We are committed to safeguarding your privacy. This Policy explains how we collect and use personal information.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.gentle-dental.co.uk you are accepting and consenting to the practices described in this policy.
For the purpose of the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) (GDPR), the data controller is Niamh Egan.
To contact the data protection officer you should email [email protected].
References to ‘we’, ‘our’ and ‘us’ within this Privacy Policy are to Salisbury Dental Care Limited (trading as Gentle Dental).
This Policy applies to information you give us, through our website or by corresponding with us and information collected by us as you visit or interact with our website.
The data you provide may include:
The data we collect about you may include, but is not limited to:
Any personal information we collect from this website is used in accordance with the General Data Protection Regulation (EU) 2016/679) and other applicable laws.
The information you provide allows us to do the following:
It is our policy to ensure that your personal data is not made accessible to unauthorised individuals. We have taken reasonable steps to protect both the digital and physical storage of data.
We strive to protect your personal information, we cannot ensure or warrant the security of any information you transmit to us and you do so at your own risk.
Your data may be kept if it is required for legal or accounting reasons.
Analytics and search engines providers that assist us in the improvement and optimisation of our site may collect data about your IP and computer set up.
We will not retain your personal information longer than necessary.
If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after it is no longer needed to provide services to you.
Cookies are small pieces of information that are stored by your browser on your device's hard-drive. They are used to distinguish individual users, and help us improve our website.
We explain how we use cookies in our cookies policy.
If you would like to update or remove the data we have about you please submit a request to the data protection officer.
If you wish to unsubscribe from our email newsletter you should use the unsubscribe link at the bottom of the email. Should this not work please contact the data protection officer, using the details at the start of this policy.
If you would like to request access to the data we have about you please submit a request to the data protection officer.
If an access request is deemed by us to be unfounded or excessive we may charge a reasonable fee. If you request further copies of your data then we may charge for administrative fees.
If you wish to make a complaint about our use of your data please contact the data protection officer.
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.
We are Salisbury Dental Care LTD operating at Gentle Dental, 29 Castle Street, Salisbury, SP1 1TT
Rob Jukes is responsible for keeping secure the information about you that we hold. 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.
We can only keep and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in particular circumstances. Below, we describe the information we hold and why, and the lawful basis for collecting and using it.
We hold personal information about you including your name, date of birth, national insurance number, address, telephone number and email address. This information allows us to fulfil our contract with you to provide appointments. We will also use the information to send you reminders and recall appointments as we have a legitimate interest to ensure your continuing care and to make you aware of our services.
We hold information about your dental and general health, including
We collect and use this information to allow us to fulfil our contract with you to discuss your treatment options and provide dental care that meets your needs. We also use this information for the legitimate interest of ensuring the quality of the treatment we provide.
We hold information about the fees we have charged, the amounts you have paid and some payment details. This information forms part of our contractual obligation to you to provide dental care and allows us to meet legal financial requirements.
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 Practice plan in connection with your dental membership.
We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes. This will be performed by Working feedback.
We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, 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.
We will seek your consent to use your contact details to inform you of products and services available at our Practice.
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
• Specialist dental or medical services to which we may refer you
• Dental laboratories
• Debt collection agencies
• 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. We will let you know in advance if we send your medical information to another medical provider and we will give you the details of that provider at that time.
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.
We store your personal information securely on our practice computer 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 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. At your request, we will delete non-essential information (for example some contact details) before the end of this period.
You have a right to access the information that we hold about you and to receive a copy. 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 some of the information we hold. For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). However, we can, if you ask us to, delete some contact details and other non-clinical information.
• Stop using your information – for example, sending you reminders for appointments or information about our service. Even if you have given us consent to send you marketing information, you may withdraw that consent at any time.
• Stop using information if you believe the information is inaccurate or you believe we are using your information illegally.
• Supply your information electronically to another dentist.
If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using your information for that purpose.
All requests should be made by email to our Rob Jukes at [email protected]
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).
These Policies were last updated in May 2020.
Any changes we make to this policy will be posted to this page.