable information that relates to patients and is therefore required by law to comply with the General Data Protection Regulations (GDPR), which protect your privacy and ensure that your personal information is processed fairly and lawfully.
Paterson and Sadler Dental Surgeons is committed to ensuring that it complies with GDPR and applies ethical principles to all aspects of its work to protect the interests of patients and maintain the confidentiality and security of any personal information held in any form by the practice.
We collect your information directly from you for you, or if you are making an appointment on behalf of someone, including children. As a referral practice we will also receive your information from your own registered dentist. Your dentist can make this referral electronically to us via our secure online referral form or by email. We also receive referrals by letter. These are scanned into our system and shredded once you have visited the practice
To provide patients with a high standard of dental care and attention, we need to hold their personal information. This personal data can include past and current medical and dental conditions and treatments, your date of birth, address, telephone number, email address and any correspondence relating to them and other health care professionals
We need to keep comprehensive and accurate personal data about patients to provide you with safe and appropriate dental care. We will ask you yearly to update your medical history and contact details. We are legally obliged to keep medical and dental records. Our legal basis for holding this information is in accordance with Article 6 (1) f of GDPR – “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party” and Article 9 (2) h of GDPR 2018- provision of healthcare (dentistry).
We keep a record of your telephone/mobile phone number and email address within your patient record on our computer system. We do so in order for the Practice to be able to contact you directly about your booked appointments, recall you for dental and hygiene appointments and remind you of any booked appointments.
To provide proper and safe dental care we may need to disclose personal information about you to your general medical practitioner, The Glasgow Dental Hospital or other secondary care dental services, other health professionals caring for you. Disclosure will take place on a ‘need-to-know’ basis and we will only disclose information to those individuals/organisations who need to know to provide care for you. In very limited circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. Where possible you will be informed of these requests for disclosure.
We keep patient records for adult patients for a minimum of 10 years and for child patients for either 11 years or until the child is 25 years of age, whichever is longer.
We will not keep records for longer than necessary and after they are no longer required, records will be shredded or deleted from our computer system.
Personal data about you is held in the practice’s computer system and/or in a locked manual filing system. The information is only accessible to authorized team members. Our computer system has secure logins and audit trails and we back up information daily.
We contract to Hardware and software companies that adhere to strict GDPR guidelines.
You have the right of access to the data that we hold about you and to receive a copy. Parents may access their child’s records if this is in the child’s best interests and not contrary to a competent child’s wishes. Formal applications for access must be in writing to the practice.
We do not charge a fee for this information, unless we deem the request to be excessive, and we will respond to your request within one month of its receipt. If we refuse your request, we will tell you reasons for this. You have the right to appeal to the Information Commissioner’s Office in this situation.
You have the right to request correction of your information where there is an inaccuracy, request that we erase your information, object to the processing of your information or ask for the processing to be restricted. You also have the right to request the transfer of your personal information to another party, such as another dental practice. If you have concerns about the way we handle your personal information, you have the right to complain to the Information Commissioner’s Office.
Information Commissioner’s Office,
Tel: 0303 123 1113
If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this Privacy Notice, please discuss the matter with your dentist, or speak with our reception team or write to the Practice Principal Dentist, Mrs Katharine Sadler. You have a right to withdraw your consent for us to hold your data at any time however, this may affect our ability to provide you with dental care.