Privacy Policy

Dr Jillian – Dental Care & Aesthetics treats the privacy of its patients and website users very seriously and we take appropriate security measures to safeguard your privacy. This Policy explains how we protect and manage any personal data you share with us and that we hold about you, including how we collect, process, protect and share that data.

Personal data means any information that may be used to identify an individual, including, but not limited to, a first and last name, a home or other physical address and an email address or other contact information, whether at work or at home.

How we obtain your personal data

Information provided by you

You provide us with personal data either on your medical history forms, via signing up to our online mailing list or over the telephone. This may include name, address, date of birth, email address and Direct Debit mandate instructions, medical records. We use this information in order to manage and administer your dental treatment and maintain your dental health, and at your request direct marketing.

We may also keep information contained in any correspondence you may have with us by post or by email.

We may obtain sensitive medical information directly from your doctor or other specialists. The provision of this information is subject to you giving us express consent. If we do not receive this consent from you, then we may be unable to provide dental treatment to you.

The provision of this personal data is essential for us to be able to continue providing health care to you, including verifying your identity when you contact us to discuss your health. This means that the legal basis of our holding your personal data is for the performance of a contract.

Information we get from other sources

We only obtain information from third parties if this is permitted by law. We may also use legal public sources to obtain information about you, for example, to verify your identity.

This information, including your name, address, email address, date of birth and similar details as relevant to us, will only be obtained from reputable third-party companies that operate in accordance with the General Data Protection Regulation (GDPR). You will already have submitted your personal data to these companies and specifically given permission to allow them to pass this information to other companies that provide similar or complementary products and services to those we offer.

How we use your personal data

We use your personal data to manage and administer your dental care. We undertake at all times to protect your personal data, including any health and financial details, in a manner which is consistent with your dental practitioner’s duty of professional confidence and the requirements of the General Data Protection Regulation (GDPR) concerning data protection.

We will also take reasonable security measures to protect your personal data in storage.

Do we use your personal data for marketing purposes?

Any information that you choose to give us will not be used for marketing purposes by us without your prior consent.

Information about cookies

A cookie is a small text file that is stored in your browser, for example Internet Explorer. The majority of websites use cookies to enhance their web pages and allow functionality such as remembering that you have logged into your account.

How do we use cookies?

Our cookies are safe and cannot harm your computer. We use a cookie that may allow us to collect unidentifiable visitor information.

This may include the number of visits to a page or whether a mobile phone is used. This data allows Dr Jillian – Dental Care & Aesthetics to provide a better service as we tailor our website development around what visitors need. If particular pages are slow to load, this information can help pinpoint the time of day and reasons why this may be happening. This collection service is provided by Google and is called Google Analytics.

How do I manage my cookies?

Blocking or removing some cookies may result in the website not working correctly. However, you can choose to opt out of the collection of anonymous visitor information without affecting your website experience.

Most internet browsers are initially enabled to accept cookies automatically, but you can disable them through your browser settings.

Sharing information

We will keep information about you confidential and we will abide by the General Dental Council Standards.

You must protect the confidentiality of patients’ information and only use it for the purpose for which it was given.

Confidentiality is central to the relationship and trust between you and your patients. This applies to all information learned in a professional role including personal details, medical history, treatments and costs.

Non-registered members of the dental team are made aware of the importance of confidentiality and are required to maintain it at all times.

Patient information must not be posted on social media or blogs. Anonymised cases may only be discussed where patients cannot be identified and consent has been obtained.

Patient information must not be discussed in places where it can be overheard.

Patients will be informed if information needs to be shared with others involved in their healthcare, including what information is shared, why it is shared and the consequences of sharing it. Patients have the right to withhold permission unless exceptional circumstances apply.

If permission is given, anyone information is shared with must understand it is confidential.

Consent must be obtained before using patient information or images for teaching, research or marketing purposes. Only the minimum information necessary will be used, and consent can be withdrawn at any time.

Patient information remains confidential even after death.

Recordings or images of patients, including photographs, video or audio, must not be taken without permission.

Patient information may only be released without permission in exceptional circumstances where it is in the best interests of the patient or public, such as serious risk or prevention of serious crime. Advice will be sought where appropriate and decisions documented.

Information may be released where required by law or court order, using only the minimum necessary.

Transfer of personal data outside the EEA

We do not currently transfer your personal data outside the European Economic Area. If this changes, we will ensure appropriate safeguards are in place and that data is only used in accordance with this policy.

Further information can be requested by writing to the Data Protection Officer at Cambrian Works, Gobowen Road, Oswestry, Shropshire SY11 1HS or by emailing enquiries@drjillian.co.uk

How long do we keep information about you?

Information is retained in line with relevant legislation and professional guidance. NHS and private dental records are required to be kept for specific periods under various regulations, including consumer protection, medical devices and medicines legislation.

In Northern Ireland, NHS dental records are required to be kept for a minimum of six years, although professional guidance recommends longer retention.

Private dental practitioners registered with the RQIA are required to retain clinical records for a minimum of eleven years from the date of the last entry.

These retention periods allow us to manage and administer your dental care and meet legal, statutory and regulatory obligations. Information is reviewed regularly and disposed of when no longer required.

Data subject rights

You have the right to request access to the personal data we hold about you. Requests will be responded to within one month.

You have the right to request correction of inaccurate or incomplete personal data.

The right to erasure is limited within healthcare as medical records must be maintained in the patient’s best interests.

You have the right to restrict processing in certain circumstances, including where accuracy is contested or processing is unlawful.

We will notify relevant recipients of any rectification, erasure or restriction unless this is impossible or disproportionate.

You have the right to data portability and to object to processing in certain circumstances.

We do not carry out automated decision-making based on personal data.

Invoking your rights

To exercise your rights, please write to the Data Protection Officer at Cambrian Works, Gobowen Road, Oswestry, Shropshire SY11 1HS or email enquiries@drjillian.co.uk

Accuracy of information

We take reasonable steps to ensure personal data is accurate and up to date. Please inform us of any changes to your details.

Questions and queries

If you have any questions or concerns about this Privacy Policy or how your data is used, please contact the Data Protection Officer at Cambrian Works, Gobowen Road, Oswestry, Shropshire SY11 1HS or email enquiries@drjillian.co.uk

Policy changes

This Privacy Policy is reviewed regularly and may be updated from time to time. Significant changes will not affect how existing information is used without prior agreement. The latest version is available on request from the Data Protection Officer, Michelle Molloy.

If you have a complaint

If you have a complaint regarding the use of your personal data, please contact us at the address above or by emailing enquiries@drjillian.co.uk and we will do our best to resolve it.

If you are not satisfied, you may contact the Information Commissioner’s Office on 01625 545745 or 0303 123 1113. You also have the right to seek a judicial remedy and to appoint a third party to act on your behalf.