Data Protection Privacy Notice for Patients

Welcome to the Meltham Dental Privacy Notice

This Privacy Notice is designed to help you understand everything you need to know about the what, why and how’s of our data gathering and processing operations, and what your legal rights are.

We hope you’ll take some time to read this document; we’ve tried to keep it all as simple as possible and we will keep you informed if there are any changes to the way we process your personal data in the future, before making them.

Meltham Dental takes its responsibility of protecting your data very seriously and we do advise you get to know our practices – If there’s anything in this policy you don’t understand or if you want to ask any questions, please feel free to contact us using any of the details below.

Who are we?

We are Meltham Dental, a UK limited company registered in England and Wales at 13 Station Street Meltham Holmfirth HD9 5NX, COMPANY REGISTERED NUMBER 07192065. In this document Meltham Dental will sometimes be referred to as “we”.

What kind of personal data might we ask you to provide?

Meltham Dental will only ever ask for personal data if it is required for a specific purpose; with that in mind we have created a full list of all the kinds of personal data that we may ask you to provide in order to achieve those purposes. The kinds of personal data we may collect are:

Data subjects:Data categories:
Job applicantNames, email, telephone, address, work experience, CV/ covering letter.
PatientNames, email, telephone, address, DOB, name of GP, occupation, medical history, dental history, x-rays, photos, financial information, credit card receipts, referral letters, complaints, NHS number, record of consent, religious beliefs, ethnicity, sexual orientation, record and notes of our communications sent and received by the data subject, contact preferences, family information.
Member
Pays a monthly fee, for exam, scale and polish. (Denplan/Practice Plan)
Names, email, telephone, address, DOB, name of GP, occupation, medical history, dental history, x-rays, photos, financial information, credit card receipts, referral letters, complaints, NHS number, record of consent.
ProspectNames, email, telephone, address, age group
Supplier
(provides goods only)
Names, email, telephone, address, Bank details.
Business to business, no personal data involved.
Sub-Contractor (Maintenance of building)Name, email, telephone, address, bank details, VAT numbers

Why do we collect personal data?

We will use personal data firstly to fulfil any contractual obligations that exist between us and yourself; where we request personal data be provided to meet the terms of any such contract you will be required to provide the relevant personal data or we will not be able to deliver the goods and/or services you want. In such cases the lawful basis of us processing the personal data is that it is necessary for the performance of a contract.

We may also process your personal data in accordance with our legitimate business interests; this is on the considered measure that we need the personal data to achieve the various purposes and that it could be reasonable for an individual to expect their data to be used for those purposes.

Our data processing activities conducted on the lawful basis of ‘legitimate interests’ are:

  • To provide you with goods and services you are looking for
  • To inform you of other goods and services we provide, or offers that may interest you (direct marketing)
  • To send notifications on subjects you have subscribed to, or otherwise asked us to keep you informed of
  • To improve the quality of the services we offer, and to better understand our customers’ needs by requesting feedback, or requesting you review the services we have provided, or we may send survey forms that we ask you to complete
  • To notify you of any changes to the goods and/or services we provide, or have provided, that may affect you
  • To allow us to understand the scale and range of our customer base; for statistical analysis and market research
  • To recognise when customers re-engage with our services
  • To allow us to support and maintain our products in active service
  • To enhance the security measures in place that protect data we are responsible for
  • To investigate any insurance claims
  • To protect the company’s assets

We may also process your personal data in order for Meltham Dental to comply with our various legal obligations; this might include:

  • Providing for financial commitments between us and yourself, or to relevant financial authorities
  • Complying with industry regulatory requirements and any self-regulatory schemes
  • Carrying out required business operations and due diligence; e.g. administration, security, reorganisations, investment or corporate/asset sales
  • Cooperating with relevant authorities for reporting criminal activity, or to detect and prevent fraud

Where we have received your consent to do so we will process your personal data for the following purposes:

  • To inform you of the goods and services provided by our partners or other third-party organisations

You may withdraw your consent for us to process your personal data for these purposes at any time; after a withdrawal of consent request is received we may contact you to verify the request.

Withdrawing your consent for us to process your personal data will not affect the lawfulness of the processing beforehand.


We process personal data for the following reasons where it is necessary to protect your own, or another person’s, vital interests, or where it is necessary for the performance of tasks which are carried out in the public interest:

  • It is unlikely that we will need to process your data for the purposes of vital interest. However, we may have to rely on this lawful basis in the event of an emergency where you are incapable of giving your consent or the processing is required to protecting the interests of a vulnerable party, for example it is necessary to process a parent’s personal data to protect the vital interests of a child.
  • Meltham Dental provide dental care to NHS patients and therefore defined as a public authority, occasionly we maybe required to process your personal information under the lawful basis of a public interest.

