Privacy Notice for Our 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.

We are a Data Controller under the terms and requirements of the EU General Data Protection Regulation (GDPR)

This Privacy Notice explains what Personal Data the practice holds, why we hold and process it, who we might share it with, and your rights and freedoms under the Law.

Information that we collect:

  • Personal details such as your name, date of birth, national insurance number, 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 in your care or 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

Why we process Personal Data (what is the “purpose”)

“Process” means we obtain, store, update and archive data.

Patient data is held for the purpose of providing patients with appropriate, high quality, safe and effective dental care and treatment.

What is the Lawful Basis for processing Personal Data?

The Law says we must tell you this:
1. We hold patients’ data because it is in our Legitimate Interest to do so. Without holding the data we cannot work effectively. Also, we must hold data on NHS care and treatment as it is a Public Task required by law.

Who might we share your data with?

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 doctor
  • The hospital or community dental services or other health professionals caring for you (for example if we refer you to a specialist or need laboratory work undertaken)
  • NHS payment authorities
  • The Department for Work and Pensions and its agencies, where you are claiming exemption or remissions 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 we share to the minimum necessary and make sure this is done securely.

In certain circumstances or if required by law we may need to disclose your information to a third party not connected to your healthcare, including HMRC or other law enforcement or government agencies.


As of May 25th 2018 we have decided to refrain from sending any newsletters and details of products and services to patients by email and post. This may change in the future and we will keep you informed of this. Any previous information that has been passed to our marketing team Dental Business Butlers will be processed in accordance with the GDPR.

Your Rights

You have the right to:

1. Be informed about the personal data we hold and why we hold it.

2. Access a copy of your data that we hold by contacting us directly in writing or by email: we will acknowledge your request and supply a response within one month or sooner. We do not usually charge you for copies of your information however if we pass on a charge we will explain the reasons.

3. Check the information we hold about you is correct and to make corrections if it is inaccurate

4. Have your data erased in certain circumstances although you should be aware that for legal reasons we may be unable to erase certain information (for example, information about your dental treatment)

5. Transfer your data to someone else if you tell us to do so and it is safe and legal to do so.

6. Tell us not to actively process or update your data in certain circumstances.

How long is the Personal Data stored for?

1. We will store patient data for as long as we are providing care, treatment or recalling patients for further care. We will archive (that is, store it without further action) for as long as is required for legal purposes as recommended by the NHS or other trusted experts recommend.

What if you are not happy or wish to raise a concern about our data processing?

If you do not wish us to use your personal information as described, you should discuss the matter with your dentist. If you wish to object to the way we collect and use your information we may not be able to continue to provide your dental care.

If you are not happy or wish to raise a concern please contact Samira Ahmed our Data Protection Lead and she will do her best to resolve the matter.
Alternatively you can contact our Data Protection Officer Sheena Tanna at Billericay Dental Care, Crown Yard, The Stable, Essex CM129BX Tel no: 01277 625 456 Email: .
And/or the Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF 0303 123 1113 or 01625 545745
Or to The Information Commissioner at

Dated 10/05/2018
Reviewed and updated :

This Privacy Notice will be updated regularly as changes in how we process Personal Data may occur in the future. You can access our Privacy Notice at anytime.

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