Patient Privacy Notice
Trafalgar House Dental Practice and Clove Essence Limited is an independent dental practice providing a range of dental treatments on a private. Our practice comprises of employed and self-employed individuals. We work together to ensure our patient’s privacy is respected and their personal data is protected. This privacy notice outlines how we handle patient information according to the UK GDPR and Data Protection Act 2018 (DPA18).
Name:
Address:
Phone number:
Email:
Dr. Leena Asopa
Trafalgar House Dental Practice, Trafalgar House, Malpas Rd, Truro TR1 1QH
01872 270597
getintouch@trafalgarhousedentalpractice.co.uk
Collecting Your Personal Data
Most of the personal information we process is provided to us directly, such as when you contact the practice, engage with our website or during your appointment. Occasionally, however, we may receive patient information from other sources such as:
We may receive data from third parties, including analytics providers such as Google located outside the UK, advertising networks such as Facebook located outside the UK providers of technical, payment and delivery services.
The table below sets out the main types of patient information we process, the reasons why and the lawful basis for doing so.
Categories of personal data
Examples of personal data
Purposes of processing personal data
Lawful Basis under UK GDPR and DPA18
Personal Identifiers
Name, Contact Details, Patient Reference number, NHS number, date of birth, signatures, photos and videos (non-clinical purposes), where you can be identified in CCTV footage.
1. Add you to our patient system.
2. Contact you in connection with your treatment and manage our relationship with you; this includes sending you recalls and appointment reminders.
3. Send you marketing information.
4. Share your non-clinical videos and photos such as reactions and testimonials to our online audiences and training courses.
1. Performance of a contract (in connection with private treatments),
2. Performance of a contract (in connection with private treatments), in our legitimate interest.
3. Consent, in our legitimate interest.
4. Consent.
Family Details
Next of kin, and details of
any guardians, carers and
representatives.
1. Contact them in an
emergency.
2. Contact them about your care if they are responsible for looking after you.
1. Vital interest, consent.
2. Contract (In connection with private treatments), consent.
Financial Details
Details of any payments
you make to us or need to
make to us your debit and
credit card details, and if
applicable, your bank
account details.
1. Process any payments
you make to us or need to make to us.
2. Recover any debts due to us.
1. Contract (In connection with private treatments)
2. In our legitimate interest.
Technical Data
Data about your use of our website such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website, social media channels and patient portal.
1. Analyse how patients use our online services to develop them, grow our practice, and progress our marketing strategies.
2. Administer and protect our practice, social media channels, website, deliver relevant online content and
advertisements to you,
and understand our
advertising effectiveness.
3. Detect and identify
whether an individual has used the practice’s guest WI-FI network to conduct unlawful activities.
1, 2. In our legitimate interest.
3. In our legitimate interest, Legal obligation.
Communication Data
Personal data contained in
an email, comments on
social media posts, letters,
instant messages.
1. For the assessment,
diagnosis of your dental
health to administer care
and treatment, including
prescription and referral.
2. To establish a legal defence in the event of a claim or regulatory investigation.
3. For clinical and peer
review to assess equality
and the level of care provided to patients visiting the practice.
4. To record and manage a health and safety incident that has occurred on the premises. Including,
insurance purposes.
1. Necessary for your dental and orthodontic treatment and the administration of it.
2. Legal defence
3. Necessary for your dental and orthodontic treatment and the administration of it. Substantial Public Interest – Equality.
4. Legal defence, Substantial
Public Interest – Insurance.
Ethnicity Information
Where relevant, we may
need to process your ethnic group and language.
1. Understand your cultural, religious and language needs, identify any patients at risk.
2. Comply with the law
which gives the practice
a duty to promote equality.
1. Necessary for your dental and orthodontic treatment and the administration of it.
2. Necessary for your dental and orthodontic treatment and the administration of it. Substantial Public Interest – Equality.
Religious and philosophical beliefs
Where relevant to your care, such as fasting or abstaining from certain types of treatments.
1. For the assessment,
diagnose your dental health to administer care and treatment, including prescription and referral.
2. Comply with the law,
which gives the practice a duty to promote equality.
1. Necessary for your dental and orthodontic treatment and the administration of it.
2. Necessary for your dental and orthodontic treatment and the administration of it. Substantial Public Interest – Equality.
Providing you with private dental treatment means the practice and your treating clinician must collect and process your personal data. Refusal to provide personal data connected to these lawful bases may directly impact our ability to treat you and we may be unable to continue your treatment at the practice.
Withdrawing Consent
The above table sets out where we rely on your consent to process your personal data. You can request to withdraw your consent for these purposes by contacting the practice using the contact details found at the top of this notice.
Your information is securely stored paper and digital formats. We use online and cloud-based digital storage. Where data is stored outside of the UK, we ensure the correct legal protection are in place to ensure compliance with international data transfer rules.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including to satisfy any medical, legal, accounting, or reporting requirements.
When deciding the correct time to keep the data, we look at the amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, and necessary ongoing purposes of the processing.
Sharing Your Personal Data
Your information is typically used internally by staff employed by the practice and self-employed dentists working at the practice and responsible for your treatment.
There may be instances where we need to share it – for example, with:
We will only disclose your information on a need-to-know basis and limit any information we share to the 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.
International Transfer of Personal Data
Where we transfer your data to third parties outside of the UK, we will ensure that certain safeguards are in place to provide a similar degree of security for your personal data. As such:
If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
