Privacy Notice (GDPR)

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 our practice manager.

The Orthodontic Clinic, Killarney 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
• Email address
• Phone numbers
• GP contact details
• Occupation
• Medical history
• Dental care records
• Photographs
• Payment plan details
• Credit cards receipts
• Correspondence
• Details of any complaints received

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, HIQA etc
• Dental payment plan administrators
• Insurance companies, Solicitors
• Loss assessors
• Fraud prevention agencies
• In the event of a possible sale of the practice at some time 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 the right to:
1. Be informed about the personal data we hold and why we hold it.
2. Access a copy of your data that we hold by contacting us directly: we will acknowledge your request and supply a response within one month or sooner.
3. Check the information we hold about you is correct and to make corrections if not
4. Have your data erased in certain circumstances.
5. Transfer your data to someone else if you tell us to do so and it is safe and legal to do so.
6. Tell us not to actively process or update your data in certain circumstances.

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
The Law says we must tell you this:
1. We hold patients’ data because it is in our Legitimate Interest to do so. Without holding the data we cannot work effectively.
2. We hold staff employment data because it is a Legal Obligation for us to do so.
3. We hold contractors’ data because it is needed to Fulfill a Contract with us.

Who might we share your data with?
We can only share data if it is done securely and it is necessary to do so.
1. Patient data may be shared with other healthcare professionals who need to be involved in your care (for example if we refer you to a specialist or need laboratory work undertaken).
2. Employment data could be shared with government agencies
3. If you pay into a dental insurance scheme (Bupa; Cigna; BHF; Boots; AXA) and they require confirmation of treatment received and costs
4. Dental laboratories – when laboratory work is required
5. Spouse/ partner or relative if necessary and with your written permission

We will also obtain specific, opt in consent from you:
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 regularly or when necessary

Withdrawal of 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 Dr Stephen Cotter. All complaints will be dealt with in line with the practice complaints policy and procedures

Your personal data is not transferred outside the EU.

This Privacy Notice was reviewed and implemented on: 2nd May 2018

It will be reviewed annually and is due for review
on: 2nd May 2019 or prior to this date in accordance with new guidance or legislative changes.