Last Updated: January 2025
Introduction
York House Dental Practice (“we,” “us,” or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.yorkhousedentalpractice.co.uk or use our dental services at our practice located at Lavender Park Road, West Byfleet, Surrey, KT14 6ND.
Information We Collect
Personal Information We may collect the following types of personal information:
- Full name and title
- Date of birth
- Contact information (address, email, telephone numbers)
- NHS number
- Medical and dental history
- Treatment records and clinical notes
- X-rays and photographs
- Insurance information
- Payment and billing information
- Emergency contact details
- GP details
Automatically Collected Information When you visit our website, we automatically collect:
- IP address
- Browser type and version
- Operating system
- Pages visited and time spent
- Referring website addresses
- Device information
How We Use Your Information
We use your personal information for:
- Providing dental treatment and care
- Managing appointments and sending reminders
- Processing payments and insurance claims
- Complying with legal and regulatory requirements
- Maintaining accurate medical records
- Sending treatment plans and follow-up care information
- Internal record keeping and practice administration
- Improving our services and patient experience
- Protecting patient safety and welfare
Legal Basis for Processing
We process your personal data under the following legal bases:
- Consent: For marketing communications and non-essential services
- Contract: To provide dental services you’ve requested
- Legal Obligation: To comply with healthcare regulations and maintain medical records
- Vital Interests: In medical emergencies
- Legitimate Interests: For practice administration and service improvement
Data Sharing and Disclosure
We may share your information with:
- NHS bodies and other healthcare providers involved in your care
- Dental laboratories and specialists for treatment purposes
- Insurance companies for claim processing (with your consent)
- Professional advisers and regulatory bodies
- Emergency services when necessary
- Other healthcare professionals with your consent
We will never sell your personal information to third parties.
Data Retention
We retain your dental records in accordance with NHS guidelines and professional regulations:
- Adult dental records: 11 years from completion of treatment
- Children’s dental records: Until 25th birthday or 11 years after completion of treatment, whichever is longer
- Financial records: 7 years for tax and accounting purposes
Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Rectify inaccurate information
- Erase your data (where applicable)
- Restrict processing
- Data portability
- Object to processing
- Withdraw consent at any time
To exercise these rights, please contact our Data Protection Officer at the practice address or email privacy@yorkhousedentalpractice.co.uk
Data Security
We implement appropriate technical and organizational measures to protect your personal data, including:
- Secure storage systems for physical and electronic records
- Access controls and staff training
- Encryption of sensitive data
- Regular security assessments
- Secure disposal procedures
Cookies
Our website uses cookies to enhance your browsing experience. Please see our Cookie Policy for detailed information about the cookies we use and how to manage them.
Children’s Privacy
We provide dental services to children with parental/guardian consent. We do not knowingly collect personal information from children under 13 through our website without parental consent.
Changes to This Policy
We may update this Privacy Policy periodically. The updated version will be indicated by an updated “Last Updated” date, and the updated version will be effective as soon as it is accessible.
Contact Information
For questions about this Privacy Policy or our data practices, please contact:
York House Dental Practice
Lavender Park Road
West Byfleet, Surrey KT14 6ND
Tel: 01932 344244
Email: privacy@yorkhousedentalpractice.co.uk
