What Personal Data Do We Hold?
- Your past and current medical and dental condition; personal details such as your age, national
insurance number/NHS number, address, telephone number and your general medical practitioner
- Radiographs, clinical photographs and study models
- Information about the treatment that we have provided or propose to provide and its cost
- Notes of conversations/incidents that might occur for which a record needs to be kept
- Records of consent to treatment
- Any correspondence relating to you with your GP or other health care professionals
How We Process The Data
Personal data about you is held in the practice’s computer system and/or in a manual filing
system. The information is not accessible to the public and only authorised members of staff have access to
it. Our computer system has secure audit trails and we back up information routinely.
We will retain your dental records while you are a practice patient and after you cease to be a patient,
for at least 11 years or for children until the age of 25, whichever is the longer.
Disclosure Of Information
In order to provide proper and safe dental care, we may need to disclose personal information about you
to your GP and other health professionals, NHS authorities, Inland Revenue, the Benefits Agency or any
private dental schemes you are a member of. We will not share your data with anyone else without your
Disclosure will take place on a ‘need-to-know’ basis, so that only those
individuals/organisations who need to know in order to provide care to you and for the proper
administration of Government (whose personnel are covered by strict confidentiality rules) will be given
In very limited circumstances or when required by law or a court order, personal data may have to be
disclosed to a third party not connected with your health care. In all other situations, disclosure that is
not covered by this Code of Practice will only occur when we have your specific consent.
Your Right To Confidentiality
You have the right to confidentiality under the Data Protection Act 1998, the Human Rights Act 1998 and
the common law duty of confidence (the Disability Discrimination and the Race Relations Acts may also
We also comply with the NHS Code of Practice on Confidentiality and we have a requirement under their
professional Code of Ethics to keep records about you confidential, secure and accurate. All of our staff
contracts of employment contain a requirement to keep patient information confidential.
You have the right to ask for a copy of all dental records about you, there may be a charge to have a
printed copy of the information held about you. Your request must be made in writing to the Nayland Dental and Cosmetic Clinic. We are required to respond to your request within 40 days.