Data protection
Weybridge Dental Care complies with the Data Protection Act 1998 and the Freedom of Information Act 2000. This policy explains how we process personal information about our patients in a fair and lawful manner.
To provide high-quality dental care, we need to collect and store personal data, which may include:
Personal details, such as your name, age, address, phone numbers, email address, and general medical practitioner
Past and current medical and dental conditions
Radiographs, clinical photographs, and study models
Information about the treatment provided or proposed, and its cost
Notes of conversations or incidents that require a record
Records of consent to treatment
Correspondence with other healthcare professionals, such as referrals to specialists
We maintain comprehensive and accurate personal data to ensure you receive safe and appropriate dental care.
Processing and Storage of Personal Data
We will retain your dental records for as long as you remain a patient at the practice. If you leave the practice, we will keep your records for at least eleven years, or until you reach the age of 25 if you are a child—whichever is longer.
Your records are stored securely in our computer system and/or manual filing system. Only authorised staff members have access to this information, and it is not accessible to the public. Our computer system uses secure audit trails, and we back up information daily.
Sharing of Personal Data
To provide safe and appropriate dental care, we may share your personal information with:
Your general medical practitioner
The hospital or community dental services
Other health professionals involved in your care
Dental insurance companies and private dental schemes of which you are a member
We will only share information on a “need-to-know” basis, giving recipients the minimum necessary information for their role in your care or for proper administrative purposes.
In limited circumstances, or when required by law or court order, we may disclose personal data to a third party not involved in your dental care. In all other situations, disclosure not covered by this policy will only occur with your specific consent. Whenever possible, we will inform you before such disclosure.
Access to Your Data
You have the right to access the personal data we hold about you and receive a copy. Requests must be made in writing. We charge:
£10 for copied records
An additional £40 if copies of x-rays are requested
We will provide your records within 40 days of receiving the request and fee, along with an explanation if required.
If you transfer to another dental practice, we may (at our discretion) loan original x-rays and provide copies of notes directly to the new practice free of charge, upon receipt of their written request.
Your Rights and Consent
If you do not wish us to use or disclose your personal data as described in this policy, please speak with your dentist. Please note that if you object, it may affect our ability to provide you with dental care.
