Patient Data Protection Policy

Larkham House Dental Practice complies with the Data Protection Act 1998 and the Freedom of Information Act 2000. This policy outlines how we collect, use, and protect your personal information fairly and lawfully.

Why We Collect Your Personal Data

To provide high-quality dental care, we need to hold personal details about you, including:

• Your name, age, address, phone numbers, email address, and GP

• Your past and current medical and dental conditions

• Clinical records such as X-rays, photographs, and study models

• Details of treatment we’ve provided or plan to provide, including costs

• Notes of relevant conversations or incidents

• Records of your consent to treatment

• Correspondence with other healthcare professionals (e.g., referrals)

We aim to keep this data accurate, secure, and up to date.

How We Store Your Information

Your personal data is securely stored either:

• In our computer system, which includes password protection, secure audit trails, and daily backups

• Or in locked manual files, accessible only to authorised team members

This information is not available to the public.

How Long We Keep Your Records

• If you’re a current patient, we keep your records throughout your time with us.

• If you leave the practice, we’ll retain your records for at least 11 years or, for children, until they turn 25—whichever is longer.

Who We Share Your Information With

To provide safe, coordinated care, we may need to share relevant data with:

• Your GP

• Hospitals or community dental services

• Other health professionals involved in your care

• Private dental schemes or insurance providers you’re a member of

We only share what is necessary, and only with individuals or organisations that are involved in your care or the administration of healthcare services. All parties are bound by strict confidentiality obligations.

When We May Disclose Information

In very rare cases, we may be required by law or court order to disclose your personal data to others not involved in your care. In all other situations, we will only share your data with your clear, specific consent.

Where possible, we will inform you of any such requests in advance.

Your Rights

You have the right to:

• Access your records

• Request a copy of your information

• Ask for an explanation of your records

To do this, please submit a written request. We charge:

• £10 for standard record copies

• £40 for x-ray copies

We’ll respond within 40 days of receiving your request and payment.

Transferring Your Records

If you move to another dental practice, we may—at our discretion—loan original x-rays and send copy notes directly to your new practice free of charge, upon receiving a written request from them.

Want to Opt Out?

If you do not want your personal data used or shared as described, please speak to your dentist. You have the right to object, but this may limit the care we’re able to provide.