Privacy Policy

Privacy Policy for Central England Specialist Referral Centre for Patient Data
Central England Specialist Referral Centre (CESRC) takes great care to protect the personal data we hold for our patients in line with the requirements of the General Data Protection Regulation (GDPR).
The purpose of collecting and storing personal data about our patients is to ensure we can:

  • Provide, appropriate, safe and effective dental care, treatment and advice for all our patients
  • Fulfill any contracts we hold in relation to their care
  • For business administration of their care.

Personal data held for our patients  
The personal data we process (processing includes obtaining the information, using it, storing it, securing it, disclosing it, and destroying it) for our patients includes:

  • Name, address, date of birth
  • Unique identification number
  • Next of kin
  • Email address
  • Phone numbers
  • GP contact details
  • Occupation
  • Referral forms/letters
  • Medical history
  • Dental care records
  • Photographs and models
  • Financial information
  • Credit cards receipts
  • Correspondence
  • Details of any complaints received

We keep an inventory of personal data we hold on our patients and this is available for patients on request. A list of personal information held is also included in our Privacy Notice that is given to all patients.
Disclosure to third parties
The information we collect, and store will not be disclosed to anyone who does not need to see it.
We will share our patients’ personal information with third parties when required by law or to enable us to deliver a service to them or where we have another legitimate reason for doing so. Third parties we may share patients’ personal information with may include:

  • Regulatory authorities such as the General Dental Council or the Care Quality Commission
  • Other health care professionals we may refer you to
  • Your referring dentist
  • Dental finance administrators
  • Insurance companies
  • Loss assessors
  • Fraud prevention agencies
  • Dental Laboratories
  • In the event of a possible sale of the practice at some time in the future.
  • In the event of teaching/social media (with your prior consent)

We may also share personal information where we consider it to be in a patient’s best interest or if we have reason to believe an individual may be at risk of harm or abuse.
Personal privacy rights
Under the GDPR all individuals who have personal information held about them have the following personal privacy rights:

  • Right to subject access.
  • Right to have inaccuracies deleted.
  • Right to have information erased.
  • Right to object to direct marketing.
  • Right to restrict the processing of their information, including automated decision-making.
  • Right to data portability.

Patients who wish to have inaccuracies deleted or to have information erased must speak to the dentist who provided or provides their care.
Legal basis for processing data held about patients
The GDPR requires us to state the legal basis upon which we process all personal data for our patients and it requires us to inform our patients of the legal basis on which we process their personal data. This is clearly stated in our privacy notice that is given to all patients.
The legal bases for recording individual types of data are recorded in our patient personal data inventory. This is available for all patients to see on request.
The legal basis on which we process personal information for our private patients is
To provide healthcare.

Automated decision making
All individuals who have personal data held about them have a right to object to their personal data being subjected to automated decision making.
Patients will always be asked to give specific, informed, verifiable, opt in consent for any processes involving automated decision making.
 Consent
 CESRC always obtains specific, unambiguous opt in consent from all patients to whom we send direct marketing information. You will be asked by a member of the team if you wish to receive marketing such as emails or newsletters.
We also obtain specific, unambiguous, opt in consent from our patients for Consent for treatment.
Consent for IV sedation.
Consent for the use of photographs in teaching and social media.
Consent for marketing.
For a new patient, we obtain consent for these things when the patient first attends the practice.
For an existing patient, we ask the patient for consent when they attend for their recall appointment or for a treatment appointment.
We refresh this consent annually or at each new course of treatment.
Withdrawal of consent
Patients who have given their opt in consent have a right to withdraw their consent at any time. Patients are advised of their right to withdraw their consent for anything they wish to withdraw from in our privacy notice.
Retention period
This practice retains dental records and study models while the patient is a patient of the practice and after they cease to be a patient, for at least eleven years, or for children until age 25, whichever is the longer.
Complaints
All individuals who have personal data held about them have a right to complain. All complaints concerning personal data should be made in person or in writing to Sabrina Griffith. All complaints will be dealt with in line with the practice complaints policy and procedures.
The practice has an appointed Information Governance Lead who is Dr Neil Wilson. It is the responsibility of the Information Governance lead and the practice manager Sabrina Griffith to ensure all data is stored, used, processed and destroyed in line with the GDPR regulations.
Transferring personal data outside the EU
This practice does not currently send any laboratory work outside the EU.
If this ever changes laboratory work sent outside the EU will be labelled with the patient’s unique identifying number rather than the patient’s name. A record of the unique identifying number will be held at the practice.
Patients’ personal data is currently not transferred outside the EU.
This Policy was reviewed and implemented on: 30/4/18
This policy and relevant procedures will be reviewed annually and are due for review
On 30/4/19 or prior to this date in accordance with new guidance or legislative changes.
Data Protection
The data we collect from you helps us enhance your experience with Central England Specialist Referral Centre and ensure you receive the best possible treatment from our team. When you share information with us when you register and when you complete in practice health questionnaires and surveys we treat this data with the utmost respect and take appropriate steps to protect it.
We will not share your data with and other third party except when it is necessary for your treatment. These third parties may include finance providers if you choose to use finance to pay for your treatment, dental laboratories, IT support and your referring dentist.
We will use your contact details you give us to remind you about your appointments or to contact you to discuss any aspects of your treatment with you. You can let our team know your preferred contact.
We are unable to discuss your treatment with anyone else unless you complete the consent to share information sheet sent to you in your new patient pack.
You will also receive a photographic consent sheet, as photographs and radiographs form part of your clinical records. We may sometimes use these images for teaching if you have given us your permission first.
If you would like to see our full privacy policy, then you can ask a member of the team or click on the link below

CLICK HERE FOR YOUR FREE DENTAL IMPLANT PATIENT GUIDE

Simply enter your details to download our patients guide to dental implants.

  • This field is for validation purposes and should be left unchanged.