Privacy Policy

Introduction

Sharrow Dental Practice takes your privacy very seriously and is committed to protecting your personal information. This privacy policy sets out the way in which any personal information provided to us is used and kept secure by us. It applies whenever we collect your personal data including when you use our website or other digital platforms, so please read this document carefully.

About us

AF Clough Limited is a company limited by guarantee registered in England and Wales with company number 11025033 and whose registered office is at Sharrow Dental Practice, Moulsham Street, Chelmsford, Essex, CM2 0JG. In this privacy policy, references to “we”, “us”, “our” or “Sharrow Dental Practice” are to AF Clough Limited.

Information that we collect

You may provide us with the following types of personal information when registering, using our digital platforms or otherwise:

  • Identity – first name(s), surname, gender, date of birth
  • Contact – postal address and email address
  • Financial – payment card details, billing address, purchase information, payment history
  • Profile – username, profile image

We may collect using cookies the following types of information when you browse our website:

  • Usage – information about how you use our website, including time spent on page, click-throughs, download errors
  • Technical – IP address, browser type, hardware type, network and software identifiers, device information, operating system and system configuration

How we use your personal information

We use the information collected from you for various purposes including the following:

  • to provide you with services and products that you request (such as invoices, treatment plans, treatment information and consent forms)
  • to administer competitions
  • to process payments that you make
  • for internal administration and record keeping
  • to notify you of changes to this Privacy Notice, our terms and conditions or other changes to our services or products
  • to answer your enquiries which may involve contacting you by post, e-mail or phone
  • to send patients email and printed newsletters
  • to publish names and images in newsletters and on our digital platforms (in each case, only where you have consented to us doing so)
  • to send you certain types of direct marketing
  • to administer our digital platforms, including trouble-shooting, testing and analysis and to enable you to participate in interactive features of our digital platforms
  • to verify your identity and detect and prevent fraud and security issues

The reasons for processing your personal information

We use your personal information for the following reasons:

  • to perform a contract, such as providing services and products to you 
  • to comply with legal and regulatory obligations
  • for legitimate business purposes including clinical activities
  • in certain cases, with your consent

We may process your personal information for more than one lawful basis depending on the specific purpose for which we are using it.  

Disclosure of your personal information

We may on occasions pass your personal information to third party suppliers who provide services to us (for example in relation to manufacture of cuctom dental devices, payment processing, legal and accountancy, database management). We require these parties to agree to process this information based on our instructions and requirements consistent with this privacy policy and data protection laws.

We may pass on your personal information to government or regulatory authorities or law enforcement officials to assist with their requests and comply with our legal obligations.

We may also disclose your personal information to other dental practices, dental professionals, pharmacies, medical professionals or public services to the extent necessary to facilitate your care, to comply with any health regulations or any investigations in relation to incidents in relation to your treatment and care.

We will not pass on your personal information to any third party to market their products/services to you unless we have obtained your consent.

Transmission of personal information outside the EEA

Some of the organisations to which we may disclose your personal information are situated outside the European Economic Area in countries which may not have laws that protect privacy rights as extensively as in the United Kingdom. If we transfer your personal information to countries outside the European Economic Area, we will take proper steps to ensure that your information is treated fairly and lawfully in all respects.

Personal information retention policy

We will keep personal information only for as long as necessary for us to fulfil the purposes for which we collected it including compliance with any legal, accounting, or reporting obligations. In some circumstances you can ask us to delete your personal information as described below.

Security of personal information

We have adopted appropriate security measures to ensure your data is kept safe and secure and to prevent unauthorised access or use or loss of your data. We also make sure that third parties who need to handle your data when helping us to deliver our services are subject to suitable confidentiality and security standards. 

Despite the security measures we implement, please be aware that the transmission of data via the internet is not completely secure. We therefore cannot guarantee that information transmitted to us via the internet will be completely secure and any transmission is at your own risk.

Your legal rights

Under the data protection laws, you may have the following rights:

  • to request a copy of the personal information that we hold about you.
  • to request correction of the personal information that we hold about you that is inaccurate or incomplete.
  • in certain circumstances to ask for the personal information we hold about you to be erased from our records.
  • where certain conditions apply you have a right to restrict the processing of your personal information.
  • to request the transfer of your personal information to another organisation.
  • to object to certain types of processing such as direct marketing, as well as processing we undertake based on our legitimate interests.
  • to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.

If you want to exercise any of these rights, please contact us using the contact details set out below. You do not have to pay a fee to exercise your rights, unless your request is clearly unfounded, repetitive or excessive (in which case we can charge a reasonable fee). Alternatively, we may refuse to comply with your request in these circumstances. Where your request is legitimate, we will always aim to respond within one month (unless there is a cogent reason to take longer, such as where your request is particularly complex). We may also need to confirm your identity before we proceed with your request.

Additionally, you may get in touch with the ICO (Information Commissioner’s Office) if you are concerned about the way in which we are handling your personal information. However, where possible, we would appreciate you contacting us first if you have any concerns so that we can try to resolve them for you.

