Privacy Policy

Orchard House Dental Practice

OH Dental Ltd is committed to protecting the privacy of www.ohdental.co.uk users and the overall integrity of the internet. To that end, we are disclosing here any issues related to privacy in the collection by OH Dental Ltd of personally identifiable information from users of www.ohdental.co.uk.

OH Dental Ltd operations include the production of www.ohdental.co.uk.

We have adopted a set of information management guidelines that serve as the basis for our customer and advertiser relationships. These have been developed to comply with the Data Protection Act 1998 and the Privacy and Electronic Communications (EC Directive) Regulations 2003. We take note of advice published from time to time by the Information Commissioner. Accordingly, guidelines are subject to change and any such changes to our privacy policy will be posted on this page without notification.

For information on the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and the Information Commissioner please follow this link www.dataprotection.gov.uk

A summary of the measures taken by OH Dental Ltd to protect our users’ privacy is as follows:

• We do not provide or sell your details to third parties unless you have specifically requested that we do so, in order that these advertisers and/or third parties can offer you information, goods and services that may be of interest to you. In the case of email these offers will only come to you from OH Dental Ltd .
• OH Dental Ltd and our group of companies may contact you by post or telephone with details of their products, services and promotions. In the case of of email this correspondence will only be sent to those users who have opted in to receive communications via these methods.
• We reserve the right to disclose information about member usage and demographics to advertisers and partners, but in anonymous aggregate form only. OH Dental Ltd will not reveal your personal identity in connection with the disclosure of such information.

What personally identifiable information do we collect about you?

We collect information on our users in two ways: through cookies, and through registration. For more information about cookies, please see below.

We require users to provide us some information in order to place adverts. This information is stored by us and our data processors.

We may also collect personal information from you through your use of enquiry and feedback forms and every time you email us your details.

We also log IP addresses, or the location of your computer on the internet, for systems administration and troubleshooting purposes. We occasionally use IP addresses to track a user’s session, but do not link IP addresses to personally identifiable information.

What do we do with the information collected?

We may perform statistical analyses of user behaviour in order to measure relative consumer interest in the various areas of our site (for product development purposes) and to inform advertisers as to how many consumers have seen or ‘clicked’ their advertising banners. In performing these statistical analyses, we will disclose information to third parties only in aggregate form. Personal information on individual subscribers will not be provided to any third party if you object.

We may periodically send you email updates on www.ohdental.co.uk and services offered by www.ohdental.co.uk and its advertisers. Only those users who have opted in to receive these communications via email will receive this information via these methods. If you wish to opt out of receiving such information from us, please use the unsubscribe option included in all our email correspondence or send an email to reception@ohdental.co.uk stating that you would prefer not to receive such mailings.

With whom do we share the information we collect?

We will not sell, trade or rent your personal information to others unless you have given us your permission. Also, we may provide aggregate statistics on our customers, sales, traffic patterns and related site information to reputable third-party vendors, but these statistics will include no personally identifying information.

We are not responsible for the content or the privacy policies of Web sites to which www.ohdental.co.uk may link.

Cookies

A cookie is a small, numeric text file that is stored by your browser on your computer’s hard drive. Any information you provide to us is held securely on our web servers and not on your machine.

GDPR – 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.

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

M C O’Sullivan is responsible for keeping secure the information about you that we hold.

Our data protection officer, M C O’Sullivan, ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.

Those at the practice who have access to your information include dentists and other dental professionals involved with your care and treatment, and the reception staff responsible for the management and administration of the practice.

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 information with NHS and Simply Health (Denplan) if you are a member with them in connection with your dental treatment.

We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, text, email or letter.

If we wish to use your information for dental research or dental education, we will discuss this with you and seek your consent. Depending on the purpose and if possible, we will anonymise your information. If this is not possible we will inform you and discuss your options.

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
• NHS payment authorities
• The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges
• 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.

Keeping your information safe

We store your personal information securely on our practice computer system and in our filing cabinets in a manual filing 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 the 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 use cloud computing facilities for storing some of your information. The practice has a rigorous agreement with our provider to ensure that we meet the obligations described in this policy and that we keep 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 a right to access the information that we hold about you and to receive a copy. You should submit your request to the practice in writing or by email. 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 information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment
• Stop using your information – for example, sending you reminders for appointments or information about our service
• 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.

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), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).

Date: 1st September 2022

Review date: Yearly