THORNDIKE DENTAL PRACTICE AND BARMING DENTAL CENTRE PRIVACY & COOOKIE POLICY
At Thorndike Dental Practice and Barming Dental Centre, we understand that your privacy is important to you and that you care about how your information is used and shared online. We respect and value the privacy of everyone that visits our website and only collects and uses information in ways that are useful to you and in a manner consistent with your rights and our obligations under the law, including the General Data Protection Regulation (GDPR).
This privacy and cookie policy will help you understand how we process any and all data collected by us in relation to your use of our website, and what choices you have.
Our website, www.smileology.co.uk is owned and operated by Thorndike Dental Practice. Our registered address is: 374 High Street, Rochester, Kent ME1 1DJ. Our data protection officer is Behzad Manzoor who can be contacted at admin@thorndent.co.uk.
WHAT INFORMATION DO WE COLLECT?
We collect information about you when you register with us and complete a form on our website. We also collect information when you voluntarily complete customer surveys, provide feedback, participate in competitions and when you email us or contact us by telephone. Website usage information is collected using cookies.
HOW WILL WE USE THE INFORMATION ABOUT YOU?
We will use this information to provide service, to process your enquiry, respond to communications from you and, if you agree, to email you about other products and services that we think may be of interest to you.
We use your information collected from our website to personalise your repeat visits to our website. We will not share your information for marketing purposes with companies outside of our organisation.
MARKETING
With your permission we would like to send you information about our products and services, together with details of news and promotions that we think will be of interest to you. We may use your data to contact you by email, telephone, text message and by direct mail. You may opt out at any time. If you no longer wish to be contacted for marketing purposes, please email either the following
Thorndike Implant and Dental Care: admin@thorndent.co.uk
Barming Dental Centre: reception@barmingdental.co.uk
3rd Party data collection:
Google and Meta ads collect information from URL -website visitors
Please click the link to learn how google collect data:
https://policies.google.com/technologies/partner-sites
How google including analytics and ads uses your information:
Many websites and apps use Google services to improve their content and keep it free. When they integrate our services, these sites and apps share information with Google.
For example, when you visit a website that uses advertising services like AdSense, including analytics tools like Google Analytics, or embeds video content from YouTube, your web browser automatically sends certain information to Google. This includes the URL of the page you’re visiting and your IP address. We may also set cookies on your browser or read cookies that are already there. Apps that use Google advertising services also share information with Google, such as the name of the app and a unique identifier for advertising.
Google uses the information shared by sites and apps to deliver our services, maintain and improve them, develop new services, measure the effectiveness of advertising, protect against fraud and abuse, and personalize content and ads you see on Google and on our partners’ sites and apps. See our Privacy Policy to learn more about how we process data for each of these purposes and our Advertising page for more about Google ads, how your information is used in the context of advertising, and how long Google stores this information.
Our Privacy Policy explains the legal grounds Google relies upon to process your information — for example, we may process your information with your consent or to pursue legitimate interests such as providing, maintaining and improving our services to meet the needs of our users.
Ad Personalization
If ad personalization is turned on, Google will use your information to make your ads more useful for you. For example, a website that sells mountain bikes might use Google’s ad services. After you visit that site, you could see an ad for mountain bikes on a different site that shows ads served by Google.
If ad personalization is off, Google will not collect or use your information to create an ad profile or personalize the ads Google shows to you. You will still see ads, but they may not be as useful. Ads may still be based on the topic of the website or app you’re looking at, your current search terms, or on your general location, but not on your interests, search history, or browsing history. Your information can still be used for the other purposes mentioned above, such as to measure the effectiveness of advertising and protect against fraud and abuse.
When you interact with a website or app that uses Google services, you may be asked to choose whether you want to see personalized ads from ad providers, including Google. Regardless of your choice, Google will not personalize the ads you see if your ad personalization setting is off or your account is ineligible for personalized ads.
You can see and control what information we use to show you ads by visiting your ad settings.
How you can control the information collected by Google on these sites and apps.
Here are some of the ways you can control the information that is shared by your device when you visit or interact with sites and apps that use Google services:
- Ad Settings helps you control ads you see on Google services (such as Google Search or YouTube), or on non-Google websites and apps that use Google ad services. You can also learn how ads are personalized, opt out of ad personalization, and block specific advertisers.
- If you are signed in to your Google Account, and depending on your Account settings, My Activity allows you to review and control data that’s created when you use Google services, including the information we collect from the sites and apps you have visited. You can browse by date and by topic, and delete part or all of your activity.
- Many websites and apps use Google Analytics to understand how visitors engage with their sites or apps. If you don’t want Analytics to be used in your browser, you can install the Google Analytics browser add-on. Learn more about Google Analytics and privacy.
- Incognito mode in Chrome allows you to browse the web without recording webpages and files in your browser or Account history (unless you choose to sign in). Cookies are deleted after you’ve closed all of your incognito windows and tabs, and your bookmarks and settings are stored until you delete them. Learn more about cookies.
- Many browsers, including Chrome, allow you to block third-party cookies. You can also clear any existing cookies from within your browser. Learn more about managing cookies in Chrome.
How Meta uses your information:
Meta uses information to provide and improve our Products. This includes personalizing features, content and recommendations, such as your Facebook and Instagram Feeds, Stories and ads. Meta uses information with special protection when you choose to provide for these purposes, but not to show you ads.
To promote safety, security and integrity information Meta collects to help protect people from harm and provide safe, secure Products.
To provide measurement, analytics and business services
Lots of people rely on our Products to run or promote their businesses. Meta helps them measure how well their ads and other content are working.