Cookies Policy

Our website uses cookies and by continuing to browse our website, you are agreeing to our use of cookies.

A cookie is a small data file containing an identity code. With your consent, your computer accepts the cookie and stores it. When you next visit our website, the code is retrieved, allowing an individual visitor or computer to be recognised.

Our cookies do not contain any personal data so you cannot be personally identified.

We use independent measurement and research companies to gather information regarding the visitors to our website using cookies, log file data and code embedded on our website.  We use this type of information to help improve the services it provides to its users; however, we insist that third parties do not use any of this type of information for their own business or other purposes. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

We use the following types of cookies:

  • Strictly necessary cookies.These are cookies that are required for the operation of our website.  They include, for example, cookies that enable you to log into secure areas of our website and make purchases, if required.
  • Analytical/performance cookies.They allow us to recognise and count the number of visitors and to see how visitors move around our websites.  This helps us to improve the way our websites work, for example, by ensuring that users are finding what they are looking for easily.
  • Functionality cookies.These are used to recognise you when you return to our website.  This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
  • Targeting cookies.These cookies record your visit to our websites, the pages you have visited and the links you have followed.  We will use this information to make our website and the advertising displayed on it more relevant to your interests.  We may also share this information with third parties for this purpose.

Most browsers accept cookies automatically, but you can set your browser to prevent this. If you wish to restrict or block the cookies, you can do this within your browser settings.   For more information about how to change your browser settings and information about cookies generally, please see the independent website: www.aboutcookies.org. Restricting or blocking cookies may limit your browsing experience of our website and not all areas of the website may work correctly for you.

Third Party Links 

 

Our website may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites and we are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Changes to this privacy policy

If we amend our privacy policy, it will be published on the BUSC website, so please check regularly to see if there have been any updates.

Contact details

If you would like to discuss anything in this privacy policy or if you want to exercise your rights, please get in touch:

By Post:           Sharrow Dental Practice,

                          Moulsham Street,

                          Chelmsford,

                          Essex.

                          CM1 4NL 

By Email:       sharrow.dentalsurgery@nhs.net

Confidentiality Policy

Practice confidentiality Policy

At this practice, the need for the strict confidentiality of personal information about patients is taken very seriously. This document sets out our policy for maintaining confidentiality and all members of the practice team must comply with these safeguards as part of their contract of employment/contract for services with the practice.

The importance of confidentiality

The relationship between dentist and patient is based on the understanding that any information revealed by the patient to the dentist will not be divulged without the patient’s consent. Patients have the right to privacy and it is vital that they give the dentist full information on their state of health to ensure that treatment is carried out safely. The intensely personal nature of health information means that many patients would be reluctant to provide the dentist with information if they were not sure that it would not be passed on. If confidentiality is breached, the dentist/dental hygienist/dental therapist/dental nurse faces investigation by the General Dental Council and possible erasure from the Dentists or DCP Register; and may also face legal action by the patient for damages and, for dentists, prosecution for breach of the 1998 Data Protection Act.

General Dental Council

All staff must follow the General Dental Council’s rules for maintaining patient confidentiality contained in Standards for dental professionals and Principles of patient confidentiality.

If confidentiality is breached, each registered dental professional involved is responsible to the Council for their individual conduct.

What is personal information?

In a dental context, personal information held by a dentist about a patient includes:

  • The patient’s name, current and previous addresses, bank account/credit card details, telephone number/e-mail address and other means of personal identification such as physical description
  • Information that the individual is or has been a patient of the practice or attended, cancelled or failed to attend an appointment on a certain day
  • Information concerning the patient’s physical, mental or oral health or condition
  • Information about the treatment that is planned, is being or has been provided
  • Information about family members and personal circumstances supplied by the patient to others
  • The amount that was paid for treatment, the amount owing or the fact that the patient is a debtor to the practice.

Principles of confidentiality

This practice has adopted the following three principles of confidentiality:

Personal information about a patient:

  • Is confidential in respect of that patient and to those providing the patient with health care
  • Should only be disclosed to those who would be unable to provide effective care and treatment without that information (the need-to-know concept) and
  • Such information should not be disclosed to third parties without the consent of the patient except in certain specific circumstances described in this policy.

Disclosures to third parties

There are certain restricted circumstances in which a dentist may decide to disclose information to a third party or may be required to disclose by law. Responsibility for disclosure rests with the patient’s dentist and under no circumstances can any other member of staff make a decision to disclose. A brief summary of the circumstances is given below.

When disclosure is in the public interest

There are certain circumstances where the wider public interest outweighs the rights of the patient to confidentiality. This might include cases where disclosure would prevent a serious future risk to the public or assist in the prevention or prosecution of serious crime.

