Privacy Notice – Bespoke Dental
Introduction
At Bespoke Dental, we take your privacy seriously. This privacy notice explains how we collect, handle, store, and protect your personal information when you interact with us.
Whether you visit our practice, use our website, or contact us for services, we are committed to keeping your data safe and complying with the UK Data Protection Act 2018 and General Data Protection Regulation (GDPR).
We respect your right to privacy and ensure that any personal data we collect is processed securely and fairly. This policy explains what data we collect, why we collect it, how it’s used, and your rights regarding the data we hold about you.
1. Types of Data We Collect
We collect personal data in several ways, whether you’re a patient, visitor to our website, or someone contacting us for services. The types of data we may collect include:
● Patient Information: Name, date of birth, contact details (phone, email, address),
and relevant medical history for treatment purposes.
● Website Visitors: IP addresses, browsing behaviour, and any information voluntarily submitted via our online forms.
● Employees and Contractors: Contact details, employment history, payroll information, and other HR-related data for business operations.
2. How We Use Your Data
We process personal data only when necessary and for the following purposes:
● Providing Dental Care: Patient data is used to deliver safe and effective dental treatment, such as consultations, diagnoses, and follow-up care.
● Communication: To respond to inquiries, send appointment reminders, or provide treatment updates.
● Legal Obligations: To comply with legal requirements such as employment laws, tax reporting, or regulatory healthcare standards.
● Business Operations: For managing contracts with staff or suppliers, as well as improving our services through feedback or website analysis.
3. Legal Grounds for Processing Data
We process personal data under the following legal bases:
● Legitimate Interest: We process patient information to provide quality healthcare services. We also use legitimate interest to manage employee data and business operations.
● Contractual Necessity: When you engage our services, we must process your data to fulfil our contract with you, whether for treatment or employment purposes.
● Legal Obligation: We process data to meet statutory requirements, including compliance with tax laws and healthcare regulations.
● Consent: In specific cases, like marketing communications, we will seek your explicit consent to process your data.
4. Data Security
We understand the importance of data security and are committed to protecting your information from unauthorised access, loss, or damage. Our practice uses secure systems to manage patient, employee, and contractor information. All electronic data is encrypted, and access to sensitive information is restricted to authorised personnel only.
5. Data Sharing
We only share your personal data with third parties when absolutely necessary, and always in a secure manner. This may include:
● Healthcare Professionals: Sharing your medical data with specialists or labs involved in your care, such as dental laboratories for prosthetic devices.
● Government Authorities: Providing necessary employment and tax information to HMRC and other regulatory bodies.
● Service Providers: Sharing data with IT service providers for secure data storage and management.
We will never sell your data or share it with third parties for marketing purposes without your explicit consent.
6. Your Rights
Under GDPR, you have several rights regarding your personal data:
● Right to Access: You can request access to the information we hold about you at any time. We will provide this within one month of receiving a valid request.
● Right to Rectification: If any of your data is incorrect or incomplete, you have the right to request its correction.
● Right to Erasure: In certain circumstances, you can request that we delete your data, for example, if it’s no longer needed for the purpose it was collected.
● Right to Restrict Processing: You can ask us to stop using your data in certain situations, such as if you dispute its accuracy.
● Right to Data Portability: You can request that your personal data be transferred to another service provider in a structured, commonly used, and machine-readable format.
● Right to Object: You have the right to object to how we process your data, particularly in relation to direct marketing.
To exercise any of these rights, please contact us using the details provided below.
7. How Long We Keep Your Data
We retain personal data for as long as necessary to fulfil the purpose it was collected for, including satisfying legal, accounting, or reporting requirements. Patient records are kept for a minimum period required by law and regulatory guidelines. Employee and contractor data is kept for six years after the end of employment or contract termination.
8. Data Breach Policy
We have a detailed data breach policy in place to ensure swift and appropriate action in the event of any data security incidents. If a breach involving your personal data occurs, we will notify you and the relevant authorities in accordance with GDPR regulations.
9. How to Make a Complaint
If you have any concerns about how we process your personal data, you can contact our Data Protection Officer, Uzair Ahmad, at management@bespokedental.co or call 01202 699050. We will work with you to resolve any concerns.
If you are not satisfied with our response, you have the right to escalate your complaint to the Information Commissioner’s Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.
10. Changes to This Privacy Notice
We regularly review our privacy policy to ensure it remains up to date with the latest legal and operational requirements. Any significant changes will be posted on our website, and where applicable, communicated directly to you.
Bespoke Dental is committed to safeguarding your personal information and ensuring full compliance with all applicable data protection regulations. For any further inquiries or clarifications regarding this privacy notice, please reach out to us at
This privacy notice is effective from 06/02/2023.
