Privacy Policy

Who we are

Dale House Dental Practice is responsible for deciding how and why personal information is used. In data protection law, this normally means we act as the data controller for information collected through this website and as part of providing dental services.

You can contact us at info@dalehousedp.co.uk, by telephone on 01827 66166, or by writing to Dale House Dental Practice, 15 Albert Road, Tamworth, Staffordshire, B79 7JN.

This website notice should be read alongside any patient privacy information provided when you register with the practice or begin treatment.

Information we collect

Depending on how you interact with us, we may collect:

• your name, postal address, email address, telephone number and date of birth;
• appointment enquiries, messages and communication preferences;
• information you submit through website forms;
• technical information such as IP address, browser type, device information, pages visited and cookie identifiers;
• patient and clinical information where you register for or receive dental care, including health history, treatment records, radiographs, photographs, prescriptions and payment information;
• correspondence, feedback, complaints and records of consent; and
• information received from other healthcare providers, laboratories, insurers or authorised representatives where relevant.

Health information is classed as special category personal data and receives additional legal protection.

How we use your information

We may use personal information to:

• respond to enquiries and arrange appointments;
• provide, coordinate and manage dental treatment;
• maintain accurate clinical, financial and administrative records;
• send appointment reminders and important service communications;
• process payments and manage accounts;
• meet professional, safeguarding, regulatory and legal obligations;
• investigate complaints, incidents or legal claims;
• maintain website security, prevent misuse and diagnose technical faults;
• measure and improve our website and services; and
• send marketing communications where you have consented or where another lawful basis applies and electronic marketing rules permit it.

Our lawful bases

We only use personal information where data protection law allows us to do so. The basis depends on the purpose and type of information involved.

Where we rely on legitimate interests, we consider the purpose, necessity and impact on your rights before using the information.

Who we share information with

We may share information only where necessary and lawful, including with:

• dentists, hygienists, nurses and other members of the practice team;
• dental laboratories, referral clinicians and other healthcare providers involved in your care;
• NHS bodies, regulators, professional advisers, insurers and law-enforcement authorities where required;
• IT, hosting, email, telephone, payment, appointment and practice-management service providers acting under contract;
• Google or other analytics providers, but only in accordance with your cookie choices; and
• a purchaser or successor organisation if the practice is reorganised or transferred, subject to appropriate safeguards.

We do not sell personal information. Service providers must use information only for agreed purposes and protect it appropriately.

International transfers

Some technology providers may process information outside the United Kingdom. Where this happens, we use an approved transfer mechanism and appropriate safeguards, such as UK adequacy regulations or contractual protections.

Cookies and analytics

Cookies and similar technologies are small files or identifiers used to make websites function, remember choices, protect security and understand use of a website.

Strictly necessary cookies

These are required for core website functions and security. They may be used without consent where the law permits.

Optional cookies

Analytics, advertising and other non-essential technologies are not activated unless you make a clear choice to accept them. You can reject optional cookies and change your choice at any time through the website's cookie controls.

Cookie duration varies according to its purpose. A current cookie list, including provider, purpose and duration, should be available through the cookie settings panel.

How long we keep information

We keep personal information only for as long as necessary for the purpose for which it was collected and to meet clinical, legal, tax, insurance and regulatory requirements.

• Website enquiries are retained only for the period needed to respond and manage any resulting appointment or treatment.
• Clinical and patient records are retained in accordance with applicable professional, NHS, indemnity and legal retention requirements.
• Financial records are usually retained for the period required by tax and accounting law.
• Cookie data is retained for the period shown in the cookie settings panel.

When information is no longer required, we securely delete, anonymise or destroy it.

Security and personal data breaches

We use appropriate technical and organisational measures designed to protect personal information against accidental loss, unauthorised access, alteration or disclosure. Measures may include access controls, passwords, encryption, secure backups, staff training and supplier due diligence.

No internet or storage system can be guaranteed to be completely secure. If a personal data breach occurs, we assess the likely risk and notify the Information Commissioner's Office where legally required, as soon as possible and, where feasible, within 72 hours. Where a breach is likely to create a high risk to individuals, we will also inform affected people without undue delay.

Your data protection rights

Depending on the circumstances and the lawful basis used, you may have the right to:

• be informed about how your information is used;
• request access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information in certain circumstances;
• ask us to restrict how information is used;
• object to certain uses, including direct marketing;
• receive certain information in a portable format;
• withdraw consent at any time where consent is the lawful basis; and
• challenge certain decisions made solely by automated means.

These rights are not absolute, and legal or clinical record-keeping duties may mean that we cannot comply fully with every request. We may ask for information to verify your identity. We normally respond within one month.

To exercise a right, email info@dalehousedp.co.uk or write to the practice address above.

Complaints

Please contact us first so that we can try to resolve your concern. You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, through its official website or helpline.

Children's information

We may process children's information when providing dental services or responding to an enquiry made by a parent, guardian or appropriately capable young person. We apply additional care to children's information and take account of the child's best interests, age and understanding.

The age of 13 is relevant to consent for certain online services offered directly to children; it is not a blanket rule preventing younger patients from receiving dental care or communicating with the practice. Where appropriate, we will involve a parent or person with parental responsibility and apply professional consent and confidentiality requirements.

Links to other websites

Our website may link to third-party websites. Those organisations are responsible for their own privacy practices. We recommend reviewing their privacy information before submitting personal information.

Changes to this policy

We may update this notice when our services, suppliers or legal obligations change. The latest version will appear on this page with a revised update date.