Bingham Dental complies with the Data Protection Act 1998 and the Freedom of Information Act 2000. This policy outlines our procedures for ensuring that personal information about patients is processed fairly and lawfully.

Personal Information We Hold

To provide you with high-quality dental care, we need to maintain personal information about you, including:

• Personal details: name, age, address, telephone numbers, email address, and general medical practitioner

• Past and current medical and dental conditions

• Radiographs, clinical photographs, and study models

• Information about treatments provided or proposed (and associated costs)

• Notes of conversations or incidents that may need documentation

• Records of consent to treatment

• Correspondence with other healthcare professionals, such as referrals to specialists

Maintaining comprehensive and accurate personal data is essential for delivering safe and appropriate dental care.

Processing Your Personal Data

• We will retain your dental records while you are a patient at our practice. If you leave our practice, we will continue to hold your records for at least eleven years, or until a child patient reaches the age of 25, whichever is longer.

• Personal data is stored in our computer system and/or manual filing system, accessible only to authorized staff. Our computer system features secure audit trails, and data is backed up daily.

Disclosure of Your Information

To provide proper and safe dental care, we may need to disclose your personal information to:

• Your general medical practitioner

• Hospital or community dental services

• Other health professionals involved in your care

• Dental insurance companies of which you are a member

• Private dental schemes of which you are a member

Disclosure occurs on a "need-to-know" basis, ensuring that only relevant information is shared for the purposes of your care and proper administration by government personnel bound by confidentiality rules.

In rare circumstances, or when required by law or court order, personal data may be disclosed to third parties not connected with your dental care. In other situations, disclosure not covered by this policy will only occur with your specific consent, and you will be informed of such requests when possible.

Accessing Your Data

You have the right to access the personal data we hold about you and to receive a copy. Requests for access should be made in writing to the practice, and will request completion of our ‘records release form’. 

We will provide copies of your records free of charge, unless a request is manifestly unfounded or excessive, or you request additional copies of the same information. In such cases, we may charge a reasonable administrative fee to cover costs.

Copies will normally be provided securely in digital format (for example, by encrypted email or secure file transfer). If you specifically request printed copies or physical media, a reasonable fee will be charged to cover the cost of printing, materials, and postage.

We will respond to your request within one month of receiving it. If the request is complex or involves multiple records, we may extend this period by up to two months, and we will inform you of the delay and reasons for it.

If you move to another dental practice, we will provide copy notes and, where appropriate, loan original radiographs to your new dentist upon receiving a written request.

Your Rights and Preferences

If you prefer that we do not disclose or use your personal data as described in this policy, please discuss your concerns with your dentist. You have the right to object, but please note that this may impact our ability to provide you with dental care.