St James Dental Clinic
68a upper st James street
Isle of Wight
PO30 1LQ

Privacy Notice May 2018

In providing your dental care and treatment, we will ask for information about you and your health. Occasionally, we may receive information from other providers who have been involved in providing your care. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.

Information that we collect

We may collect the following information about you:

*Personal details such as your name, date of birth, address, telephone number and email address.

*Information about your dental and general health including :
Clinical records made by the dentist and other dental professionals invoked in your care and treatment
X-rays, clinical photographs, digital scans of your mouth and teeth, and study models.
Medical and dental history
Treatment plans and consent
Notes of conversations with you about your care
Details of any complaints you have made and how these complaints were dealt with
Correspondence with other health professionals

*Details of fees we have charged and the amounts you have paid

St James Clinic is responsible for keeping secure the information about you that we hold.

Those at the practice who have access to your information include dentists and other dental professionals involved with your care and treatment and reception staff.

How we use your information
To provide you with the care and treatment that you need, we require up to date and accurate information about you.
We will only share your information with referring clinicians and providers we refer out in connection with your dental treatment.

We will see your preference for how we contact you about your dental care. Our usual methods are telephone, sms, email or text.
We will seek your consent before contacting you.

Sharing information
Your information is normally used only by those working at the practice but there may be instances where we need to share it- for example with:

• Your doctor
• The hospital or community dental services or other health professionals caring for you
• Private dental schemes of which you are a member

We will only disclose your information on a need to know basis and will limit any information that we share to the minimum necessary.

In certain circumstances or if required by law, we may need to disclose your information to a third party for example a law enforcement or government agencies.

Keeping your information safe
We store your personal information securely on our practice computer system. Your information cannot be accessed by those who do not work at the practice; only those working at the practice have access to your information. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.
We take precautions to ensure security of the practice premises, the filing systems and computers.

We use high quality specialist dental software to record and use your personal information safely and efficiently. Our computer system has a secure audit trail and we back up information routinely.

We keep the records for 10 years after the date of your last visit to the practice or until you reach the age of 25 years whichever is longer.

Access to your information and other rights
You are the right to access your information that we hold about you and receive a copy. You should submit your request in writing. We do not charge for copies of your information.

You can also request to

*correct and information you believe is inaccurate

*erase information we hold, although you should be aware that for legal reasons we may be unable to erase certain information

*stop using your information – for example, sending you reminders for appointments or information about our service.

*supply your information to another dentist

If you do not agree

If you do not wish us to use your personal information as described you should discuss this matter with your dentist or the practice manager. If you object to the way we collect and use your information, we may not be able to continue to provide your dental care.

If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you should contact The Information Commissioner’s Office (ICO) 03031231131 or 01625545745

Date 11.5.2018
Review date 11.5.2019