Privacy Notice

Coronavirus COVID-19 Update

Following Government guidelines, the surgery has now reopened. We are initially prioritising those with the most urgent dental needs, with a view to resume routine dental care as soon as we can.

We are seeing patients by appointment only, please continue to call us for advice and support.

 

Although our practice has reopened please note it will not be business as usual. The treatments you are offered may be different to those you received before, depending on staff and personal protection equipment ( PPE ) available. It will take some time before services return to what you previously experienced as normal. Please be patient with us while we work towards resuming normal dental services in a safe environment.

 

You may see some changes when it is time for your next appointment. We made these changes to help protect our patients and staff. For example:

 

  • Our practice will communicate with you beforehand to ask some screening questions. You’ll be asked those same questions again at your appointment
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  • We have hand sanitiser that we will ask you to use when you enter the practice.
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  • We no longer offer magazines, children’s toys and so forth, since those items are difficult  to clean and disinfect
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  • Appointments will be managed to allow for social distancing between patients. That might mean that you’re offered fewer options for scheduling your appointment.

 

We will do our best to allow greater time between patients to reduce waiting times for you, as well as to reduce the number of patients in the reception area at any one time.

 

How you can help:

  • Please do not arrive without an appointment
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  • Please do not arrive early to the practice. Once you have arrived, please call the practice by phone      on 01992 462 043 and check in with reception. You should then wait outside the practice until called in by a nurse.
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  • Please limit the number of things you bring with you to your appointment. ONLY bring  necessary items.
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  • Please bring your own pen to sign any consent forms
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  • We may ask you to complete your medical history form at home and bring it in at your appointment. Please ensure all parts are completed and all medications are recorded on this form
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  • With the exception of children and patients with carers, patients should come alone
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  • Only one consenting adult will be able to escort a child.
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  • A face covering must be worn by anyone escorting a child or vulnerable adult into the building. This cannot be provided by the practice due to PPE shortages. All our PPE will be needed to treat our patients and protect staff and patients.
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  • A distance of at least 2 metres must be observed if another patient is present in the dental practice
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  • Payment should be made by card where possible and we will sometimes request this over the phone. If cash payment is to be made, please make sure you bring the cash in a plastic bag. Staff will not shake your hand
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  • If you show symptoms following appointment booking, you should contact the practice by phone for advise

 

The welfare of our staff and patients is extremely important to us moving into this next stage in providing your dental care.

We look forward to welcoming everyone back

 

The Team at Hoddesdon Dental Surgery

 

 

 

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 and the Data Protection Officer is Urvi Shah.

This Privacy Notice is available on the practice website at www.hoddesdondental.com/privacy-notice / at reception/ by email if you contact info@hoddesdondental.com or by calling 01992 462 043 .

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/other] 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 or when a patient is referred to the practice

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 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 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 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 and Information Governance Procedures.

Comments, suggestions and complaints
Please contact Urvi Shah/ Jilna Shah. 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, Consent Policy
  • Privacy Impact Assessment ,Information Governance Procedures