Privacy & Cookies Policy
Styvechale Dental Care aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR], the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.
The data controller is Cozens & Tiwana Ltd. The information governance lead is Rachel Godderidge.
You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.
The categories of data we process are:
- Personal data for the provision of dental health care
- 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/email/text/other] 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 web site 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 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. If we intend to refer a patient to another practitioner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.
- Personal data is stored in digital or hard copy format
- Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list
The lawful basis for processing special category data such as patients’ and employees’ health data is:
- Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional
The lawful basis of processing personal data such as name, address, email or phone number is:
- The legitimate interests of the dental practice
- Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
- Consent of the data subject
- To comply with our legal obligations
Our lawful bases for processing special category data:
- Processing is necessary for health care purposes
- Processing necessary for identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with the view to enabling such equality to be promoted or maintained
- We obtain consent of the data subject to process criminal record checks
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 manage your dental care treatment
- 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 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 periods for other personal data is 2 years after it was last processed. Details of retention periods are available in the Record Retention (M 215) procedure available from the practice.
We obtain your personal details when you enquire about our care and service, when you join the practice, or register online, when you complete a registration or medical history form and when another practitioner refers you for treatment at our practice. Occasionally patients are referred to us from other official sources such as other dental clinics .
The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records in order to meet our legal requirements. The retention period for staff records is 6 years. The retention periods for other personal data is 2 years after it was last processed. Details of other retention periods are available in the Record Retention (M 215) procedure available from the 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 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 (M 217C) or at the Information Commissioner’s website. Here are some practical examples of your rights:
- If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patent records within one month.
- If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text.
Comments, suggestions and complaints
Please contact Rachel Godderidge at the practice for a comment, suggestion or a complaint about your data processing at firstname.lastname@example.org, or 02476414225 or by writing to or visiting the practice at 85-87 Baginton Road, Styvechale, Coventry, CV3 6FR. 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.
Cookie Consent Policy; updated to meet GDPR regulations – May 2018.
What are cookies
For more general information on cookies see the Wikipedia article on HTTP Cookies at https://en.wikipedia.org/wiki/HTTP_cookie
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore, it is recommended that you do not disable cookies.
The cookies we set
In order to provide you with a great experience on this site, we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences, we need to set cookies so that this information can be called whenever you interact with a page which is affected by your preferences.
What are the different types of cookies?
cookies are used for ads personalisation
You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.
This site uses Google Analytics cookies which is one of the most widespread and trusted analytics solutions on the web. These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site.
All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance. For more information on Google Analytics cookies, see the official Google Analytics page (https://support.google.com/analytics/answer/6004245)
Targeting cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites.
They do not store directly personal
We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways, such as sharing pages or links. For these to work the following social media sites (if available) Facebook, Instagram, Twitter, YouTube, Google+ will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.
Our website also contains a Facebook Pixels Code: A pixel refers to the code that is placed on your computer in order to trigger a cookie. We sometimes use this methodology to allow us to deliver more relevant messages to you.
For SEO (search engine optimisation) purposes, from time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site, whilst ensuring we understand which optimisations our users appreciate the most.
Session cookies and persistent cookies; our website is hosted on servers that use two different types of cookies. The first type is known as a ‘session-based’ cookie and is allocated to your computer only for the duration of your visit to our website. It helps you to move around the website faster. This cookie automatically expires when you close down your browser, or complete a task (such a form completion). The second type of cookie is known as a ‘persistent’ cookie. These cookies will remain on your computer for a period of time set for each cookie. These cookies allow us to collect data on behaviours such as how many times you visited a page.
How to refuse or opt out of cookies
If you wish to block cookies from your browser software, please check the browser help menu for relevant instructions. Take care to ensure that you select the correct type and version of your browser software.
Unfortunately, if you choose to decline cookies, some of the interactive features and some functionality of our websites and our services may not be available to you. We advise regular users of our websites and services to accept cookies from us.
How to change your browser settings to disable cookies
Microsoft Internet Explorer 6, 7, 8 (Windows XP/Vista)
- Select Tools from the main task bar, then Internet Options.
- Click the Privacy tab.
- Choose the settings you want.
- Click OK.
Microsoft Internet Explorer 8,9 (Windows 7)
- Click on the Settings cog icon (top right).
- Click on Internet Options.
- Click on Privacy and choose your options.
- Click Apply and then OK.
Firefox 3.0+, 4.0+, 5.0+,6.0+
- Choose Tools from the main task bar, then options.
- Click the privacy tab.
- Choose the settings you want.
- Click OK.
Safari 5 & 6
- Choose Safari from the main task bar, then preferences.
- Click on the privacy panel.
- Choose the settings you want.
- Click X to close
- Click the menu icon and select Settings from the list.
- Click the Show the advance settings.
- Click Content Settings in the Privacy section.
- Choose the settings you want.
- Click X to close.
Mobile Devices iOS
- From the home screen, choose Settings.
- Select Safari.
- Click Accept Cookies.
- Choose your preferred settings.
- Start the browser application.
- Click the Menu button.
- Select the More option, then Settings.
- Tick or clear Accept cookies.
Windows Phone 7
- From the home screen, click on the right arrow.
- Scroll down to Settings.
- Swipe across and select Internet Explorer.
- Tick or clear Accept cookies.
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If there is something that you aren’t sure whether you need or not, it’s usually safer to leave cookies enabled in case it does interact with one of the features you use on our site. However, if you are still looking for more information then you can contact us at email address: email@example.com