Privacy Notice

The practice 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 Gill Kerley – Practice Manager who is also the information Governance Lead the Data Protection Officer.

This Privacy Notice is available on the practice website, at reception and by email if requested.

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 purposes of staff and self-employed team member management
  • Personal data for the purposes of direct mail, email, text marketing
  • Special category data including health records for the purposes of the delivery of health care
  • Special category data including health records and details of criminal record checks for managing 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 the EU whether 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:

  • Consent of the data subject
  • Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
  • 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
    • The right of access
    • The right to rectification
    • The right to erasure (clinical records must be retained for a certain time period)
    • The right to restrict processing
    • The right to data portability
    • The right to object
    • 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 patient 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.

    We have carried out a Privacy Impact Assessment (M 217S) and you can request a copy from the details below. The details of how we ensure security of personal data is in our Security Risk Assessment (M 217M) and Information Governance Procedures (M 217C).

    Comments, suggestions and complaints

    Please contact the Practice Manager at the practice for a comment, suggestion or a complaint about your data processing at Castle-Gate Dental Practice, Parsonage Street, Dursley. GL11 4AA or by phone on 01453 542109 or by email at admin@castlegate-dental.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.

    Related practice procedures

    You can also use these contact details to request copies of the following practice policies or procedures:

    • Data Protection and Information Security Policy (M 233-DPT), Consent Policy (M 233-CNS)
    • Privacy Impact Assessment (M 217S), Information Governance Procedures (M 217C)

    Terms of use: information in templates, templates, CODE and iComply is written in general terms and is believed to be based on the relevant legislation, regulations and good practice guidance. This information is indicative only and is intended as a guide for you to review and take particular professional advice to suit your circumstances. CODE is a trading name of the Confederation of Dental Employers Ltd and it licenses information to Codeplan Ltd. CODE and Codeplan do not accept any liability for any loss or claim that may arise from reliance on information provided. The use of this document indicates acceptance of these terms. ©CODE 2018.

    Where your data is held

    Your data is held on secure servers operated by Namesco Limited and will be stored under robust security measures.
    For more information, please see Namesco Limited Privacy Policy

    Google Analytics

    This site uses Google Analytics to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.

    Google Analytics records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you. Google Analytics also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this.

    Disabling cookies on your internet browser will stop Google Analytics from tracking any part of your visit to pages within this website.

    Read Google's overview of privacy and safeguarding data

    Read Google Analytics use of cookies - Google’s developer guides

    Email newsletters – Campaign Monitor

    We use a third party provider, Campaign Monitor, to deliver our e-newsletters using the email address that you submit to us. We gather statistics around email opening and clicks.

    Your email address will remain within Campaign Monitor’s database for as long as we continue to use Campaign Monitor’s services for email marketing or until you specifically request removal from the list. You can do this by unsubscribing using the unsubscribe links contained in any email newsletters.

    We consider Campaign Monitor to be a third party data processor.

    For more information, please see MailChimp privacy notice

    If you are under 18 years of age you MUST obtain parental consent before joining our email newsletter.

    Use of cookies

    Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. We may also use trusted third-party services that track this information on our behalf.

    Most web browsers allow some control of most cookies through the browser settings. Every browser is different, look at your browser's Help Menu to learn the correct way to modify your cookies. If you turn cookies off, some features may be disabled.

    To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.