From 25 May 2018, all organisations must explain how personal and sensitive information is used due to the General Data Protection Regulation (GDPR).  At Dental Pods, we are committed to ensuring that your personal information is stored securely and only shared where necessary.

Data Protection Code of Practice.

Dental Pods complies with the Data Protection Act 1998, and this Policy describes our procedures for ensuring that personal information about patients is processed fairly and lawfully.

What personal data do we hold?

To provide patients with a high standard of dental care and attention, we need to hold their personal information. This personal data can include:

  • Personal details such as name, age, address, telephone number, email address
  • Past and current medical and dental condition; telephone number and general medical practitioner
  • Radiographs, clinical photographs and study models
  • Information about the treatment that we have provided or propose and its cost
  • Notes of conversations or incidents that might occur for which a record needs to be kept
  • Records of consent to treatment
  • Any correspondence relating to them and other health care professionals, for example, NHS or private referrals

Why do we hold information about you?

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.

Retaining information

We will retain your dental records and study models while you are a practice patient and after you cease to be a patient for at least eleven years or children until age 25, whichever is longer.

Security of information

Personal data about you is held in the practice’s computer and/or locked manual filing systems. The information is only accessible to authorised team members. Our computer system has secure audit trails, and we back up information routinely.

Disclosure of information

To provide proper and safe dental care, we may need to disclose personal information about you to:

  • Your general medical practitioner
  • Peterborough City Hospital
  • Other health professionals caring for you
  • Private dental schemes of which you are a member
  • Medical Specialist Group
  • Agents and Third parties, as required by legal and law

Disclosure will take place on a ‘need-to-know’ basis. Only those individuals/organisations who need to know how to provide care for you and for the proper administration of Government (whose personnel are covered by strict confidentiality rules) will be given the information.

In very limited circumstances or when law or court order requires personal data to be disclosed to a third party not connected with your health care. In all other situations, disclosure not covered by this Code of Practice will only occur with your consent. Where possible, you will be informed of these requests for disclosure.

Access to your records

You have the right to access the data we hold about you and receive a copy. Parents may access their child’s records if this is in their best interests and not contrary to a competent child’s wishes. Formal access applications must be written to our Data Protection Officer, Juliana Schimidt.

If you do not agree

If you do not wish the personal data we hold about you to be disclosed or used as described in this Code of Practice, please discuss the matter with your dentist. You have the right to object, which may affect our ability to provide dental care.

You have a right to withdraw your consent at any time. However, this will not be retrospective.