Privacy Notice for Patients
This privacy notice sets out how Envisage Dental UK Limited, T/A Durban Dental Centre uses and protects any information that you give when joining the practice. The practice is committed to complying with the General Data Protection Regulation (GDPR), the Data Protection Act 2018, GDC, NHS and other standards. The person responsible for Data Protection is (PM)Quintin Wood.
What type of information do we hold?
- Personal details such as your address, date of birth, phone number and email address
- This is for the provision of dental health care, providing treatment plans, estimates and recalls
- Details of your NHS number and entitlement to healthcare treatment and exemption status if applicable
- Personal details such as details of family members for the provision of healthcare to children or for emergency contact details
- Medical history including your GP’s name and address
- Past and present dental history including x-rays and photographs
- Information about the treatment we have proposed and provided along with its price.
- Notes of conversations or incidents that might occur for which a record needs to be kept
- Records of permission or consent for treatment.
- Correspondence to other healthcare professions such as referrals
- Financial information relating to your treatment
- Details of any complaints made
Why do we need to keep this information?
We need to keep records of personal information regarding our patients in order to provide safe and appropriate dental care and treatment. It is also used to maintain accurate treatment records. We also need to process personal data about you if we are providing care under NHS arrangements and to ensure the proper management and administration of the NHS.
Our legal basis for processing data is:
- Legitimate interest - Processing is necessary for the performance of our care for patients and for defence of legal claims
- Special category data - data relating to your health care records is classed as special category data. Our legal basis for processing this is that it falls under Health and Social Care (Article 9 UK GDPR (h)).
What do we do with your Information?
We will only share your information if it is done securely and it is necessary for us to do so. Your personal information may be securely shared with other healthcare professionals who need to be involved in your care (for example if we refer you to a specialist, need laboratory work undertaken or need to consult with your doctor) We may also share your personal information securely to third parties where we are required by law or regulation to do so. This may include:
- The General Dental Council
- The CQC/HIW/HIS/RQIA
- Dental payment plans or insurers
- NHS Bodies if NHS dental care and treatment is provided
How do we store your Information?
Your Information is stored securely at the practice on protected computer systems. Computer information is backed up regularly and may be securely stored away from our premises.
We are required to retain your dental records, X-rays and study models while you are a patient of this practice and after you cease to be a patient for a minimum of 15 years (in England, 11 years in Wales) or until the age of 25 (whichever is longer).
There are several other documents that we may collect that have a variety of retention dates, for example the NHS PR form – used to declare payment exemptions – which needs to be kept for 2 years minimum. We have a retention schedule listing all documents and the timeframes for disposal. Retention periods may be changed from time to time based on business or legal and regulatory requirements
Your rights under GDPR
Access - You have a right to access the information that we hold about you and to receive a copy. You can make a request by contacting your practice or by e-mailing
Rectification - You have a right to correct any information that you believe is inaccurate or incomplete. Please contact your practice to request a change in information.
Erasure - You have a right to request that we delete your personal information, although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). Please contact your practice to make this request.
Restriction - You have the right to request us to restrict the processing of your personal information for example, sending you reminders for appointments or information about our service. Please contact your practice to make this request.
Portability - You have a right to data portability; this could include supplying your information to another dentist. Please contact your practice to make this request.
If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you can contact our Data Protection Officer via email at You can also seek advice from The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, or start a live chat or call helpline on 0303 123 1113.
Privacy Notice for Children
The practice keeps records of your name, address, date of birth and details of any health problems as well as details of your dental treatment and details about your family. We keep this information so that we can provide you with the best dental care. Your personal information is kept very confidentially and securely.
We only use your personal information so we can give you the best dental care and for sending reminders to you.
We only pass your personal information to another dentist, doctor or hospital if you have a problem that needs their special skills and you need to go and see them. We will not give your information to anyone else unless the law allows us to or we have to provide it for legal reasons.
If you leave the practice, we will stop using your information, but will keep it confidentially and securely for 15 years or until you are 25 years old, when we will review if and when we can delete it. You can always ask for a copy of the information we hold for you, we can transfer it to another dentist or doctor at your request and you can ask us to stop using your personal information to send letters or contact you in other ways if you are no longer a patient at the practice.
When you reach 18 years of age the Privacy Notice about how we process your personal information will change to the adult version. This can be found on our website.
If you would like a copy of the information we hold about you or if you have any other enquiries it about such as to change an error in your information or to provide a copy of your information to somebody else please contact the practice - email@example.com
Don't worry, your data is safe with us
Durban Dental Centre is committed to protecting your privacy. When using this website, you may be asked to provide information by which you can be identified, but you can be assured it will only be used in accordance with this privacy statement.
We may collect the following information:
- First name
- Last name
- Date of Birth
- Telephone number
- Mobile telephone number
- Email address
- Post Code
What we do with the information we gather:
We use your information to understand your needs, improve our products and services, and keep our records up to date. We may occasionally send promotional emails about new services, special offers or other information we think you may find interesting, to the email address you have provided. We may also invite you to join our social media sites to keep in touch with us more frequently at your choice. From time to time we may also use your data to contact you by email, phone, fax or mail for market research purposes. The feedback you provide will help us customise our website and our product offering.
To ensure your details remain secure and to prevent unauthorised access or disclosure, we have procedures in place to protect the information we collect online. We will not sell distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
How you can control your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
- If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to us or sending an email to firstname.lastname@example.org
- We may use your personal information to send promotional information about third parties, but only if you tell us you wish this to happen. You may change your mind at any time by writing to us or sending an email to email@example.com
EU general data protection regulation
Under GDPR we will ensure that your personal information we hold about you will be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely
- Cookies are small text files that can be used by web sites to make a user's experience more efficient.
- The law states that we can store cookies on your machine if they are essential to the operation of this site but that for all others we need your permission to do so.
- Durban Dental Centre does use some non-essential cookies. We do not do this to track individual users or to identify them, but to gain useful knowledge about how the site is used so that we can keep improving it for our users. Without the knowledge we gain from the systems that use these cookies we would not be able to provide the service we do.
- Although cookies cannot carry viruses, and cannot install malware on the host computer, tracking cookies and especially third-party tracking cookies are commonly used as way to compile long-term records of individuals' browsing histories - a major privacy concern that prompted European and US law makers to take action.
Cookies we use:
Session Cookies (laravel_session, XSRF-TOKEN)
- We use session cookies to record an individual users preferences that the user has specified, so that each time the user returns their preferences remain. Commonly this would be language settings, shopping carts, anything where you have indicated a preference. Where forms are used on the site, we hold the information in a session cookie so that we can improve the user experience on the site. Should a user, for example, forget to fill in parts of a form when submitting a form, we can auto-fill the values for those fields that have been filled in, thereby reducing the amount of fields a user needs to amend. We also use these cookies to prevent cross site scripting attacks.
Google Analytics (__utmz, __utmc, __utmb, __utma)
- These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site for you. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
Google Maps (APISID, HSID, NID, PREF, SAPISID, SID, SSID)
- These cookies are used by Google to store user preferences and information when viewing pages with Google maps on them.
- Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites visit tools.google.com/dlpage/gaoptout.
- More information about cookies, including how to block them or delete them, can be found at aboutcookies.org.