Kincorth Dental PracticePrivacy Policy

Our contact details

Name: Kincorth Dental Practice

Address: Kincorth Shopping Centre, Unit 4, Aberdeen

Postcode: AB12 5BT

Phone Number:01224 872 684

Website: https://kincorthdental.co.uk/

DPO: Mr Athanasios Mytoglou

DPO contact details: As above

The type of personal information we collect

We currently collect and process the following information:

• personal details such as your name, date of birth, national insurance number, CHI number, address, telephone number, email address, your general medical practitioner and exemption status (if applicable).

Information about your past and present dental and medical health, including:

• clinical records made by dentists and other dental professionals involved with your care and treatment;
• x-rays, clinical photographs, digital scans of your jaw, mouth and teeth, and study models;
• signed medical histories;
• dental histories;
• signed treatment plans, estimates and consents;
• notes of conversations/incidents with you about your dental care;
• date and time of your appointments;
• details of any complaints you have made and how these complaints were dealt with;
• correspondence relating to you with other healthcare professionals, forexample with the hospital; and
• details of the fees charged and paid, including dental software records, cash and card receipts.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

We need to keep in detail and accurate personal data about our patients in order to provide them with safe and high-quality dental care.

We also need to process your personal data if we are providing treatment under NHS and to ensure the proper transmission of the treatment plans from our software to the NHS.

How we use your information

To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you.  We will share your data with NHS Scotland regarding your dental treatment. We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter.  We may use your contact details to inform you of products and services available at our Practice, to remind you regarding your appointment or to book your check-up.We have CCTV in operation at the practice for the purposes of patient and staff safety.

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 professional caring for you;
• specialist dental or medical services to which we may refer you;
• NHS payment authorities;
• The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges;
• dental laboratories; and
• debt collection agencies.

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 not connected with your health care, including HMRC or other 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 data. 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 practice filing systems and computers. We use high-quality specialist dental software to record and use your personal information safely and effectively. Our computer system has a secure audit trail and we back-up information routinely. We keep your 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 the longer. At your request, we will delete non-essential information (for example some contact details) before the end of this period.

Access To Your Information & Other Rights

You have a right to access the information that we hold about you and to receive a copy. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons. You can also request us to:

• correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change;
  ‍
  – erase some of the data we hold. For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). However, we can, if you ask us to delete some contact details and other non-clinical information;
  ‍
  – stop using your information – for example, sending you reminders for appointments or calling you to book a check-up. Even if you have given us consent to send you marketing information, you may withdraw that consent at any time;
  ‍
  – stop using information if you believe the information is not correct or you believe we are using your information illegally; and
  ‍
  -supply your information electronically to another dentist.

If you do not agree

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