Patient Medical History Form
Please find attached our patient medical history form. You may want to print this and fill it our at home. You will need to bring this along with you to your very first appointment with us.
Patient Complaints Procedure
We are confident that you will have a positive visit with us at Whole Tooth. We do take patient’s satisfaction very seriously and feedback is very important to us. Should you have any concerns or be unhappy with any aspect of your visit please view below our full complaints procedure.
Data Protection and Information Security Policy
Please click below to download or view our data protection polcy complying within the Data Protection Act 1998. This explains how we store patient and employee information.
Legitimate Interests Assessment
Please click below to view our Legitimate Interests Assessment for processing personal data and how we store confidential information.
The practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR], the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.
The data controller is Dr Vimal Patel, who is also the information Governance Lead and data protection officer.
This Privacy Notice is available by email if you contact the practice email@example.com
You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.
The categories of data we process are:
- Personal data for the purposes of staff and self-employed team member management
- Personal data for the purposes of direct mail/email/text/other marketing
- Special category data including health records for the purposes of the delivery of health care
- Special category data including health records and details of criminal record checks for managing employees and contracted team members
We minimise the data that we keep, and do not keep it for longer than necessary.
We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.
- Personal data is stored in the EU whether in digital format
- Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list
The lawful basis of processing personal data such as name, address, email or phone number is:
- Consent of the data subject
- Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records in order to meet our legal requirements. The retention period for staff records is 6 years. The retention period for other personal data is 2 years after it was last processed. Details of other retention periods are available in the Record Retention (M 215) procedure available from the practice.
You have the following personal data rights:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure (clinical records must be retained for a certain time period)
- The right to restrict processing
- The right to data portability
- The right to object
- Further details of these rights can be seen in our Information Governance Procedures (M 217C) or at the Information Commissioner’s website. Here are some practical examples of your rights:
- If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patient records within one month.
- If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text.
We have carried out a Privacy Impact Assessment (M 217Q) and you can request a copy from the details below. The details of how we ensure security of personal data is in our Security Risk Assessment (M 217M) and Information Governance Procedures (M 217C).
Comments, suggestions and complaints
Please contact Kelly Brooke at the practice for a comment, suggestion or a complaint about your data processing at firstname.lastname@example.org , or 01525 374100 or by writing to or visiting the practice at Whole Tooth Dental Practice, 1 Enterprise Court,
Grovebury Road, Leighton Buzzard, Bedfordshire, LU7 4SZ. We take complaints very seriously.
If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who’s misused personal data. You can also visit their website for information on how to make a data protection complaint.
Related practice procedures
You can also use these contact details to request copies of the following practice policies or procedures:
- Data Protection and Information Security Policy (M 233-DPT), Consent Policy (M 233-CNS)
Privacy Impact Assessment (M 217S), Information Governance Procedures (M 217C)
If you have an enquiry or a request please contact the Information Governance Lead Kelly Brooke.