MOSS GROVE DENTAL PRACTICE
KEEPING YOUR RECORDS
This practice complies with the 1998 Data Protection Act and
this policy describes our procedures for ensuring that
personal information about patients is processed fairly and
WHAT PERSONAL DATA DO WE HOLD?
In order to provide you with a high standard of dental care and attention,
we need to hold personal information about you. This personal data
such as your age, national insurance number/NHS number, address,
telephone number and your general medical practitioner.
provide and its cost.
record needs to be kept.
you, for example with other dentists to whom we have referred you for
specialist care or professionals in the hospital/community services.
WHY DO WE HOLD INFORMATION ABOUT YOU?
We need to keep comprehensive and accurate personal data about our
patients in order to provide them with safe and appropriate dental care.
We also need to process personal data about you in order to provide care
under NHS arrangements and to ensure the proper management and
administration of the NHS.
HOW WE PROCESS THE DATA
We will process personal data that we hold about you in the following
1. Retaining information
We will retain your dental records while you are a practice patient and
after you cease to be a patient, for at least eleven years or for children
until age 25, whichever is the longer.
2. Security of information
Personal data about you is held in the practice’s computer system and/or
in a manual filing system. The information is not accessible to the public
and only authorised members of staff have access to it. Our computer
system has secure audit trails and we back up information routinely.
3. Disclosure of information
In order to provide proper and safe dental care, we may need to disclose
personal information about you to:
remission from NHS charges).
Disclosure will take place on a ‘need-to-know’ basis, so that only those
individuals/organisations who need to know in order to provide care to
you and for the proper administration of Government (whose personnel
are covered by strict confidentiality rules) will be given the information.
Only the information that the recipient needs to know will be disclosed.
In very limited circumstances or when required by law or a court order,
personal data may have to be disclosed to a third party not connected
with your health care. In all other situations, disclosure that is not covered
by this Code of Practice will only occur when we have your specific
Where possible you will be informed of these requests for disclosure.
You have the right of access to the data that we hold about you and to
receive a copy. Access may be obtained by making a request in writing
and the payment of a fee for access of £30. We will provide a copy of the
record within 40 days of receipt of the request and fee and an explanation
of your record should you require it.
5. If you 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 Code of Practice, please discuss
the matter with your dentist. You have the right to object, but this may
affect our ability to provide you with dental care.