To communicate with user. Meta and advertiser communicate with you using information you’ve given us, like contact information you’ve entered on your profile.
To research and innovate for social good and information from researchers and datasets from publicly available sources, professional groups and non-profit groups to conduct and support research.
to withdraw consent visit
https://www.facebook.com/privacy/policy
HOW AND WHERE DO WE STORE YOUR DATA?
We only keep your data if we have a valid legal reason to do so and will only keep it for as long as we need to in order to fulfil our contractual or legal obligations or for as long as we have your permission to keep it. We will conduct an annual review to determine if we need to keep your data. Your data will be deleted if we no longer need it to maintain our obligations or if you have requested that we delete it.
Data security is of great importance to us. We take steps to protect your data by using data encryption on our websites and applications. Our websites are hosted in the UK and are monitored 24/7/365. The servers where they are stored include firewall protection and secure monitoring software which generates alerts in the event of a hack attempt or the detection of malware.
ACCESS TO YOUR INFORMATION AND CORRECTION
You have the right to request a copy of the information that we hold about you. If you would like a copy of some, or all of your personal information, please email us at reception@barmingdental.co.uk. We may make a small charge for this service.
We want to ensure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
COOKIES
Cookies are text files placed on your computer to collect standard internet information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. It may also be used for the purpose of running re-marketing adverts to you about our products and services.
You can set your browser not to accept cookies and can also remove cookies from your browser. However, if you do, some features on our website may not function as a result.
You can find out more information about cookies and how to remove cookies by visiting allaboutcookies.org or cookiecentral.com
CHANGES TO OUR PRIVACY POLICY
We will keep our privacy policy under regular review and will place any updates on this web page. This privacy policy was last updated on the 06 April 2018.
Privacy Notice
The practice 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 the B Manzoor, the information governance lead is B Manzoor who is also the Data Protection Officer.
This Privacy Notice is available on the practice website on www.smileology.co.uk
Or via email if you contact:
Thorndike Implant and Dental Care: admin@thorndent.co.uk or by calling 01634 817417
Barming Dental Centre: reception@barmingdental.co.uk or by calling 01622 728159
You will be asked to provide personal information when joining the practice. The purpose of processing your personal data is to provide you with optimum dental health care and prevention.
The categories and examples of data we process are:
- Personal data for the provision of dental health care
- Personal data for the purposes of providing treatment plans, recall appointments, reminders or estimates
- Personal data such as details of family members for the provision of health care to children or 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/text/other] to inform you of important announcements or about new treatments or services
- Personal data – IP addresses so that we can understand our patients better and inform our marketing approach as well as improve the web site experience
- Special category data including health records for the purposes of the delivery of health care and meeting our legal obligations
- Special category data including health records
- 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. Your data will be shared with the NHS in England.
- Personal data is stored in the EU whether in digital or hard copy format.
- Personal data is stored in the US in digital format when the data storage company is certified with the EU-US Privacy Shield.
- Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list / other.
For full details or where your data is stored, please ask to see Information Governance Procedures (M 217C).
We have established the following lawful bases for processing your data:
Our lawful bases for processing personal data:
- The legitimate interests of the dental 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 and continuity of care.
Our lawful bases for processing special category data:
- Processing is necessary for health care purposes
- Processing 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 dental treatment, prevention and oral health advice.
- To carry out financial transactions with you.
- To manage your NHS dental care treatment.
- To send your personal data to the General Dental Council 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 communicate with dental technicians for custom restorations and appliances. This also include transfer of personal records such as impressions and clinical photographs.
- 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, NHS number, 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 at the practice. 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, or for example to modify treatment to suit your religion and to meet NHS obligations.
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. Details of retention periods are available in the Record Retention (M 215) procedure available from the practice.
We obtain your personal details when you enquire about our care and service, when you join the practice, when you subscribe to our newsletter or register online, when you complete a registration or medical history form and when another practitioner refers you for treatment at our practice. 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
Further details of these rights can be seen in our Information Governance Procedures (M 217C) or at the Information Commissioner’s website. Here are some practical examples of your rights:
- If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, 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 the practice 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
We have carried out a Privacy Impact Assessment (M 217Q) and you can request a copy from the details below. The details of how we ensure security of personal data is in our Security Risk Assessment (M 217M) and Information Governance Procedures (M 217C).
Comments, suggestions and complaints
Please contact the IG Lead at either practice for a comment, suggestion or a complaint about your data processing.
Thorndike Implant and Dental Care: admin@thorndent.co.uk or 01634 817417 or by writing to or visiting the practice at 374 High Street, Rochester, Kent, ME1 1DJ.
Barming Dental Centre: reception@barmingdental.co.uk or 01622 728159 or by writing or visiting the practice at 372 Tonbridge Road, Maidstone, Kent, ME16 8TR.
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, 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.
Related practice procedures
You can also use these contact details to request copies of the following practice policies or procedures:
- Data Protection and Information Security Policy (M 233-DPT), Consent Policy (M 233-CNS)
- Privacy Impact Assessment (M 217Q), Information Governance Procedures (M 217C), Record Retention (M 215)
If you have an enquiry or a request please contact the Information Governance Lead B Manzoor.
Thorndike Dental Practice
374 High Street
Rochester
Email: admin@thorndent.co.uk
Phone: 01634817417
Or
Barming Dental Centre
372 Tonbridge Road
Maidstone
Kent
ME16 8TR
Email: reception@barmingdental.co.uk
Phone: 01622 728159
