Simply Dentures (West Midlands) Ltd Customer Privacy Notice Registered name: Simply Dentures (West Midlands) Ltd This privacy notice tells you what to expect us to do with your personal information. •Contact details •What information we collect, use, and why •Lawful bases and data protection rights •Where we get personal information from •How long we keep information •Who we share information with •How to complain Contact details Post Simply Dentures (West Midlands) Limited 16-17 Roseville Precinct, Castle Street, BILSTON, West Midlands, WV14 9EP, GB Telephone 01902 664634 Email info@simplydentures.net What information we collect, use, and why We collect or use the following information to provide patient care, services, pharmaceutical products and other goods: •Name, address and contact details •Gender •Date of birth •Next of Kin details including any support networks •Emergency contact details •Photographs •Health information (including medical conditions, allergies, medical requirements and medical history) •Records of meetings and decisions We also collect the following information to provide patient care, services, dental products and other goods: •Health information We collect or use the following information for safeguarding or public protection reasons: •Name, address and contact details •Emergency contact details •Health information (including medical conditions, allergies, medical requirements and medical history) •Relevant information from previous investigations We also collect the following information for safeguarding or public protection reasons: •Health information We collect or use the following personal information to comply with legal requirements: •Name •Contact information We also collect the following information to comply with legal requirements: •Health information We collect or use the following personal information for information updates, marketing or market research purposes: •Names and contact details •Address •Marketing preferences •Website and app user journey information •Records of consent, where appropriate •Information relating to the national data opt-out We also collect the following information for information updates, marketing or market research purposes: •Health information We collect or use the following personal information for dealing with queries, complaints or claims: •Names and contact details •Address •Purchase or service history •Video recordings of public areas •Audio recordings of public areas We also collect the following information for dealing with queries, complaints or claims: •Health information Lawful bases and data protection rights Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: •Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here. •Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here. •Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here. •Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here. •Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here. •Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here. •Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here. If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. Our lawful bases for the collection and use of your data Our lawful bases for collecting or using personal information to provide patient care, services, dental products and other goods are: •Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. •Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. •Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. •Legitimate interest: oUsing the information provided allows us to be able to the best possible care in the construction of new dental prosthesis. •Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. •Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability. Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are: •Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. •Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Our lawful bases for collecting or using personal information to comply with legal requirements are: •Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. •Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. •Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability. Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are: •Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. •Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. •Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. •Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability. Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: •Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. •Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Where we get personal information from •Directly from you •Family members or carers •Other health and care providers •Other Dental Care Providers How long we keep information Our records are kept in line with guidelines set out by the General Dental Council, currently for a period of 11 years. Who we share information with Data processors Aerona Dental This data processor does the following activities for us: Aerona Dental store our data in the most secure cloud based system to allow us to store and access patient dental records. Others we share personal information with •Other health providers (eg GPs and consultants) •Professional advisors •Other relevant third parties: oAerona Dental manage our patient data in a cloud based record system Duty of confidentiality We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where: •you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses); •we have a legal requirement (including court orders) to collect, share or use the data; •on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime); •If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or •If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process. How to complain If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 Website: https://www.ico.org.uk/make-a-complaint Last updated 22 October 2024 with guidance from the ICO