Privacy Policy

In order to provide our services, we will need to ask you for information about you and your health. Occasionally, we may receive information from other providers who are or who have been involved in providing you with care. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.

Information that we collect

We may collect the following information about you:

  • Personal data such as your name, date of birth, national insurance number, NHS number, address, telephone number and email address
  • Information about your dental and general health, including: Clinical records made by dentists and other dental professionals involved with your care and treatment; X-rays, clinical photographs, digital scans of your mouth and teeth, and study models; Medical and dental histories; Treatment plans and consent; Notes of conversations with you about your care; Dates of your appointments; Details of any complaints you have made and how these complaints were dealt with; Correspondence with other health professionals or institutions; Details of the fees we have charged, the amounts you have paid and some payment details

The practice owner is responsible for keeping secure the information about you that we hold.

Our Data Protection Officer ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.

Those at the practice who have access to your information include dentists and other dental professionals involved with your care and treatment, our treatment coordinators and our administrative and marketing staff responsible for the management, administration and marketing of the practice.

How we use your information

To provide you with the dental care and treatment that you need, it is important that we have up-to-date, accurate and complete information about you.

From time to time it may be advisable to share your information with the NHS in connection with your dental treatment. We will seek your written consent prior to doing so.

We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email, SMS, WhatsApp or letter.

Sharing information

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
  • A hospital, community dental service or other health professionals caring for you
  • 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 absolute minimum necessary.

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.

Keeping your information safe

We store your personal information securely on our practice computer system and in a manual filing 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 as well as proprietary systems to record and use your personal information safely and effectively. Our systems have a secure audit trail and we back-up information routinely.

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.

Access to your information and other rights

You have a right to access the information that we hold about you and to receive a copy. You should submit your request to the practice either in writing or by email to 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 information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment)

Stop using your information – for example, sending you reminders for appointments or information about our service

Supply your information electronically to another dentist.

If you do not agree

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 you with 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)


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GDPR and Your Data

If you would like us to delete your personal information, or you would like to receive a copy of the information we hold about you, please email us at: