Data Protection Policy

Data Protection for Patients Clinic Policy

Keeping your records

This Clinic complies with the 1998 Data Protection Act and General Data Protection regulation (GDPR)2018, this policy describes our procedures for ensuring that personal information about patients is processed fairly and lawfully.   

What personal data do we hold? 

To provide you with a high standard of dental care and attention, we need to hold personal information about you.  This personal data includes:

Why do we hold information about you? 

We need to keep comprehensive and accurate personal data about our patients in order to provide them with safe and appropriate dental care. 

How we process the data

We will process personal data that we hold about you in the following way:

Retaining information

We will retain your dental records while you are a Clinic patient and after you cease to be a patient, for at least 11 years or for children until age 25, whichever is the longer.

Security of information

Personal data about you is held in the Clinic’s computer system.  The information is not accessible to the public; only authorised members of staff and Care Quality Commission Inspectors have access to it.  Our computer system has secure audit trails and we back up information routinely, to ensure it is not lost.

Secure disposal of paper containing personal data

Any paper documentation containing personal data (such as name, address, date of birth) will be shredded when it needs to be discarded.
Disclosure of information

To provide proper and safe dental care, we may need to disclose personal information about you to:

Disclosure will take place on a ‘need-to-know’ basis, so that only those individuals/organisations who need to know in order to provide care to you and for the proper administration of Government (whose personnel are covered by strict confidentiality rules) will be given the information.  Only that information that the recipient needs to know will be disclosed.

In very limited circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by this Code of Practice will only occur when we have your specific consent.  

Where possible you will be informed of these requests for disclosure.


You have the right of access to the data that we hold about you and to receive a copy.  Access may be obtained by making a request in writing. No fee will be charged, unless the request is deemed to be manifestly unfounded and/or excessive. Requests for repeat information may incur a fee.

 We will provide a copy of the record within 40 days of receipt of the request and fee (where payable) and an explanation of your record should you require it. 

If you do not agree

If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this Code of Practice, please discuss the matter with your dentist. You have the right to object, but this may affect our ability to provide you with dental care.