 

When disclosure can be made

There are circumstances when personal information can be disclosed:

  • Where expressly the patient has given consent to the disclosure
  • Where disclosure is necessary for the purpose of enabling someone else to provide health care to the patient and the patient has consented to this sharing of information
  • Where disclosure is required by statute or is ordered by a court of law
  • Where disclosure is necessary for a dentist to pursue a bona-fide legal claim against a patient, when disclosure to a solicitor, court or debt collecting agency may be necessary.

Disclosure of information necessary in order to provide care and for the functioning of the NHS

Information may need to be disclosed to third party organisations to ensure the provision of care and the proper functioning of the NHS. In practical terms this type of disclosure means:

  • Transmission of claims/information to payment authorities such as the DPD/SDPD/CSA
  • In more limited circumstances, disclosure of information to the PCT/HB
  • Referral of the patient to another dentist or health care provider such as a hospital.

 

Data protection code of practice

The practice’s data protection code of practice provides the required procedures to ensure that we comply with the 2018 GDPR Data Protection Act. It is a condition of engagement that everyone at the practice complies with the code of practice.

Access to records

Patients have the right of access to their health records held on paper or on computer. A request from a patient to see records or for a copy must be referred to the patient’s dentist. The patient should be given the opportunity of coming into the practice to discuss the records and will then be given a photocopy. Care should be taken to ensure that the individual seeking access is the patient in question and where necessary the practice will seek information from the patient to confirm identity. The copy of the record must be supplied within 40 days of payment of the fee and receipt of identifying information if this is requested.

Access may be obtained by making a request in writing and the payment of a fee for access of up to £10 (for records held on computer) or £50 (for those held manually or for computer-held records with non-computer radiographs). We will provide a copy of the record within 40 days of the request and fee (where payable) and an explanation of your record should you require it.

The fact that patients have the right of access to their records makes it essential that information is properly recorded. Records must be:

  • Contemporaneous and dated
  • Accurate and comprehensive
  • Signed by the dentist
  • Neat, legible and written in ink
  • Strictly necessary for the purpose
  • Not derogatory
  • Such that disclosure to the patient would be unproblematic.

Practical rules

The principles of confidentiality give rise to a number of practice rules that everyone in the practice must observe:

  • Records must be kept secure and in a location where it is not possible for other patients or individuals to read them
  • Identifiable information about patients should not be discussed with anyone outside of the practice including relatives or friends
  • A school should not be given information about whether a child attended for an appointment on a particular day. It should be suggested to the school that the child is asked to obtain the dentist’s signature on his or her appointment card to signify attendance
  • Demonstrations of the practice’s administrative/computer systems should not involve actual patient information
  • When talking to a patient on the telephone or in person in a public area, care should be taken that sensitive information is not overheard by other patients
  • Do not provide information about a patient’s appointment record to a patient’s employer
  • Messages about a patient’s care should not be left with third parties or left on answering machines. A message to call the practice is all that can be left
  • Recall cards and other personal information must be sent in an envelope
  • Disclosure of appointment books, record cards or other information should not be made to police officers or inland revenue officials unless upon the instructions of the dentist
  • Patients should not be able to see information contained in appointment books, day sheets or computer screens
  • Discussions about patients should not take place in the practice’s public areas.

Inappropriate conversations must not be held in the practice’s public areas or within the presence of patients.

  • Confidentiality must be observed at all times, especially when discussing patient issues with members of staff within each surgery.

Disclaimer

The information provided on this Web site is for general informational and educational purposes only. Please read and review these Terms of Use carefully before accessing or using this website. By accessing or using this website, you acknowledge that you have read, understood and agree to this Terms of Use Agreement. If you do not agree to the Terms of Use, you may not access or use the site.

Terms of use
We cannot make any representations, warranties, or assurances as to the availability, accuracy, or completeness of this website, its information or its contents. We shall not be liable for any damages or injury resulting from your access to, or inability to access, this website, or from your use of, or reliance on, this website or any information provided at this Web site.

This website may provide links or references to other sites and may be accessed by links from third party websites over which we have no control. We have no responsibility for the content of such other sites and shall not be liable for any damages or injury arising from that content or that access. Any links to other sites are provided as merely a convenience to the users of this website. We reserve the right to delete, modify or supplement the content, links or references of this site at any time, for any reason, without notification.

Complaints Policy

If you are unhappy with your dental treatment, the first thing to do is always approach the Sharrow dental practice manager with your concerns. This can either be done by telephone or letter.  Explain your concerns and what you would like the ideal solution to be. In most cases we will be able to solve the problem together with your dentist. 

Contact details for the practice manager:

Email: sharrow.dentalsurgery@nhs.net

Address:          Practice Manager,

Sharrow Dental Practice,

Moulsham Street,

Chelmsford,

Essex.

CM2 0JG

If you are still not happy, you might need to seek a second opinion from another dentist for which they may make a charge. 

There are advice numbers for complaints in the UK: telephone 03000 683 000 or for private complaints call 0208 253 0800. 

In severe cases where you feel the dentist has been negligent the General Dental Council, the dentist’s regulatory body may accept a complaint. They can be contacted through www.gdc-uk.org or by calling 0207 167 6000.

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