Where we process special categories of personal data, other than where we have your consent to do so we shall be processing this data on one or more of the following lawful basis:

  • It is necessary to protect the vital interests of the data subject or of another Individual where the data subject is physically or legally incapable of giving consent
  • It is carried out in the course of its legitimate activities with by a foundation, association or any other not-for-profit body with a political, philosophical, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects
  • It relates to personal data which are manifestly made public by the data subject
  • It is necessary for reasons of substantial public interest and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject
  • It is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems or pursuant to contract with a health professional
  • It is necessary for reasons of public interest in the area of public health such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices

Where did we obtain your personal data?

Other than collecting data directly from you; we may obtain your personal data from a trusted third party, including your GP, hospital and insurance company.

Who might we share your information with?

We may share your personal data with the other members of our group of companies, which includes any subsidiary or the holding company (each as defined by the Companies Act 2006) of Meltham Dental.

In order to achieve the above stated purposes for which we process your personal data, we may need to share your personal data with various third-party service providers who act as data processors.

We may share your personal data with third party organisations acting as data controllers or with specific individuals, groups or other organisations who act as neither data controllers nor data processors, but only where we are either legally require to do so by law or where doing so is necessary to achieve the intended stated purpose of processing the data

In the event that we sell or reorganise our business, or if otherwise required by law or by an authorised regulator, we may transfer your personal data as a part of the general business data to the relevant parties.

Where is my data going to be stored?

Meltham Dental will not transfer your personal data to any country outside the European Union (EU) other than those that have been granted an adequacy decision under the General Data Protection Regulation (GDPR).

We may be required to transfer your personal data to organisations who intend to transfer the data outside the EU. Where such transfers of data take place, we shall ensure that contracts are in place between the parties involved that ensure the recipient organisation has a suitable standard of data protection in place

How long will we keep your data for?

We will keep your personal data only for as long as required in order to achieve the purposes for which it was gathered, in line with this privacy notice.

For determining when personal data should be erased we shall take into consideration the amount of and sensitivity of the personal data we have, the amount of harm that could be caused by a data breach, the benefits of the purposes the data is being used for and any legal requirements that we are bound to.

You may request that we erase your personal data at anytime, though in cases where there is a remaining relevant or legal reason why we are required to keep the data we may opt to restrict the amount of processing being conducted to what is absolute necessary in line with your legal rights in order to minimise the impact the processing will have.

Where the lawful basis of our processing is based on protection of vital interests and insofar any relevant health and safety obligations apply, Meltham Dental will retain your personal data for 40 years.

Your Rights, Our Responsibility

There are several rights granted to you immediately upon providing us with your personal information; some of these are mentioned above. We’d like you to know that at Meltham Dental we take your rights as a Natural Person seriously and will always conduct ourselves in a way that is considerate of our responsibility to serve your legal rights.

You have the Right of Access

This grants you the right to confirm whether or not your personal data is being processed, and to be provided with relevant details of what those processing operations are and what personal data of yours is being processed.
If you would like access to the personal data we have about you, we ask that you contact us by using any of the details below.

NHS National Data Opt-Out

Information about your health and care helps the NHS to improve your individual care, speed up diagnosis, plan your local services and research new treatments.

In May 2018, the strict rules about how this data can and cannot be used were strengthened. You can choose whether your confidential patient information is used for research and planning.

To find out more visit: https://www.nhs.uk/your-nhs-data-matters/

The Right to Rectification

This one is fairly straight forward; if you notice that the data we have about you is inaccurate or incomplete, you may request we rectify the mistake. We will make every effort to respond to requests of this type immediately.

The Right to Objection

The right to object is a basic freedom all democracies enjoy. If you wish to object to the way we use, or have used, your personal data you may do so freely.

The Right to Portability

This is a legal right afforded to you that states we must pass on all of the details you have provided to us in a machine-readable format, either to your or to another provider of your choosing.

The Right to Complain

We will always try to maintain the highest standards and encourage the confidence our customers have in us as an organisation. In order that we can achieve this we do request that any complaints be first brought to our attention so we can properly investigate matters; if however you would like to complain about Meltham Dental to a supervisory authority you may do so by contacting the Information Commissioners Office on 0303 123 1113, or anyone of the other reporting methods listed on their website - https://ico.org.uk/concerns


Data Protection Officer

Our appointed Data Protection Officer is:

Ametros Group
Lakeside Offices
Rotherwas
Hereford
Herefordshire
HR2 6JT
T: 0330 223 2246
@: support@ametrosgroup.com


Our contact details

If you wish to get in touch with Meltham Dental please do so with any of the following contact details:
Meltham Dental
13 Station Street
Meltham
Holmfirth
HD9 5NX
T: 01484 8580501
@: info@melthamdentalcare.co.uk


Last updated: 26/11/18

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Registered office: 13 Station Street, Meltham, Holmfirth, West Yorkshire HD9 5NX

Website by Dan Booth
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