Our commitment
Clear information.
Complete confidence.
We understand that dental and medical information is highly personal. We treat it confidentially, use it only where there is a proper reason, and take appropriate steps to keep it secure.
This notice is intended to meet the transparency requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended. It also reflects the General Dental Council’s professional requirement to maintain and protect patients’ information.
Who we are
Harborne Dental Suite is the data controller for the personal information described in this notice. This means we decide how and why that information is used.
Harborne Dental Suite
2 Ravenhurst Road
Harborne, Birmingham
B17 9SA
Our Practice Manager acts as the first point of contact for privacy enquiries and requests concerning your information.
Information we collect
The information we collect depends on your relationship with the practice and may include:
Name, title, date of birth, address, telephone number, email address and emergency contact details.
Medical and dental history, medications, allergies, diagnoses, treatment plans, clinical notes, radiographs, scans and photographs.
Booking details, reminders, enquiries, preferences and correspondence with our team.
Fees, estimates, invoices, payment status, finance information and limited payment transaction details.
Treatment consent, communication preferences and any separate consent for marketing or promotional photography.
IP address, device and browser information, pages visited, cookie choices and information submitted through online forms.
Health information, biometric information used for identification, and some photographs may be special category data and receive additional protection under data protection law.
Where information comes from
We usually receive information directly from you. We may also receive relevant information from a parent or guardian, another healthcare professional, a referring dentist, a dental laboratory, an insurer or finance provider, an emergency service, or a person authorised by you. We record the source where required.
How and why we use your information
We only use personal information where we have a valid purpose and lawful basis. Health information also requires a separate condition under Article 9 UK GDPR.
Providing dental and facial-aesthetic care
To assess your needs, diagnose, plan and deliver treatment, prescribe, refer, monitor outcomes and provide aftercare.
Contract; legal obligations; provision of health or social care; and, where appropriate, vital interests.Managing appointments and enquiries
To respond to enquiries, register patients, arrange appointments, send service messages and manage waiting lists.
Steps before and performance of a contract; legitimate interests in operating the practice.Clinical records and professional standards
To keep accurate records, support continuity of care, manage quality and safety, respond to complaints and meet regulatory or legal duties.
Legal obligation; legitimate interests; provision of health care; establishment, exercise or defence of legal claims.Payments and practice administration
To issue estimates and invoices, process payments, administer finance arrangements, maintain accounts and prevent fraud.
Contract; legal obligation; legitimate interests.Safeguarding and emergencies
To protect a patient or another person where there is a serious safety, safeguarding or medical concern.
Legal obligation; vital interests; recognised legitimate interests where applicable; health-care and safeguarding conditions.Marketing and promotional material
To send optional news or offers, or use identifiable before-and-after images for promotion, only where the required consent has been obtained.
Consent. You can withdraw consent at any time without affecting your treatment.Website security and improvement
To keep our website secure, prevent misuse and—with your cookie choice where required—understand how the website is used.
Legitimate interests for security and strictly necessary functions; consent for non-essential cookies.Images taken to plan, provide or document treatment form part of your confidential clinical record. We will seek separate, specific permission before using an identifiable image for marketing, social media, teaching or another purpose unrelated to your care.
When information is required
We need certain identity, contact and health information to provide safe care and enter into a treatment relationship. If essential information is not provided, we may be unable to offer or continue treatment safely. Optional marketing information is not required for care.
Automated decisions
We do not make decisions about your treatment or eligibility using solely automated processing that produces legal or similarly significant effects.
How long we keep information
We keep information only for as long as it is needed for patient care, professional accountability, legal or regulatory requirements, financial administration and the handling of possible claims.
These periods may be extended where treatment is ongoing, a complaint or claim is anticipated, safeguarding applies, or another legal duty requires it. At the end of the applicable period, information is securely deleted, destroyed or anonymised.
Security and confidentiality
Our dental professionals are bound by professional duties of confidentiality. We use proportionate technical and organisational safeguards designed to protect personal information from accidental loss, alteration, unauthorised access or disclosure.
If a personal-data breach occurs, we assess the risk, take steps to contain it, keep the required records and notify the ICO and affected individuals where the law requires this.
Your data-protection rights
Depending on the circumstances and lawful basis, you may have the right to:
Know how your information is used.
Request a copy of your personal information.
Ask us to correct inaccurate or incomplete information.
Ask for deletion where there is no overriding reason to retain it.
Ask us to limit how information is used in certain cases.
Object to certain processing based on legitimate interests.
Receive eligible information in a usable electronic format.
Change your mind where we rely on consent.
These rights are not absolute. For example, we may need to retain an accurate clinical record even if you ask us to erase it. We will explain any lawful limitation that applies.
You have an absolute right to object to the use of your personal information for direct marketing. Tell us at any time by emailing info@harbornedentalsuite.co.uk or using the unsubscribe option in a marketing message.
Making a request
Contact the Practice Manager using the details above. We may ask for information to confirm your identity and clarify your request. We normally respond within one month, although the law allows extra time for a complex or multiple request. We do not usually charge a fee.
Website, cookies and links
Our website may use strictly necessary cookies for security and essential functionality. Analytics, advertising or other non-essential cookies should only be used after the appropriate consent has been obtained through the website’s cookie controls.
You can change your cookie choices at any time through the cookie settings tool, where available, or through your browser. Blocking some cookies may affect website functionality.
Our website may link to external booking, finance, social-media, mapping or other services. Those organisations act under their own privacy notices when you visit their sites or provide information directly to them.
Children and representatives
For a child or patient who cannot manage their own affairs, we may communicate with a person who has parental responsibility, legal authority or the patient’s valid permission. We consider the patient’s age, capacity, confidentiality and best interests before sharing information. A competent young person may have confidentiality rights independent of a parent or guardian.
Questions and complaints
Please contact our Practice Manager first if you have a concern about how we use your information. We will take the concern seriously and try to resolve it promptly.
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
ico.org.uk/make-a-complaint
0303 123 1113
You can complain to the ICO at any time, but the ICO will usually expect you to give us an opportunity to address the issue first.
Changes to this notice
We review this notice periodically and may update it when our services, systems or legal obligations change. The date at the top shows when it was last revised. Material changes will be highlighted where appropriate.
Further information