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Privacy Notice

Notice regarding our use of your data and your rights

We are Astradent Dental Group, a business that owns and runs multiple dental practices across the UK.  Our Head Office address is: XXXXXXXXX.

Astradent Dental Group owns and operates the following practices:

Holt Dental Practice, Kelling Hospital, High Kelling, Holt, Norfolk NR25 6QA  tel: 01263 711 444

Wells Dental Practice, Wells Community Hospital, Mill Road, Wells-next-the-Sea, Norfolk NR23 1RF  tel: 01328 710 999

Data Protection Privacy Notice for Patients

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.

The information that we collect

We may collect the following information about you:

  • Personal details such as your name, date of birth, national insurance number, NHS number, address, telephone number and email address
  • Information about your dental and general 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 mouth and teeth, and study models
  • Medical and dental histories
  • Treatment plans and consent
  • Notes of conversations with you about your care
  • Dates of your appointments
  • Details of any complaints you have made and how these complaints were dealt with
  • Correspondence with other health professionals or institutions
  • Details of the fees we have charged, the amounts you have paid and some payment details

Astradent Dental Group are responsible for keeping secure the information about you that we hold. The majority of the information which we hold about you is kept in our computer systems which hold our patient records alongside other business information. In some circumstances, we may also hold information in manual records at the relevant  practice that you attend. 

At the practice, dentists and other dental professionals involved with your care and treatment and the reception staff responsible for the management and administration of the practice have access to your information. Our support staff at Astradent Dental Group may also have access to your information where required to deal with matters such as complaints.

Use of your information

To provide you with appropriate dental care and treatment, we need access to current, accurate information about you.

  • We will share your information with the NHS and/or (if applicable) your private dental plan provider in connection with your dental treatment.
  • We will ask you your preference for how we contact you about your dental care. Our methods are usually,  telephone, email, text message or letter.
  • We may use your contact details to inform you of products and services available at our Practice.

How we may share your information

Your information is normally used only by our team working at the practice.  There may be instances where we need to share information with other organisations or health professionals:

  • Your doctor
  • The hospital or community dental services or other health professionals caring for you
  • NHS payment authorities
  • The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges
  • Any 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 not connected with your health care, including HMRC or other law enforcement or government agencies.

Marketing

We would like to send you information about products and services that we offer.

You have a right to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please contact the practice, or you can unsubscribe to any emails or text messages that we send at any time.

If you have consented to receive marketing you may opt out at a later date.

Keeping your information safe

We store your personal information securely on our central computer system but we may occasionally hold some of your personal information in a manual filing system on the practice premises. In neither case however can your information be accessed by those who do not work for Astradent Dental Group. In particular, only authorised team members have access to your information (on a need-to-know basis). They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.

We take precautions to ensure security of the practice and support centre premises, the practice filing systems and our support centre and practice computers.

We use high-quality specialist dental software to record and use your personal information safely and effectively. This computer system has a secure audit trail and the information stored on it is backed up routinely.

We use cloud computing facilities for storing some of your information and we have a rigorous agreement with our provider to ensure that it meets the obligations described in this policy and that it keeps your information securely.

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.

Access to your information and other rights you have

You have a right to access the information that we hold about you and to receive a copy.

Please submit your request to the practice in writing or by email. This ensures that we understand more clearly what you require. If you have any difficulties in submitting your request in writing please do not hesitate to contact us.

We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.

Other websites

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

If you have concerns or do not agree with how we use, share and store your data

If you do not agree to our use of your personal information as described above, please discuss the matter with your dentist.

We may not be able to continue to provide your dental care if you object to the way we use, process and share your data.

If you do not feel able to discuss your concerns with your dentist or another team member at the practice, you have the option to contact:

The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).

This privacy policy is reviewed on a regular basis and any changes made to the policy are updated on the page as required.  Lat reviewed and updated July 2021.