At OpenDentist, we are committed to safeguarding the privacy and security of your personal information. This Data Protection Policy explains how we collect, process, store, and protect your data in compliance with The General Data Protection Regulation (GDPR), the Data Protection Act 1998, and relevant healthcare regulations.
1. Purpose of This Policy
This policy applies to all personal data we hold about you, whether in paper or electronic form. It outlines the procedures that ensure we comply with data protection laws and keep your data secure. OpenDentist recognizes the sensitive nature of the information we process and strives to ensure that it is handled securely and responsibly.
2. What Personal Data Do We Hold?
To provide the best possible dental care, we collect the following types of personal data:
Personal Details:
Name, address, telephone number, email address, National Insurance number (if applicable), NHS number, date of birth, and employment status.
Medical and Dental Information:
Your medical and dental history, including treatment records, clinical photographs, radiographs (x-rays), and study models.
Treatment and Billing Information:
Information about the treatments we've provided or propose to provide, including treatment plans and costs.
Other Relevant Information:
Notes of conversations, records of consent to treatment, and correspondence with other healthcare professionals involved in your care.
3. Why Do We Collect This Information?
We collect and process personal data for the following reasons:
To Provide Medical and Dental Care:
To deliver safe and effective treatment and manage your healthcare.
For Legal and Administrative Purposes:
To meet regulatory requirements, provide accurate medical records, and manage billing and payments.
For Your Safety and Well-being:
To share information with other healthcare professionals, such as your GP or specialists, to ensure you receive comprehensive care.
4. How Do We Collect Your Information?
We collect personal data directly from you during consultations, via forms you complete, or through other means such as phone calls and emails. Information may also be recorded through our practice's secure systems (both manual and digital).
5. How Is Your Information Used?
Medical and Dental Care:
To provide you with appropriate dental treatment and care.
To Communicate With You:
For appointment reminders, treatment updates, and any other necessary communication related to your care.
For Legal and Regulatory Compliance:
To comply with healthcare regulations, tax obligations, and NHS protocols (if applicable).
6. Sharing Your Information
We may need to share your personal information with third parties in the following circumstances:
Healthcare Providers:
With your GP, hospital, specialists, or any other professionals involved in your treatment.
Insurance and Third-Party Providers:
With your dental insurance provider, if applicable, or other authorized parties involved in your care.
Legal and Regulatory Authorities:
In case of legal claims, audits, or as required by law (e.g., HMRC, NHS, or court orders).
7. Data Security
We take the security of your personal data seriously and implement a range of measures to ensure it is protected:
Physical Security:
Personal data is stored securely in locked cabinets and systems.
Digital Security:
We use encrypted systems and secure cloud storage to store and process your data. We ensure that access to your information is limited to authorized personnel only.
Routine Backups and Audit Trails:
Our data storage systems have secure backup and audit trail features to protect against data loss and unauthorized access.
8. Retaining Your Data
We will retain your dental records for a minimum period based on legal and regulatory requirements:
For Adults:
Your dental records will be kept for at least 11 years after you stop being a patient.
For Children:
This service is not for anyone under the age of 18.
9. Your Rights
As a patient, you have several rights regarding your personal data:
Access:
You have the right to request access to the data we hold about you. We will provide you with a copy of your records upon request within 40 days.
Correction:
If you believe that any information we hold about you is incorrect, you have the right to request a correction.
Withdrawal of Consent:
You can withdraw your consent for us to process your data at any time. Please note, however, that withdrawing consent may affect our ability to provide you with certain treatments or services.
Right to Object:
If you object to how we are processing your data, please let us know. We will address your concerns, although this may limit our ability to provide care.
10. Cookies and Online Data
We use cookies on our website to improve user experience and gather analytics about website usage. For more details on how cookies work and how you can manage them, please review our Cookie Policy.
11. Changes to This Policy
We may update this Data Protection Policy from time to time. Any significant changes to the way we handle your personal data will be communicated to you. Please review this policy periodically to ensure you are informed of any updates.
12. Contact Us
If you have any questions, concerns, or requests regarding this policy or your personal data, please contact us at:
Email: support@opendentist.ai