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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 the Practice Manager.

West Street Dental Practice (WSDP) takes great care to protect personal data we hold for you in line with requirements for 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) for you includes:

• Name, address and DOB
• Email address
• Phone numbers
• GP contact details
• Occupation
• Medical history
• Dental care records
• Photographs
• Credit cards receipts
• Correspondence
• Details of any complaints received

We keep an inventory of personal data we hold on our patients and it is available on request

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 to enable us to deliver a service for you or where we have another legitimate reason for doing so. Third parties we may share your information with may include:

• Regulatory authorities such as General Dental Council or Health Inspectorate Wales
• NHS Local Authorities (Local Health Board)
• Dental plan payment administrator
• Insurance companies
• Loss assessors
• Fraud prevention agencies
• In the event of sale of the practice at some time in the future

We may also share personal information where we consider it in the patient’s best interest of if we have reason to believe that an individual may be at risk of harm or abuse

Personal Privacy Rights

Under General Data Protection Regulation (GDPR) we have the following personal privacy rights in relation to information we hold about you.

You have rights to:

• Access to and copies of your records
• Have inaccuracies deleted
• Have information about you erased. This should be seen in light of the need to keep records about your dental care in case you have any problems in the future.
• Object to direct marketing.
• Restrict the processing of our information, including automated decision-making.
• Take your data to another dental practice or anywhere else.

Legal bases for processing data held about patients

The GDPR requires us to state the legal bases upon 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 base on which we process personal information for our private, payment plan, NHS or any other group of patients is consent, contact and legal obligation.

Automated decision making

You will be asked to opt in to any process involving automated decision making.

This includes:


WSDP will always obtain specific, opt in consent from you for your dental treatment. We will obtain consent in writing, E-signature or verbally.

We will also obtain specific, opt in consent from you for sharing your information with specialist or dental organisations. 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 annually when you complete a new Medical History proforma.

Withdrawal of consent

After you have given your opt in consent you have a right to withdraw your consent at any time.

Retention Period

The 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 7 years, or for children age 25, whichever is the longer.


You have the right to complain about how we process your personal data. All complaints concerning personal data should be made in person or in writing to the Practice Manager. All complaints will be dealt in line with the practice complaint policy and procedures.

Transferring data outside of EU

Your data is non-transferable outside of EU.

This privacy note was reviewed and implemented on 01st September 2018

It will be reviewed annually and is due for review on 01st September 2019 or prior to this date in accordance to new guidance or legislative changes.

We are advising all our patients of changes regarding how to obtain, process and store your personal data. This is to ensure that we comply with new General Data Protection Regulation (GDPR) which came into effect on 25th May 2018.

We will continue to send reminders via Email, text or phone calls according to your preferred option regarding your future appointments.

Please inform us if you do not wish to receive those reminders or if you have decided to change the way you wish to be reminded about regular dental visits.

For your protection we will not send any marketing material.

We have started the process of confirming consent with all patients currently scheduled in for appointments. In the meantime, to continue to provide you with ongoing care we will contact you by your preferred method, unless you contact us to withdraw consent.

We have updated the Privacy Policy in line with GDPR and the full copy of this is available on request.

Protecting personal data from unauthorised use is our highest priority and we confirm that we will never share your personal details with anyone without consent.

Kind regards, West Street Dental Practice

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