Who is responsible for your information?
Hillcross Dental Practice, a trading name of IZB3 Limited, looks after your information, and our data protection lead is Dr Irshad Baurhoo.
IZB3 Limited is registered in England and Wales, company number 13302723, registered office 1053 London Road, Leigh-on-Sea SS9 3JP. The practice is at 362 Hillcross Avenue, Morden SM4 4EX. IZB3 Limited is registered with the Information Commissioner's Office as a data controller, registration number ZB386984.
To contact us about your information, call 020 8542 3711 or email info@hillcrossdental.co.uk. We follow the UK General Data Protection Regulation, the Data Protection Act 2018 and General Dental Council standards.
What information do we hold about you?
We hold the details we need to give you safe dental care and to run your appointments.
- Your name, address, date of birth, phone number and email address
- Emergency contact details and, where relevant, details of family members
- Your medical history, including your GP's name and address
- Your dental history, including x-rays and clinical photographs
- The treatment we propose and provide, with its price and your consent
- Notes of conversations or incidents that need to be recorded
- Letters to and from other healthcare professionals, such as referrals
- Payment details for your treatment, and any complaint you make
Why do we need this information?
We need it to give you safe, appropriate dental care and to keep accurate treatment records.
The law gives us a lawful basis to do this. We rely on legitimate interests, which covers caring for patients and defending legal claims, and on consent where it applies. Your health records are special category data. We process them for health care and for legal claims, under Article 9 of the UK GDPR.
If we ever send you marketing messages, we will do so only with your agreement, and you can withdraw it at any time.
Who do we share your information with?
We share your information only when it is necessary and done securely.
- Other healthcare professionals involved in your care, for example if we refer you to a specialist, send work to a laboratory or contact your doctor
- Regulators such as the General Dental Council and the Care Quality Commission, where the law or regulation requires it
- Insurers and indemnifiers, if a complaint or claim means they need information about your treatment
For a child, we share information only with another dentist or doctor, for example for an orthodontic referral, unless the law requires otherwise.
How long do we keep your records?
We keep adult dental records for at least 11 years after you stop being our patient.
For a child, we keep records for 11 years or until the child reaches 25, whichever is longer. Other documents have their own retention periods, set out in a retention schedule. Records are stored securely and computer records are backed up regularly.
What rights do you have over your information?
You can ask to see it, correct it, restrict it, move it or, in some cases, delete it.
- Access: ask for a copy of the information we hold about you
- Correction: ask us to fix anything that is wrong or incomplete
- Deletion: ask us to delete information. We may be unable to delete treatment records, because the law requires us to keep them
- Restriction: ask us to limit how we use it, for example to stop appointment reminders or service messages
- Portability: ask us to send your information to another dentist
Call 020 8542 3711 or email info@hillcrossdental.co.uk to make a request.
What if you are unhappy with how we use your information?
Tell us first, and if we do not put it right, you can complain to the Information Commissioner's Office.
Raise it with your dentist or anyone at the practice, or follow our complaints process. You can also seek advice from the Information Commissioner's Office.
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