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Privacy Policy

Privacy Policy


Oral Health Spa is committed to complying with the Data Protection Act 2017, the General Data Protection Regulation, General Dental Council, National Health Service and other standards. General Data Protection Regulation (GDPR) means that at Oral Health Spa we are accountable for the handling of people’s personal information. We take the need for strict confidentiality very seriously. This document sets out our policy for maintaining confidentiality and all members of the practice team must comply. Oral Health Spa only keep relevant information about employees for the purpose of employment, and about patients to provide them with safe and appropriate dental care. 


Data Protection code of Practice


Our Data Protection Policy details our procedures that ensure Oral Health Spa and all our employees comply with GDPR.


What Personal Data do we hold?


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


  • Full Name, age, address, telephone number and email address.

  • General Dental Practitioner and their address.

  • General Medical Practitioner and their address.

  • Past and current medical and dental condition.

  • Radiographs and clinical photographs.

  • Notes of conversations or incidents that might occur for which a record needs to be kept.

  • Record of consent to treatment (signed direct access form explaining you do not need to see a dentist first before seeing the hygienist.

  • Record of consent to a referral if required.

  • Any correspondence relating to them and other health care professionals, for example with the hospital or another specialist group.


Why do we hold this Information?


We need to keep comprehensive and accurate personal data about you in order to provide you with appropriate and safe dental care. We will ask you every six months to update your medical history and contact details. 


Security of Information


Personal information about you is held in the cloud, on our computer system or in a locked room. The information is not accessible to the public. Only authorised members of staff at Oral Health Spa have access to it. Our computer systems are password protected and these are changed at regular intervals. Our computer system has secure audit trails, and we back up information routinely. 

Disclosure of Information


To provide appropriate and safe dental care we may need to disclose personal information about you to:


  • Your general dental practitioner

  • The hospital or community dental services

  • Other health professionals

  • Agents and third parties as required by legal and law


Disclosure will take place on a ‘need to know’ basis. Only those individuals or organisation who need to know to provide care and for the appropriate administration of government will be given the information. 


Data Breach


Oral Health Spa has procedures in place to ensure personal data breaches are detected, reported and investigated effectively, including procedures to assess and then report any breaches to the ICO where the individual is likely to suffer damage, i.e., through identification theft or confidentiality breach. 


Access to Records


You have the right to access the data we hold about you and receive a copy. You may access your child’s information if this is in the child’s best interests and not contrary to a competent child’s wishes. Formal applications for access must be in writing to the Catherine Warhurst the owner and Data Protection Officer. 




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If Patients do not Agree


If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this policy, please discuss with Catherine Warhurst our Data Protection Officer. You have the right to object, but this may affect the ability for Oral Health Spa to provide appropriate care. You have the right to withdraw consent at any time.



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