THE ORTHODONTIC CLINIC
01224 611633
9 Golden Square, Aberdeen
Privacy Policy And Cookies

Data protection privacy notice for patients (GDPR)

May 28th 2018
Data protection privacy notice for patients
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.
Information that we collect
We may collect the following information about you:
  • Personal details such as your name, date of birth, NHS number, address, telephone number and email address
  • 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, and study models
  • Medical and dental histories
  • Treatment plans and consent
  • Notes of conversations with you about your care
  • Dates of your appointments
  • Details of any complaints you have made and how these complaints were dealt with
  • Correspondence with other health professionals or institutions
  • Details of the fees we have charged, the amounts you have paid and some payment details
Dr Lisa Currie is responsible for keeping secure the information about you that we hold and is the clinic’s data protection officer, to ensure that the practice complies with data protection requirements ensuring that we collect, use, store and dispose of your information responsibly.
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.
How we use your information
To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you.
We will share your information with NHS Grampian and NHS Dental Practitioner Services in connection with your dental treatment.
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 social media, 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.
Sharing information
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:
  • Your dentist
  • Your doctor
  • The hospital or community dental services or other health professionals caring for you
  • NHS payment authorities
  • The Department for Work and Pensions and its agencies, where you are claiming exemption or remission from NHS charges
  • 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.
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.
Keeping your information safe
We store your personal information securely on our practice computer system and in a manual filing system. 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. 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.
Access to your information and other rights
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 information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment)
  • Stop using your information – for example, sending you reminders for appointments or information about our service
  • Supply your information electronically to another dentist.
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 The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745)
Privacy Policy And Cookies

Privacy Policy And Cookies

Website Visitors
Like most website operators, theorthodonticclinic.co.uk collects non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. Our purpose in collecting non-personally identifying information is to better understand how our visitors use the website. From time to time, we may release non-personally-identifying information in the aggregate, e.g., by publishing a report on trends in the usage of its website.
We also collect potentially personally-identifying information like Internet Protocol (IP) addresses. However, we do not use such information to identify our site's visitors, however, and we do not disclose such information, other than under the same circumstances that we use and disclose personally-identifying information, as described below.
Gathering of Personally-Identifying Information
Certain visitors to our website choose to interact with it in ways that require us to gather personally-identifying information. The amount and type of information that this website gathers depends on the nature of the interaction. www.theorthodonticclinic.co.uk collects such information only insofar as is necessary or appropriate to fulfil the purpose of the visitor's interaction with us. We do not disclose personally-identifying information other than as described below. And visitors can always refuse to supply personally-identifying information, with the caveat that it may prevent them from engaging in certain website-related activities.
Aggregated Statistics
This website may collect statistics about the behaviour of visitors to its websites. For instance, we may reveal how many visits a particular page gets, but we never disclose personally-identifying information other than as described below.
Protection of Certain Personally-Identifying Information
This website discloses potentially personally-identifying and personally-identifying information only to those of its employees, contractors, and affiliated organizations that (i) need to know that information in order to process it on our behalf or to provide services available at this websites, and (ii) that have agreed not to disclose it to others. Some of those employees, contractors and affiliated organizations may be located outside of your home country; by using this website, you consent to the transfer of such information to them. We will not rent or sell potentially personally-identifying and personally-identifying information to anyone. Other than to its employees, contractors, and affiliated organizations, as described above, TOC discloses potentially personally-identifying and personally-identifying information only when required to do so by law, or when TOC believes in good faith that disclosure is reasonably necessary to protect the property or rights of the company, third parties, or the public at large. If you are a registered user of our website and have supplied your email address, we may occasionally send you an email to tell you about new features, solicit your feedback, or just keep you up to date with what's going on with our business. We primarily use our blog to communicate this type of information, so we expect to keep this type of email to a minimum. If you send us a request (for example via a support email or via one of our feedback mechanisms), we reserve the right to publish it in order to help us clarify or respond to your request or to help us support other users. We take all measures reasonably necessary to protect against the unauthorized access, use, alteration, or destruction of potentially personally-identifying and personally-identifying information.
Cookies
A cookie is a string of information that a website stores on a visitor's computer, and that the visitor's browser provides to the website each time the visitor returns. This website uses cookies to help us identify and track visitors, their usage of the website, and their website access preferences. Those visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using this website, with the drawback that certain features of the website may not function properly without the aid of cookies.
Privacy Policy Changes
Although most changes are likely to be minor, The Orthodontic Clinic (TOC) may change its Privacy Policy from time to time, and at our sole discretion. We encourage visitors to frequently check this page for any changes to our Privacy Policy. Your continued use of this site after any change in this Privacy Policy will constitute your acceptance of such change.
Follow us