Privacy Policy

At Barns Dental Practice, we are committed to protecting and respecting your private information.

This policy explains when and why we collect your personal information, who we may disclose this information to and how we keep it secure.

This policy may change from time to time and we endeavour to keep patients up to date with any changes we may make.

We are registered with the Information Commissioner’s office (ICO)

The information that we collect, hold and share includes:

  • Personal information (such as name, address, date of birth)
  • Attendance information (such as appointments attended, failed or short notice cancelled)
  • Medical information including medication, radiographs and study models
  • Observations and assessment information from clinical appointments
  • Financial information (exempt/not exempt and payment history)
  • Information on special educational needs and disabilities
  • Referrals to other relevant practices/hospitals
  • Copies of letters sent to and received from patients and regarding patients
  • Complaints
  • Safeguarding information

We also collect, hold and share some information regarding parents/guardians of children:

  • Personal information (names, addresses, contact numbers)

Why do we collect and use this information?

  • To ensure we have the correct information to enable the dentist to treat you safely
  • To ensure that all patients are treated safely within our practice
  • Monitor and report on treatment progress
  • To document clinical treatment and conversations taken place between patient and clinician
  • Make claims for treatment
  • Comply with the law regarding data sharing (GDPR)

The lawful basis on which we use this information

We collect and use patient’s information under the following lawful bases which we as healthcare professionals use this information:

  • Contract: the processing is necessary for a contract we have with you the patient to provide a safe environment and treat you accordingly
  • Legal obligation: the processing is necessary for us to comply with the law

Collecting your information

While the majority of the information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the GDPR, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

Storing your data

We are required to hold patient’s data for a reasonable period of time after the patient has left the practice or deceased.

Your data will be held securely and will only be accessible by staff who are authorised to do so.  This data is largely stored electronically which is password protected, with some data held in a paper format.

Who we share information with:

We are required to share information with:

  • NHS Health Board
  • NHS service (health visitors, Child Smile Coordinators)
  • School Nurse
  • NHS Referral Services – if appropriate for further treatment

Why we share patient information

We do not share information about our patients with anyone without your consent unless the law and our policies allow us to do so

We are required to submit data held about the patient to the NHS Health Board for them to audit and for claims for funding/payments.

Data Controllers and Data Protection Officer

Data Controllers –    Sadagathi Mangalampalli – Associate Dentist

Data Protection Officer – Krishnan Unni – Business Manager

Requesting access to your personal data

Under data protection legislation, patients have the right to request access to information about them that we hold. To make a request for your personal information, please make this request to Krishnan Unni.                 

Any questions regarding the information in this policy should be made in writing to Krishnan Unni.