Welcome To The Knight Dental Hygiene Group Limited

Privacy Notice

The practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR). This notice describes our procedures for ensuring that personal information about our patients and employees is processed fairly and lawfully.
The Data Controller is the Knight Dental Hygiene Group. The Information Governance Lead is Ms Iwona Pospiech-Singh

This Privacy Notice is available on the practice website at www.knightdentalhygienegroup.co.uk

You will be asked to provide personal information when joining the practice. The purpose of processing your personal data is to provide you with optimum dental health care and prevention.

The categories and examples of data we process are:

  • Personal data for the provision of dental healthcare.
  • Personal data for the purposes of providing treatment plans, recall appointments, reminders or estimates.
  • Personal data such as details of family members for the provision of health care to children or for emergency contact details.
  • Personal data for the purposes of employed and self-employed team members’ employment and engagement respectively.
  • Personal data for the purposes of direct mail to inform you of important announcements or about new treatments or services.
  • Personal data – IP addresses so that we can understand our patients better and inform our marketing approach as well as improve the website experience.
  • Special category data including health records for the purposes of the delivery of health care and meeting our legal obligations.
  • Special category data including health records.
  • Special category data to meet the requirements of the Equality Act 2010.
  • Special category data details of criminal record checks for employees and contracted team members.
  • We minimise the data that we keep, and do not keep it for longer than necessary.

We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential.

For full details or where your data is stored, please ask to see Information Governance Procedures

The reasons we process the data include:

  • To maintain your contemporaneous clinical records.
  • To provide you with dental treatment, prevention and oral health advice.
  • To carry out financial transactions with you.
  • To send your personal data to the General Dental Council or other authority as required by law.
  • To communicate with you as and when required including appointment reminders, treatment plans, estimates and other communications about your treatment or the practice.
  • To communicate with your next of kin in an emergency.
  • If a parent or carer is to communicate with you about the person you parent or care for.
  • To refer you to other dentists or doctors and health professionals as required.
  • To obtain criminal record disclosures for team members.
  • For debt recovery.
  • To continually improve the care and service you receive from us.

The personal data we process includes:

Your name, address, gender, date of birth, medical history, dental history, family medical history, family contact details, marital status financial details for processing payment, your doctor’s details and details of treatment at the practice. We may process more sensitive special category data including ethnicity, race, religion, or sexual orientation so that we can meet our obligations under the Equality Act 2010.

The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records or to meet our legal requirements. The retention period for other personal data is 2 years after it was last processed.

We obtain your personal details when you enquire about our care and service, when you join the practice, when you subscribe to our newsletter or register online, when you complete a registration or medical history form and when another practitioner refers you for treatment at our practice.

You have the following personal data rights:

  • The right to be informed about the collection and use of your personal data.
  • The right of access – to have a copy of the data we hold about you. Generally, we will not charge for this service.
  • The right to rectification-to correct the data we have if it is inaccurate or incomplete.
  • The right to deletion of your personal data (clinical records must be retained for a certain time period).
  • The right to restrict the processing of your personal data.
  • The right to data portability – to have your data transferred to someone else.
  • The right to object to the processing of your personal data.
  • Rights in relation to automated decision-making and profiling.

Further details of these rights can be seen in our Information Governance Procedures or on the Information Commissioner’s website. Here are some practical examples of your rights:

Comments, suggestions and complaints.
Please contact the IG Lead at the practice for a comment, suggestion or a complaint about your data processing at info@knightdentalhygienegroup.co.uk

We take complaints very seriously.

If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who’s misused personal data. You can also visit their website for information on how to make a data protection complaint.

If you have an enquiry or a request please contact the Information Governance Lead
Ms Iwona Pospiech-Singh
Knight Dental Hygiene Group
Email: info@knightdentalhygienegroup.co.uk
Phone: 07444 083904.

Thank you.

 

 

Processing of Staff and Candidates’ Information

This section explains how Knight Dental Hygiene Group processes the information of staff and applicants for job roles within the practice.

What data do we have?
So that we can provide a safe and professional service, we need to keep certain records about our team members. We may record the following types of data:

  • Your basic details and contact information e.g. your name, address, date of birth, National Insurance number and next of kin.
  • Your financial details e.g. details so that we can pay you, insurance, pension and tax details.
  • Your training records

We also record the following data which is classified as “special category”:

  • Health and social care data about you, which might include both your physical and mental health data – we will only collect this if it is necessary for us to know as your employer, e.g. fit notes or in order for you to claim statutory maternity/paternity pay.
  • We may also, with your permission, record data about your race, ethnic origin, sexual orientation, or religion.

As part of your engagement with the practice, you may be required to undergo a Criminal Record Check.

Why do we have this data?
We require this data so that we can contact you, pay you and make sure you receive the training and support you need to perform your job. By law, we need to have a lawful basis for processing your personal data.

We process your data because:

  • We have a legal obligation under UK employment law.
  • We have a legitimate interest in processing your data – for example, for administration of training or learning courses or emergency planning etc. These legitimate interests will be customary, or necessary for operational, administrative, HR and recruitment purposes and to otherwise manage employment relationships and interaction between employees.
  • We are required to provide data to our regulator, CQC, as part of our public interest obligations.

We process your special category data because It is necessary for us to process requests for sick pay or maternity pay.

If we request your criminal records data it is because we have a legal obligation to do this due to the type of work you do. This is set out in the Data Protection Act 2018. We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent

Where do we collect your data from?
As your employer, we need to receive specific data about you. This is collected from or shared with:

You or your legal representative(s)
Third parties – for example, this could include references from your previous job

We do this face to face, via phone, via email, via our website, via post, via application forms, via apps

How do we share your data?
Third parties are organisations we have a legal reason to share your data with. These include:

HMRC
Our pension and healthcare schemes
Organisations we have a legal obligation to share information with i.e. for safeguarding, the CQC
The police or other law enforcement agencies if we have to by law or court order

How long do we hold your data?
The retention period for staff records is 6 years, however, certain information relating to team members may lawfully be kept for longer.

Your rights
As an individual, you have certain rights regarding our processing of your personal data, including a right to lodge a complaint with the Information Commissioner’s Office (ICO) as the relevant supervisory authority. For more information on your personal data rights, you can access information and advice on the ICO’s website.

You can request a copy of your personal file by contacting the Information Governance Lead.