Ghauri Dental Centre
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, 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 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
Dr Ashiq Ghauri is responsible for keeping secure the information about you that
Our data protection officer, Rizwan Ghauri, ensures that the practice complies with
data protection requirements to ensure 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 the NHS
and other dental service providers 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 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.
If you are use patient information for direct marketing (more than routine recalls)
We may use your contact details to inform you of products and services available
at our Practice.
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
- 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 use cloud computing facilities for storing some of your
information. The practice has a rigorous agreement with our provider to ensure that
we meet the obligations described in this policy and that we keep your information
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 have a right to access the information that we hold about you and to receive
a copy. You should submit your request to the practice in writing or by email. We
do not usually charge you for copies of your information; if we pass on a charge,
we will explain the reasons.
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
- 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).