Data Protection

Patient Privacy and Data Protection Policy

At 360 Dental Care, we are fully committed to protecting your personal data and ensuring your privacy in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, GDC Standards for the Dental Team, and CQC regulations. This policy outlines how we collect, use, store and protect your personal information.

Why We Collect Your Data

To provide you with the highest standard of dental care, we need to hold certain personal information about you. This includes:

• Your full name, date of birth, contact details (address, telephone number, email)

• Details of your general medical practitioner (GP)

• Your past and current medical and dental history

• Clinical records, including radiographs (X-rays), clinical photographs, and study models

• Information about any treatment we have provided or plan to provide, along with treatment costs

• Notes from relevant conversations or clinical incidents

• Records of your consent to treatment

• Correspondence with other healthcare providers involved in your care (e.g., specialist referrals)

We retain this information to provide safe, effective, and tailored dental care.

How We Store Your Data

Your data is stored securely either digitally on our computer systems or, where necessary, in paper format. All systems are protected with appropriate security measures including:

• Encrypted, password-protected systems with access controls

• Regular data backups

• Audit trails to monitor access to your records

• Secure, locked storage for any paper records

Only authorised team members have access to your personal data and all staff are trained in data protection and confidentiality.

How Long We Keep Your Records

We retain your dental records:

• For at least 11 years after your last visit

• Or, for children, until the patient is 25 years old — whichever is longer

This is in line with guidance from the BDA, NHS records retention schedules, and the Department of Health.

Sharing Your Data

To support your care, we may need to share information — but only when it is necessary, relevant, and proportionate. Examples include:

• Your GP

• Specialist dental or medical providers

• Dental laboratories

• Dental or medical insurers (if applicable)

• Regulatory authorities where legally required

Any sharing is done on a strict “need-to-know” basis. We will never share your information for marketing purposes or with third parties unrelated to your care without your explicit consent.

In limited cases, we may be required by law to disclose data without your consent (e.g. a court order or safeguarding concern). Where possible, you will be informed of any such disclosure.

Your Rights Under UK GDPR

You have the right to:

• Access your records free of charge (subject to identification verification)

• Request correction of inaccurate or incomplete data

• Request deletion of your data (where appropriate)

• Request restriction of data processing

• Object to processing in certain circumstances

• Data portability where applicable

To make a Subject Access Request (SAR) or exercise your rights, please contact the Practice Manager in writing or by email. We will respond within one calendar month, as required by law.

We do not charge for providing a copy of your records unless a request is excessive or repetitive, in which case a reasonable fee may be applied to cover administrative costs.

Moving to Another Practice

If you move to another dental provider, we are happy to transfer your records, including X-rays and clinical notes, directly to them upon receipt of a written request. We will not charge for this service.

Confidentiality and Your Preferences

All patient information is held in strict confidence. If you have any concerns about how your data is handled or would like to limit how it is used or shared, please speak with your dentist or the Practice Manager. While you have the right to object, please be aware that this may affect our ability to provide your care.

Contacting Us About Your Data

If you have questions or concerns about how we handle your information, please contact:

Practice Manager
360 Dental Care
6 Southern Street, Manchester M3 4NJ
Tel: 0161 834 1000
Email: smile@360dentalcare.co.uk

You also have the right to raise concerns with the Information Commissioner’s Office (ICO) if you believe your data has not been handled lawfully. Visit www.ico.org.uk or call 0303 123 1113.

Last updated July 2025