Introduction

This service is committed to protecting and respecting your privacy. We aim to be clear when we collect your data and use it to provide the best possible treatment within this service.

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This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure. We will ask you to update your medical history and contact details yearly.

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Any questions regarding this Policy and our privacy practices should be sent to our Data Controller Joanne Crossman. 

You can do this:

By email, to: jocro33@outlook.com

By telephone: 07472 583271

By writing to: Joanne Crossman,  84 Overhill Drive, Brighton , BN1 8WJ

 

Who are we?

This service aims to provide the highest possible standard of care. 

To ensure we can provide your care safely and effectively, we need to be certain that we have correctly addressed your needs and wishes, answered your questions and have taken account of your medical history and any treatment that you are undergoing as this may affect how we can provide care for you safely. We want to assure you that all members of our team will respect the confidential nature of the information that you have provided and will always protect it from being used by others in an unauthorised way. 

We will ask you to complete in writing how and in what circumstances we may use this information in future. 

You may choose to withdraw your consent to email, telephone calls, addressed post and/or text messages at any time.

 

Where do we collect information about you?

Prior to initial consultation 

 

• Complete documentation such as a medical history form/contact details

• Agree to or request referral to other Healthcare professionals

• Receive support from us by contacting us by telephone, text or email

• Take part in one of our surveys

• Make payments to us using a card, credit agency or private health care plan 

• Use of our website

 

When you give it to us INDIRECTLY? 

• We may receive information about you from a referring practice

 

When you give permission to OTHER ORGANISATIONS to share

• If you permit other organisations to give us information such as radiographs in connection with treatment planning 

 

What type of information

The type and quantity of information we collect and how we use it depends on why you are providing it.

Typically, the basic personal information we collect might include:

• Your name

• Your contact details

• Date of birth

• Your email address

• Your telephone number landline/mobile

• Your GP name and practice address

• Medical/health history

• Your next of kin or carer or guardian’s contact details 

• Your family members names 

• Dental history/ records - which may include radiographs, study models, dental photos

• Correspondence with yourself or other dental professional such as dental referrals

 

If you use our website we collect your IP address, and information regarding what pages are accessed and when.

 

How do we use your information?

We process and use your information to provide you with safe dental care, this may be for;  

 

• Administration purposes

• To contact you in regard to upcoming appointments, reminders, responding to any questions you may have                asked   

• Consent for dental treatment

• To process payments for dental treatment provided by The Mobile Hygienist

• To confirm identity 

• Share with other Healthcare professionals with your consent, this may include referrals to other dentists/specialists to get the best treatment outcomes 

 

How long do we keep this information?

Data /dental records we collect from you needs to be kept (by law) for 11 years or until the age of 25 years old whichever is longer from the day you cease being a patient of this service. Card payment records need to kept for 7 years. Your data is then deleted in a confidential and secure manner when no longer required.

 

How do we keep this information safe

• Our software system for record keeping is called Dentally.co.uk.  It is ‘cloud’ based and is used to store all your personal information and records of treatment carried out by The Mobile Hygienist .

• Appropriate software controls are used to protect computerised records, e.g. the use of double password, encryption and anti -virus software.  Passwords are only known to those who require access to the information, these are changed on a regular basis and are not written down or kept near or on the computer for others to see.

• Data is backed up daily and stored securely, computers will never be left unattended such as in a car and when not in use be stored in a lockable, fireproof cabinet.

• Staff take confidentiality very seriously and have received training on the data protection act and GDPR which is updated regularly. A breach in confidentiality can lead to the Dental Hygienist/Nurse being  investigated by the General Dental Council (our governing body).

•  All members of staff using computers will undertake computer training to avoid unintentional deletion or corruption of information.

• Each staff member will use their own unique log in which will not be shared with others.

• Transfer of clinical/medical records will be by post or encrypted email only.

 

Who has access to this information?

• Access to personal data is on a “need to know” basis only.  

• Access to information is monitored and breaches of security will not be tolerated. 

• Procedures are in place to ensure that personal data is regularly reviewed, updated and deleted in a confidential secure manner when no longer required.   

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Your Rights

• You have a right to ask us to stop processing your personal data and, if it’s not necessary for the purpose you provided it to us (e.g., to provide you with the services, products or information you asked for, processing your payment) we will do so.

• You have a right to ask for a copy of the information we hold about you. If you want to access your information, send an email, to: jocro33@outlook.com, we will aim to supply the requested information within 1 month.

• Alternatively, you can put your request in writing to: Joanne Crossman, 84 Overhill Drive, Brighton, BN1 8WJ.

• You have a right to have any incorrect information to be corrected. If there are any discrepancies in the information we provide, please let us know and we will correct them.

• You have a right to choose whether you wish to receive information from us. 

 

How you can access your information 

If you would like to access the information we hold about you, please send an e-mail or request in writing.