Our Data Protection Principles
The protection and security of your personal data is of paramount importance to us.
The use of your personal data is in strict compliance with EU General Data Protection Regulations (GDPR) 2018 in order to make you feel secure with us in matters of data protection.
It is important that you are always aware of what personal data is collected during your visit on our website and during the use of our services as well as how we use said data afterwards. The following notices are intended to provide you with information about this and also to inform you of how we protect your personal data from manipulation, loss, destruction or improper use.
Collection and Use of Personal Data
Personal data is any data that allows for your personal identification, i.e. your name, address, phone number or email address (“Personal Data”). Personal Data is only collected, processed, or used by us if permitted by law or if you have given your prior consent.
We collect data from our patients and use it for the means of providing sedation for dental or medical treatment to them. This data is held on our server and shared with a third party practice developer who maintain and manage our practice management software. This data is not used by the third party for any purpose.
We use your Personal Data exclusively to contact you and process the necessary paperwork in order to administer your treatment.
Without your explicit consent we only use your Personal Data to carry out your registration with our service.
In addition, we collect and use your Personal Data in particular for the following purposes, but we will ask for your specific consent to do so:
Online and Offline Advertising
Only with your expressed consent will we send you client satisfaction surveys, information about our services and treatments. If you provide us with consent to send you marketing materials we may use your data for patient analysis, treatment and education/quality control, messages and written advertising via email, phone or in print.
Your Right to Object to Advertising
You can object at any time to the use of your Personal Data for advertising or marketing purposes. You may also withdraw your consent at any time by simply contacting us via email, phone or in person. To withdraw consent for receiving marketing materials please contact Mr Daniel St John-Hore at email@example.com or by calling 020 8643 0913.
If applicable, when you apply online for a job opening, training opportunity or internship with us, your information is used for the sole purpose of processing your application. As soon as your data is no longer needed it is deleted or destroyed.
Gaining and Recording Consent
You will be provided with a clear, simple way to opt in to receiving marketing information.
Once consent has been given the positive opt-in will be recorded on our practice management system and evidence of consent will be held securely by the company that hosts our website. Neither of these organisations will use your data for any purpose.
We and our service providers take technical and organisational security measures to protect stored Personal Data against accidental or intentional manipulation, loss, destruction or against access by unauthorised persons. Our data processing and security measures are improved continuously to fall in line with technological developments.
Sedation Solutions 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 is Sedation Solutions LLP and the Data Protection Officer is Mr Daniel St John-Hore.
You will be asked to provide personal information when using our service. The purpose of processing your personal data is to provide you with a safe and successful sedation during your dental/medical treatment.
The categories and examples of data we process are:
Personal data for the provision of sedation services
Personal data for the purposes of providing notification of appointments, reminders or estimates
Personal data such as details of family members for emergency contact details
Personal data for the purposes of employed and self-employed team members employment and engagement respectively
Personal data for the purposes of direct mail, email or text to inform you of important announcements relating to your treatment
Personal data - IP addresses so that we can understand our patients better and inform our marketing approach as well as improve the website experience
Special category data including health records for the purposes of the delivery of health care and meeting our legal obligations
Special category data to meet the requirements of the Equality Act 2010
Special category data - details of criminal record checks for employees and contracted team members
We minimise the data that we keep, and do not keep it for longer than necessary. 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.
We have established the following lawful bases for processing your data:
The legitimate interests of the sedation practice
Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
Consent of the data subject
To comply with our legal obligations
Our lawful bases for processing special category data:
Processing is necessary for health care purposes
Processing is necessary for identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with the view to enabling such equality to be promoted or maintained
We obtain consent of the data subject to process criminal record checks
The reasons we process the data include:
To maintain your contemporaneous clinical records
To provide you with sedation for dental/medical treatment
To carry out financial transactions with you
To send your personal data to the General Medical/Dental Councils or other authority as required by law
To communicate with you as and when required including appointment reminders, treatment plans, estimates and other communications about your treatment or the practice
To communicate with your next of kin in an emergency
If a parent or carer, to communicate with you about the person you parent or care for
To refer you to other dentists or doctors and health professionals as required
To obtain criminal record disclosures for team members
For debt recovery
To continually improve the care and service you receive from us
The personal data we process includes:
Your name, address, gender, date of birth, medical history, dental history, family medical history, family contact details, marital status, financial details for processing payment, your doctor’s details and details of treatment carried out by Sedation Solutions. We may process more sensitive special category data including ethnicity, race, religion, or sexual orientation so that we can meet our obligations under the Equality Act 2010.
The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records or 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.
We obtain your personal details when you enquire about our care and service, or are referred to us by your treating dental professional or surgeon or when individuals register online, when you complete a registration or medical history form. Occasionally patients are referred to us from other official sources such as NHS clinics or hospitals.
You have the following personal data rights:
The right to be informed about the collection and use of your personal data
The right of access – to have a free copy of your data that we have
The right to rectification - to correct the data we have if it is inaccurate or incomplete
The right to deletion of your personal data (clinical records must be retained for a certain time period)
The right to restrict processing of your personal data
The right to data portability – to have your data transferred to someone else
The right to object to the processing of your personal data
Rights in relation to automated decision making and profiling
Some practical examples of your rights:
If you are a patient of Sedation Solutions you have the right to withdraw consent for important notifications, 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 Sedation Solutions 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.
Comments, Suggestions and Complaints
Please contact the Data Control Officer for a comment, suggestion or a complaint about your data processing at firstname.lastname@example.org. 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, or 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.