Introduction

Centre of Dental Excellence is committed to protecting and respecting your privacy. We aim to be clear when we collect your data and do not do anything you wouldn’t reasonably expect. This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure. We may change this Policy from time to time so please check this page occasionally on our website to ensure that you’re happy with any changes. By using our website, you agree to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent to our Data Controller. You can do this:

By email, to: info@centreofdentalexcellence.co.uk
By telephone: 02084207407
By writing to: Centre of Dental Excellence, 52/46 Church Rd, Stanmore, HA7 4AH

Who we are?

We are a team of dental professionals who are passionate about providing the highest possible standards of care.

To ensure we can provide your care safely and effectively, we need to be certain that we have correctly addressed your needs and wishes, answered your questions and also have taken account of your medical history and any treatment that you are undergoing as this may affect how we can provide care for you safely.

Your care may involve several members of our team at this practice and we want to assure you that all members of our team will respect the confidential nature of the information that you have provided and will always protect it from being used by others in an unauthorised way.

We will ask you to complete in writing how and in what circumstances we may use this information in future.

You can choose to stop email, telephone calls, addressed post and/or text messages directed to you by contacting us on or by email us: info@centreofdentalexcellence.co.uk

Where do we collect information about you?

We collect information about you in the following ways:

• Contact information including your email address (via online, forms filled in the practice, phone, email, direct access)
• Contact Form Submission
• Enter a competition, promotion or survey
• Demographic information, such as postcode, preferences and interests (online, forms filled in the practice, phone, email, direct access)
• Website usage data (when completing requests, registration via online)
• Your referring GDP or General Practitioner (via letters or online)

When you give it to us DIRECTLY?

Through your contact with us, including by phone (we may record or monitor phone calls to make sure we are keeping to legal rules, codes of practice and internal policies, and for quality assurance purposes), by email, through our websites, through our apps, by post, by filling in application or other forms, by entering competitions, through social media or face-to-face (for example, in medical consultations, diagnosis and treatment).

• By filling registration forms in our practice (or online)
• Specifically asking us to retain your information for contacting you to set up appointments, sending reports, reminder calls/ emails/sms
• Completing documentation such as Medical History form

We obtain information about you when you:

• Attend our practice as a patient 
• Complete documentation such as a Medical History form
• Agree to or request referral to other professionals
• Receive support from us by contacting us by telephone, text or email
• Take part in one of our surveys
• Attend one of our events
• Make payments to us using a card, credit agency or payment plan 
• Use our website

When you give it to us INDIRECTLY?

• We may receive information about you from a referring practice or GP
• your parent or guardian, if you are under 18 years old;
• a family member, or someone else acting on your behalf;
• doctors, other clinicians and health-care professionals, hospitals, clinics and other health-care providers;
• any service providers who work with us in relation to your product or service, if we don’t provide it to you direct, such as providing you with apps, medical treatment, dental treatment or health assessments

When you give permission to OTHER ORGANISATIONS to share

• If you permit other organisations to give us information such as if you apply for a loan in connection with treatment 
• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
• If is required with your permission from a solicitor
•  

What type of information

The type and quantity of information we collect and how we use it depends on why you are providing it.

Typically, personal information we collect might include:

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, or for example to modify treatment to suit your religion and to meet NHS or HSC obligations.

If you use our website we collect your IP address, and information regarding what pages are accessed and when.

How do we use your information?

• We process and use your information to provide you with safe dental care.
• Collecting this data helps us understand what you expect from your practice, enabling us to deliver improved products and services.

Specifically, we may use data: 

• For our own internal records
• To transfer or share sensitive patient data with other registered dental or medical professionals
• To improve the products and services we provide
• To contact you in response to a specific enquiry
• To customise the website for you
• To send you promotional emails about products, services, offers and other things we think might be relevant to you.
• To send you promotional mailings or to call you about products, services, offers and other things we think might be relevant to you.
• To contact you via email, telephone or mail for research reasons. 

How long do we keep this information?

• Any periods for keeping information which are set by law or recommended by regulators, professional bodies or associations.
• Any relevant proceedings that apply.
• If you would like to know how long we keep your information for, please contact our Data Protection Officer on 0208 420 7407

How do we keep this information safe?

• When you give us personal information, we take steps to ensure that there are appropriate technical measures in place to protect it. For example, access is restricted only to those who are entitled to see the data, our online templates and audits are always encrypted and our network is protected and routinely monitored.
• We will always hold your information securely.
• To prevent unlawful disclosure or access to your information, we have implemented strong physical and electronic security safeguards.
• We also follow stringent procedures to ensure we work with all personal data in accordance with the General Data Protection Regulation (GDPR).

Your Rights

You have the right to access your information and to ask us to correct any mistakes and delete and restrict the use of your information. You also have the right to object to us using your information, to ask us to transfer of information you have provided, to withdraw permission you have given us to use your information and to ask us not to use automated decision-making which will affect you. For more information, see below.

You have the following rights (certain exceptions apply).

• Right of access: the right to make a written request for details of your personal information and a copy of that personal information
• Right to rectification: the right to have inaccurate information about you corrected or removed
• Right to erasure (‘right to be forgotten’): the right to have certain personal information about you erased
• Right to restriction of processing: the right to request that your personal information is only used for restricted purposes
• Right to object: the right to object to processing of your personal information in cases where our processing is based on the performance of a task carried out in the public interest or we have let you know the processing is necessary for our or a third party’s legitimate interest. You can object to our use of your information for profiling purposes where it is in relation to direct marketing
• Right to data portability: the right to ask for the personal information you have made available to us to be transferred to you or a third party in machine-readable formats
• Right to withdraw consent: the right to withdraw any consent you have previously given us to handle your personal information. If you withdraw your consent, this will not affect the lawfulness of Bupa’s use of your personal information prior to the withdrawal of your consent and we will let you know if we will no longer be able to provide you your chosen product or service
• Right in relation to automated decisions: you have the right not to be subject to a decision based solely on automated processing which produces legal effects concerning you or similarly significantly affects you, unless it is necessary for entering into a contract with you, it is authorised by law or you have given your explicit consent. We will let you know when such decisions are made, the lawful grounds we rely on and the rights you have.

How you can access your information

If you would like to access the information we hold about you, please:

Send an e-mail, to: info@centreofdentalexcellence.co.uk

Write to: Centre of Dental Excellence, 52/46 Church Rd, Stanmore, HA7 4AH

Please note, we may ask you to complete a form in order to help us locate the information that would like access to. Refer to ‘Subject Access Request’ for more information

Marketing preferences

If you are updating your preferences, we need your name and address to make sure we update the right information.

Contact us

If you have any questions regarding this policy, our privacy practices or data protection, please contact our Data Controller, who is Dr Sundip Kalirai. 

You can do this:

By email, to:     info@centreofdentalexcellence.co.uk

By telephone: 02084207407

By writing to: Centre of Dental Excellence, 52/46 Church Rd, Stanmore, HA7 4AH