Privacy Policy

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Privacy Notice for Highfield Dental & Facial Clinic

for Patient Data


This Privacy Notice is a shortened form of our Privacy Policy and any patient who wishes to have a copy of our full Policy should ask The Practice Manager.


Highfield Dental & Facial Clinic takes great care to protect the personal data we hold for you in line with the requirements of the General Data Protection Regulation (GDPR).


The purpose of collecting and storing personal data about you is to ensure we can:


  • Provide, appropriate, safe and effective dental care, treatment and advice for you
  • Fulfil any contracts we hold in relation to your care
  • For business administration of your care.


Personal data held for our patients


The personal data we process (processing includes obtaining the information, using it, storing it, securing it, disclosing it, and destroying it) for you includes:


  • Name, address, date of birth
  • Unique identification number
  • Next of kin
  • Email address
  • Phone numbers
  • GP surgery name
  • Occupation
  • Medical history
  • Dental care records
  • Photographs
  • Family group
  • Payment plan details
  • Financial information
  • Credit / Debit cards receipts
  • Correspondence
  • Details of any complaints received


We keep an inventory of personal data we hold on our patients and this is available on request.


Disclosure to third parties


The information we collect, and store will not be disclosed to anyone who does not need to see it.


We will share your personal information with third parties when required by law or to enable us to deliver a service to you or where we have another legitimate reason for doing so. Third parties we may share your personal information with may include:


  • Regulatory authorities such as the General Dental Council or the Care Quality Commission
  • Dental Laboratories as part of treatment planning and preparation
  • Dental software provider’s trusted Third Party communication companies for the purpose of appointment reminders and recalls
  • NHS Local Authorities
  • Dental payment plan administrators
  • Insurance companies
  • Loss assessors
  • Fraud prevention agencies
  • In the event of a possible sale of the practice in the future.


We may also share personal information where we consider it to be in a patient’s best interest or if we have reason to believe an individual may be at risk of harm or abuse.


Personal privacy rights

Under the General Data Protection Regulation (GDPR) you have the following personal privacy rights in relation to the information we hold about you.

You have a right to:

  • Access to and copies of your records.
  • Have inaccuracies deleted.
  • Have information about you erased. This should be seen in light of the need to keep records about your dental care in case you have any problems in the future.
  • Object to direct marketing.
  • Restrict the processing of your information, including automated decision-making.
  • Take your data to another dental practice or anywhere else.

Patients who wish to have inaccuracies deleted or to have information erased must speak to the dentist who provided or provides their care.


Legal basis for processing data held about patients


The GDPR requires us to state the legal basis upon which we process all personal data for our patients and it requires us to inform you of the legal basis on which we process your personal data.


The legal basis on which we process personal information for our private patients is necessary for the provision of treatment by a registered dental professional.


The legal basis on which we process personal information for our payment plan patients is the consent of the patient to the processing of their data.


Receiving Consent


Highfield Dental & Facial Clinic will always obtain specific, opt in consent from you for direct marketing information. The consent is obtained in writing and scanned to your file.


If you are a new patient, we will obtain consent when you first attend the practice. If you are an existing patient, we will obtain consent when you attend for your recall appointment or for a treatment appointment. We will refresh this consent annually when you complete a new medical history proforma.


We will also obtain specific, opt in consent from you for photos of you and referrals to other health care providers.


Withdrawal of consent


After you have given your opt in consent you have a right to withdraw your consent at any time.


Retention period


This practice retains dental records and orthodontic study models while you are a patient of our practice and after you cease to be a patient, for at least eleven years, or for children until age 25, whichever is the longer.




You have a right to complain about how we process your personal data. All complaints concerning personal data should be made in person or in writing to The Practice Manager. All complaints will be dealt with in line with the practice complaints policy and procedures.


Transferring personal data outside the EU


Your personal data is not transferred outside the EU.


Consent during the COVID-19 pandemic  


The rules on processing and sharing information during the COVID-19 pandemic have been relaxed to allow healthcare providers to protect public health and manage the spread of the virus.


We may need to contact our patients, their families or third-party organisations regarding patients’ appointments, medical histories, and treatment. Where possible, we will obtain prior consent to process and share this information.


Where patients have not previously consented to, or have withdrawn their consent for us to contact or share or process their data, we will assess whether the need for processing is proportionate and necessary in relation to the risk to the individual and/or the public if the information is not shared.


This Privacy Notice was reviewed and implemented on: [27/07/2021]


It will be reviewed annually and is due for review on: [27/07/2022] or prior to this date in accordance with new guidance or legislative changes.