At Redmires Dental Care the need for strict confidentiality of personal information about patients is taken very seriously. This document sets out our policy for maintaining confidentiality and that all members of the practice team comply with these safeguards as part of their contract of employment/contract for services with the practice.
The privacy of personal information is defined by legislation (Privacy Act 1988) and the General Data Protection Regulations (May 2018). At all times Redmires Dental Care acts in accordance with these legal requirements which are underpinned by the policy statements outlined below.
Redmires Dental Care strives to respect the confidentiality of other sensitive information. However we may share information with other involved healthcare professionals and organisations (subject to consent), where it would be in the best interest of the patient, or other individual, to do so.
Collection Of Information
Personal information collected by Redmires Dental Care is only for purposes which are directly related to the functions or activities of the business. These purposes include:
- Providing treatment and support to patients
- Administrative activities, including human resources management
- Complaint handling
- Non marketing communication
- Statistical Information
- Employee administration purposes for staff and self employed team members
or more detailed information about these purposes and the information handling practices that apply to them please see our Data Processing and Confidentiality Policy or speak with the Practice Manager.
How We Use Your Personal Data
Redmires Dental Care only uses personal information for the purposes for which it was given, or for purposes which are directly related to one of the functions or activities of the organisation. It may be provided to government agencies, other organisations or individuals if:
- The individual has consented
- It is required or authorised by law
- It will prevent or lessen a serious and imminent threat to somebody’s life or health
Further information regarding the use and disclosure of client information can be found in the Data Processing and Confidentiality Policy.
Redmires Dental Care takes steps to ensure that the personal information collected is accurate, up-to-date and complete. These steps include maintaining and updating personal information when we are advised by individuals that it has changed (and at other times as necessary), and checking that information provided about an individual by another person is correct.
Redmires Dental Care takes steps to protect the personal information held against loss, unauthorised access, use, modification or disclosure and against other misuse. These steps include reasonable physical, technical and administrative security safeguards for electronic and hard copy of paper records as identified below.
Reasonable physical safeguards include:
- Locking filing cabinets and unattended storage areas
- Physically securing the areas in which the personal information is stored
- Not storing personal information in public areas
- Positioning computer terminals and fax machines so that they cannot be seen or accessed by unauthorised people or members of the public
Reasonable technical safeguards include:
- Using passwords to restrict computer access, and requiring regular changes to passwords
- Establishing different access levels so that not all staff can view all information
- Ensuring information is transferred securely (for example, not transmitting health information via non-secure email)
- Using electronic audit trails
- Encrypting data that is transferred via our online referral service
- Installing virus protections and firewalls
- We use Transport Layer Security (TLS) to encrypt and protect email traffic. If your mail server does not support TLS, you should be aware that any emails you send to us may not be protected in transit, and email should never be considered a completely secure form of communication
Reasonable administrative safeguards include not only the existence of policies and procedures for guidance but also training to ensure staff and stakeholders are competent in this area.
Patient Access And Correction Of Data
Individuals may request access to personal information held about them. Access will be provided unless there is a sound reason under the Privacy Act or other relevant law not to. Other situations in which access to information may be withheld include:
- There is a threat to the life or health of an individual
- Access to information creates an unreasonable impact on the privacy of others
- The request is clearly frivolous or vexatious or access to the information has been granted previously
- There are existing or anticipated legal dispute resolution proceedings
- Denial of access is required by legislation or law enforcement agencies
Redmires Dental Care is required to respond to a request to access or amend information within a month of receiving the request.
Subject Access requests or amendments can be made in writing to our Deputy Practice Manager either via email or by post.
Redmires Dental Care
68 Rochester Road
Amendments may be made to personal information to ensure it is accurate, relevant, up-to-date, complete and not misleading, taking into account the purpose for which the information is collected and used. If the request to amend information does not meet these criteria, Redmires Dental Care may refuse the request.
If the requested changes to personal information is not made, the individual may make a statement about the requested changes which will be attached this to the record.
The Practice Manager is responsible for responding to queries and requests for access/amendment to personal information.
Anonymity and Identifiers
Wherever it is lawful and practicable, individuals will have the option of not identifying themselves or requesting that we do not store any of their personal information.
As required by the Privacy Act 1988 and General Data Protection Regulations (May 2018) Redmires dental care will not adopt a government assigned individual identifier number e.g. patient number as if it were its own identifier/client code.
Other Confidential Information
Other information held by Redmires Dental Care may be regarded as confidential, pertaining either to an individual or an organisation. The most important factor to consider when determining whether information is confidential is whether the information can be accessed by the general public.
Staff members are to refer to the Practice Manager before transferring or providing information to an external source if they are unsure if the information is sensitive or confidential to Redmires Dental Care or its patients, staff and stakeholders.
All staff adhere to the Redmires Dental Care Code of Conduct when commencing employment, involvement or a placement. The Code of Conduct outlines the responsibilities to the organisation related to the use of information obtained through their employment/ involvement/ placement.
The Code of Conduct states that individuals will:
“Use information obtained through their involvement, employment or placement only for the purposes of carrying out their duties, and not for financial or other benefit, or to take advantage of another person or organisation.”
Redmires Dental Care works with a variety of stakeholders including private consultants. The organisation may collect confidential or sensitive information about its stakeholders as part of a working relationship. Staff at Redmires Dental Care will not disclose information about its stakeholders that is not already in the public domain without stakeholder consent.
The manner in which staff members manage stakeholder information will be clearly articulated in any contractual agreements that the organisation enters into with a third party.
Detailed information regarding the collection, use and disclosure of client information can be found in the Data Processing and Confidentiality Policy and associated procedures.
Breach Of Privacy Of Confidentiality
If a patient or stakeholder is dissatisfied with the conduct of a Redmires Dental Care staff, a complaint should be raised as per the Complaints Policy. Information on making a complaint will be made available to patients and can be found on our website. Additionally, a complaint can be taken over the phone by any staff member.
If You Do Not Agree
If 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.
Redmires Dental Care,
68 Rochester Road
Consequences Of Not Providing Your Data
If you do not wish to provide us with personal information such as your name, date of birth and address we would not be able to provide you with dental care.
Making a Complaint
Please ask us at Redmires Dental Care if you would like a copy of our complaints procedures or to make a formal complaint.
To contact the Information Commissioner’s Office telephone 0303 123 1113
To contact our Deputy Practice Manager telephone 0114 2295020
If you would like clarification on any of the points above please contact our Deputy Practice Manager, who can be contacted at firstname.lastname@example.org or via her contact number 0114 2295020.
You may also be interested in our Data Processing and Confidentiality Policy
I totally trust the dentists’ abilities and recommendations – preventative and corrective care – not invasive. They provide excellent all-round care with special care for nervous patients – not too invasive.
A very caring and conscientious dentist, and cooperative and helpful staff. They provide a relaxed atmosphere, are reliable, friendly, and punctual!