GDPR Privacy Notice

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GDPR Privacy Notice 

What’s this about?
A new law was made that keeps your information safe – things like your address, date of birth and phone number. XF Medical Limited and other people collect and use information for all kinds of reasons, and the new law tells them exactly what they are allowed to do with yours.
We collect some information about our patients, like you. It’s our job to tell you how we will collect the information, how we will record it and how we will use it.
In this notice, you will see different names or terms used that you may not be familiar with, such as:
  • Data controller: This person (or group of people, like a Dental Practice) is in charge of the information we collect.
  • Data processor: This person processes information for the data controller.
  • Data protection Lead (DPL): This person makes sure we do everything the law says. We have two DPL’s – Roderick Harrington and Rosie Dibben.
  • Personal data: This means any information that can be used to identify someone, such as your address and date of birth.
Who looks after your information?
The Company is the data controller of the personal information you give us – we look at how and why your information is collected and used.
Sometimes the Company has to give your information to other people, such as other dentists, but it will only give away your information when you say it’s ok or when the law says that they have to. When your data is given to someone else, they must look after it and keep it safe.

Why do we collect and use your information?
We will only collect your information when we need it to help us do our job or to follow the law. When we’ve collected it, here’s how we use it:
  • To get in touch with you when we need to
  • To provide appropriate advice options
  • To protect your welfare and follow safeguarding procedures
  • To assess the quality of our service
  • To comply with the law regarding data sharing

What information do we collect?
The categories of information that the Company collects, holds and shares includes the following:
Your personal information
This is things like your name and address, and your date of birth.
Your characteristics
This means information about you, like what language you speak and things like that.
Your attendance information
We will also record what appointments you have had and if you have missed any.
Medical information
We need to know if you are poorly and if you are taking any medicines.
Your individual needs
We collect information that helps us treat you better, such as any worries or challenges you may have.

Do you have to give us your information?
You must give us quite a lot of the information we need, but there is some information that you can choose whether to let us have it or not.
When we ask you for information that you don’t have to give us, we will ask for your permission and let you know why we want it and what we will do with it. If you don’t want us to have the information, that’s your choice.

How long will we keep your information?
We don’t keep it forever, only for as long as we need it to help us do the thing we needed it for. We have a policy that tells us when to keep it and when to bin it.

Will your information be shared?
We won’t share your information with anyone else without your permission, unless the law says we can or should. We may share information with:
  • Your family.
  • Your employer, where you consent for us to do so.
  • Health authorities, e.g. safeguarding concerns.
  • Health and social welfare organisations, e.g. safeguarding concerns.
  • Professional advisers and consultants, e.g. safeguarding concerns.
  • Police forces, courts, tribunals, e.g. a legal requirement.
We will only ever share your information with people directly involved in your care, and we will only do so with your permission. Although if you don’t give us permission it may affect our ability to treat you.
The other practitioners that we might share your information with will look after it as safely as we do and they will only discuss you or your treatment with us or another specialist for advice.

How will we get rid of your information?
We will get rid of any paper records with your information on by using a company called xxxxx who will shred and get rid of your information securely. Any computer records will be deleted however we do need to keep your information for a certain length of time before we can do this.

What are your rights?
You have the right to:
  • Be told how we use your information
  • Ask to see the information we hold
  • Ask us to change information you think is wrong
  • Ask us to remove information when it’s not needed anymore
  • Ask us to only use your information in certain ways
  • Tell us you don’t want your information to be processed
If the information we are collecting is information that you can choose not to give, you can tell us to stop collecting it at any time.

If you’re worried about how we get and use your information, you can speak to
 us at the contact details provided, who will be able to help you and answer any questions that you have.
If you want to speak to somebody not at the practice, you can call the people who look after information, called the Information Commissioner’s Office (ICO), on 0303 123 1113 or visit their website

Would you like to know more?
If you would like to find out more information about how we collect, use and store your personal information, please ask to see our information (GDPR) policy or ask at reception.

Four important things to understand
Now you’ve read this, we hope you understand that:
  • The law allows us to get and use your information to help us do our job.
  • We may share your information with others, but only when we really need to.
  • We will ask for your permission to share your information whenever you have a choice.
  • You can tell us not to share your information, even when you have said yes before.

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