•  Personal data for the provision of dental health care 
• Personal data for the purposes of providing treatment plans, recall appointments, reminders or estimates 
• Personal data such as details of family members for the provision of health care to children or for emergency contact details 
• Personal data for the purposes of employed and self-employed team members employment and engagement respective
• Personal data for the purposes of [direct mail/email/text/other] to inform you of important announcements or about new treatments or services 
• Personal data - IP addresses so that we can understand our patients better and inform our marketing approach as well as improve the web site experience 
• Special category data including health records for the purposes of the delivery of health care and meeting our legal obligations 
• Special category data including health records 
• Special category data to meet the requirements of the Equality Act 2010 
• Special category data details of criminal record checks for employees and contracted team members 

We minimise the data that we keep, and do not keep it for longer than necessary. 

We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or to secondary care such as a hospital, we will gain the individual’s permission before the referral is made and the personal data is shared. Your data will be shared with the NHS if you are having NHS treatment. 

• Personal data is stored in the UK whether in digital or hard copy format
• Personal data is only stored outside of the UK and in digital format when suitable safeguards have been put in place to allow personal data to be transferred
• Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list 

For full details or where your data is stored, please ask to see Information Governance Procedures. 

Our Article 9 conditions for processing special category data: 

• Processing is necessary for health care purposes 
• Processing necessary for identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with the view to enabling such equality to be promoted or maintained  
• We obtain consent of the data subject to process criminal record checks 

The reasons we process the data include: 

• To maintain your contemporaneous clinical records 
• To provide you with dental treatment, prevention and oral health advice 
• To carry out financial transactions with you 
• To manage any NHS dental care treatment
• To send your personal data to the General Dental Council or other authority as required by law 
• To communicate with you as and when required including appointment reminders, treatment plans, estimates and other communications about your treatment or the practice
• To communicate with your next of kin in an emergency 
• If a parent or carer to communicate with you about the person you parent or care for 
• To refer you to other dentists or doctors and health professionals as required 
• To obtain criminal record disclosures for team members 
• For debt recovery 
• To continually improve the care and service you receive from us  

• The right to be informed about the collection and use of your personal data 
  
• The right of access – to have a copy of the data we hold about you. Generally, we will not charge for this service 
  
• The right to rectification  - to correct the data we have if it is inaccurate or incomplete 
  
• The right to deletion of your personal data (clinical records must be retained for a certain time period) 
  
• The right to restrict processing of your personal data 
  
• The right to data portability – to have your data transferred to someone else 
  
• The right to object to the processing of your personal data 
  
• Rights in relation to automated decision making and profiling 

Further details of these rights can be seen in our Information Governance Procedures or at the Information Commissioner’s website. Here are some practical examples of your rights: 

• If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patient records, to be provided within one month of the request.
• If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month and to correct errors in it. You can also withdraw consent from communication methods such as telephone, email or text 

We have carried out a Privacy Impact Assessment in Sensitive Information Map, PIA and Risk Assessment and you can request a copy from the details below. The details of how we ensure security of personal data is in our Security Risk Assessment and Information Governance Procedures (M 217C).  

Comments, suggestions and complaints 
Please contact the IG Lead at the practice for a comment, suggestion or a complaint about your data processing at info@orchardhousedentalcare.com, or 01609 771888 or by writing to or visiting the practice at 16 Ainderby Road, Northallerton, North Yorkshire, DL7 8HD.

• Data Protection and Information Security Policy, Consent Policy
  
• Information Governance Procedures, Record Retention Policy

If you have an enquiry or a request, please contact the Information Governance Lead: Dr D Banks 

Thank you. 

• Improving the quality and standards of care provided 
  
• Research into the development of new treatments  
  
• Preventing illness and diseases 
  
• Monitoring safety 
  
• Planning services  

This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law.  

Most of the time, anonymised data is used for research and planning so that you cannot be identified in which case your confidential patient information isn’t needed.

You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt out your confidential patient information will still be used to support your individual care. To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters. On this web page you will:

• See what is meant by confidential patient information 
  
• Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care 
  
• Find out more about the benefits of sharing data 
  
• Understand more about who uses the data 
  
• Find out how your data is protected 
  
• Be able to access the system to view, set or change your opt-out setting 
  
• Find the contact telephone number if you want to know any more or to set/change your opt-out by phone  
  
• See the situations where the opt-out will not apply

You can also find out more about how patient information is used at: 
https://www.hra.nhs.uk/information-about-patients/ (which covers health and care research); and 
https://understandingpatientdata.org.uk/what-you-need-know (which covers how and why patient information is used, the safeguards and how decisions are made)