In providing your dental care and treatment, we will ask for information about you and your health. Occasionally, we may receive information from other providers who have been involved in providing your care. This privacy notice describes the type of personal information we hold, why we hold it and what we do with it.
Dr Hugo Raimundo is the practice principle and is responsible for keeping secure the information about you that we hold.
Those at the practice who have access to your information include dentists and other dental professionals involved with your care and treatment, and the reception staff responsible for the management and administration of the practice.
Information that we hold
We can only keep and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in particular circumstances. Below, we describe the information we hold and why, and the lawful basis for collecting and using it.
We hold personal information about you including your name, date of birth, current address, telephone number and email address. This information allows us to fulfill our contract with you to provide appointments.
We will also use the information to send you reminders and recall appointments as we have a legitimate interest to ensure your continuing care and to make you aware of our services.
We hold 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, study models, copies of any correspondence with the dental laboratory
Medical and dental histories
Treatment plans and consent forms
Notes of conversations with you about your care
Dates and times of your appointments
Details of any complaints you have made and how these complaints were dealt with
Correspondence with you and other health professionals or institutions
Copies of referral letters sent to other dental, medical professionals
We collect and use this information to allow us to fulfill our contract with you to discuss your treatment options and provide dental care that meets your needs. We also use this information for the legitimate interest of ensuring the quality of the treatment we provide.
We hold information about the fees we have charged, the amounts you have paid and some payment details. This information forms part of our contractual obligation to you to provide dental care and allows us to meet legal financial requirements.
How we use your information
To provide you with a dental care in a way it is meeting all the current safety guidelines and recommendations, we require up-to-date and accurate information about you and your general health.
We will only share your personal information with other dental or medical professionals after we have obtained your consent and only a minimum of necessary information will be shared.
We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes.
We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter.
If we wish to use your information for dental research or dental education, we will discuss this with you and seek your consent.
Depending on the purpose and if possible, we will anonymise your information. If this is not possible we will inform you and discuss your options.
We may use your contact details to inform you of products and services available at our Practice.
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:
The hospital or community dental services or other health professionals caring for you
Specialist dental or medical services to which we may refer you
Social Security Pension Scheme, Jersey Dental Scheme Administration Staff
Debt collection agencies
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 minimum necessary.
We will let you know in advance if we send your medical information to another medical provider and we will give you the details of that provider at that time.
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 POLICE or other law enforcement or government agencies but only with a court order to do so.
Keeping your information safe
We store your personal information securely on our practice computer system called Exact/Software of Excellence.
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 which is password protected.
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 to record and use your personal information safely and effectively.
Our computer system has 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. At your request, we will delete non-essential information (for example some contact details) before the end of this period.
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.
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 some of the information we hold. For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment).
However, we can, if you ask us to, delete some contact details and other non-clinical information.
Stop using your information – for example, sending you reminders for appointments or information about our service.
Even if you have given us consent to send you marketing information, you may withdraw that consent at any time.
Stop using information if you believe the information is inaccurate or you believe we are using your information illegally.
Supply your information electronically to another dentist.
If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using your information for that purpose.
All requests should be made by email to the Practice Manageress Miss Catia Rodrigues at email@example.com
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 your 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:
Office of the Data Protection Commissioner