In this privacy notice, ‘we’, ‘us’ and ‘our’ mean Elite Dental Clinic.
The practice aims to meet the legal requirements for the website as well as our professional guidelines and requirements.
We are committed to protecting your privacy when dealing with your personal information. This privacy notice provides details about the information we collect about you, how we use and protect it. It also provides information about your rights.
If you have any questions about how we handle your information, please contact us at firstname.lastname@example.org
Scope of our privacy notice
This privacy notice applies to anyone who interacts with us about our dental services (‘you’, ‘your’), in any way (for example, by email, through our website, by phone).
You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.
This privacy notice applies to you if you ask us about, buy or use our dental services. It describes how we handle your information, regardless of the way you contact us (for example, by email, through our website, by phone). We will provide you with further information or notices if necessary, depending on the way we interact with each other.
If you have any questions about this, please contact us at email@example.com
How we collect personal information
We collect your personal information:
From you through your contact with us, including by phone (we may record or monitor phone calls to make sure we are keeping to legal rules, codes of practice and internal policies, and for quality assurance purposes), by email, through our websites, by post, by filling in application or other forms, by entering competitions, through social media or face-to-face (for example, in dental consultations, diagnosis and treatment).
From your parent or guardian, if you are under 18 years old;
From a family member, or someone else acting on your behalf;
From doctors, other clinicians and health-care professionals, hospitals, clinics and other health-care providers;
From other dental practices when they refer you to us.
The categories of data we process are:
Personal data for the purposes of staff and self-employed team member management
Personal data for the purposes of direct mail/email/text/ marketing
Special category data including health records for the purposes of the delivery of health care
Special category data including health records and details of criminal record checks for managing employees and contracted team members
Standard personal information stored with us includes:
contact information, such as your name, address, email address and phone numbers;
the country you live in, your age, your date of birth and National Insurance number (in case of processing exempt patients);
Passport copy and number for employees and self employed team working at the practice.
financial details, such as details about your payments and your bank details;
the results of any credit checks we have made on you;
information about how you use our website, although there is not actual names included here (please see our Cookies Policy for more details).
We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.
Personal data is stored in the EU whether in digital or hard copy format
Personal data is stored in the US in digital format when the data storage company is certified with the EU-US Privacy Shield
Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list
The lawful basis for processing special category data such as patients’ and employees’ health data is:
Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional to enter into a contract
The lawful basis of processing personal data such as name, address, email or phone number is:
Consent of the data subject
Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records in order to meet our legal requirements. The retention period for staff records is 6 years. The retention periods for other personal data is 2 years after it was last processed.
Sharing Your Information:
We share your information with relevant third parties to provide various services to you, useful in providing you the best experience in your dental treatments and giving all the latest updates about the practices and any dental offers which may benefit you. However, we make sure the third parties which we deal with, are GDPR compliant as well, so the data stays as confidential as possible. You can contact us to know more about these third parties by emailing us on firstname.lastname@example.org Only adequate and relevant information is shared as is needed and lawfully allowed and permission taken from the patient / team member.
Dental Laboratories – We use dental laboratories for dental treatments which include – S E West, Medimatch, Precision Dental Studio, Amdecc, Esthetica, Nimro, HDM dental. We will be updating the list as and when there are any changes.
Marketing and Communications – Software of Excellence, InfusionSoft, Mail Chimp, Google Business Email, Royal Mail, UPS Couriers.
Credit Check Companies – Hitachi Medenta, Duologi
Credit Card PCI compliance – Barclays
Works and Pensions Dept – For accessing benefits and exemptions
Membership Plan – Practice Plan
NHS hospital for referring patients
Payroll for Employees – Enroll My Staff
HR Services – More than HR
Hardware Support – Just Tech Ltd
Software Support – Just Tech Ltd
Bookkeeping – Count On Us Book Keeping Ltd
Marketing and preferences
We may use your personal information to send you marketing by post, by phone, through social media, by email and by text.
We can only use your personal information to send you marketing material if we have your permission or a legitimate interest.
If you don’t want to receive emails from us, you can click on the ‘unsubscribe’ link that appears in all emails we send. If you don’t want to receive texts from us you can tell us by contacting us at any time.
You have the right to object to direct marketing and profiling (the automated processing of your information to help us evaluate certain things about you, for example, your personal preferences and your interests) relating to direct marketing.
Please see the section about your rights for more details.
You have the following personal data rights:
The right to be informed
The right of access
The right to rectification
The right to erasure (clinical records must be retained for a certain time period)
The right to restrict processing
The right to data portability
The right to object
Here are some practical examples of your rights:
– If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patient records within one month.
– If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text.