Privacy Policy

Privacy Notice

Information for all SpaDental practices
Updated: June 2022

SpaDental are committed to protecting the privacy and security of your personal information. This notice is designed to provide you with information on:

• The details we collect from you
• Why we ask for information
• How we use that information
• Your personal data rights

Depending on which of our products and services you ask us about, different companies within our organisation (the data controller) will process your information.

Please note that on this page you can find additional information for the SpaDental practice that handles your data. There is also a privacy notice for patients under the age of 18.

SpaDental 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.

This Privacy Notice is available on the SpaDental website, by email if you contact info@spadental.co.uk, or by calling or visiting your local SpaDental practice.

You will be asked to provide personal information when joining the practice.  The purpose of processing your personal data is to provide you with optimum dental health care.

The categories and examples of data we process are:

• Personal data for the provision of dental health care
• Personal data for the purposes of providing treatment plans, recall appointments, reminders, or estimates
• Personal data such as details of family members for the provision of health care to children or for emergency contact details
• Personal data for the purposes of employed and self-employed team members employment and engagement respectively
• Personal data for the purposes of direct mail/email/text/other to inform you of important announcements or about new treatments or services
• Personal data – IP addresses so that we can understand our patients better and inform our marketing approach as well as improve the web site experience
• Special category data including health records for the purposes of the delivery of health care and meeting our legal obligations
• Special category data including health records
• Special category data to meet the requirements of the Equality Act 2010
• Special category data details of criminal record checks for 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. Your data will be shared with the NHS if you are having NHS treatment.

• Personal data is stored in the UK whether in digital or hard copy format
• Personal data may be subject to a restricted transfer outside of the UK in digital format.  We take steps to ensure that appropriate protection is in place in line with data protection laws.
• 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.

For full details or where your data is stored, please ask to see Information Governance Procedures.

We have established the following lawful bases for processing your data

Our lawful bases for processing personal data are:

• In the legitimate interests of the dental practice
• Necessary for the performance of a contract with the data subject, or to take steps to enter into a contract
• With the consent of the data subject
• To comply with our legal obligations

Our lawful bases for processing special category data are:

• Processing is necessary for health care purposes
• Processing is necessary for identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with the view to enabling such equality to be promoted or maintained
• With the consent of the data subject, to process criminal record checks

The reasons we process the data include:

• To maintain your contemporaneous clinical records
• To provide you with dental treatment, prevention, and oral health advice
• To carry out financial transactions with you
• To manage your NHS dental care treatment
• To send your personal data to the General Dental Council or other authority as required by law
• To communicate with you as and when required including appointment reminders, treatment plans, estimates and other communications about your treatment or the practice
• To communicate with your next of kin in an emergency
• If a parent or carer, to communicate with you about the person you parent or care for
• To refer you to other dentists or doctors and health professionals as required
• To obtain criminal record disclosures for team members
• For debt recovery
• To continually improve the care and service you receive from us

The personal data we process includes:

Your name, address, gender, date of birth, NHS number, medical history, dental history, family medical history, family contact details, marital status, financial details for processing payment, your doctor’s details, and details of treatment at the practice. We may process more sensitive special category data including ethnicity, race, religion, or sexual orientation so that we can meet our obligations under the Equality Act 2010 or, for example, to modify treatment to suit your religion and to meet NHS obligations.

The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records or to meet our legal requirements. The retention period for staff records is 6 years. The retention periods for other personal data is 2 years after it was last processed. Details of retention periods are available in the Record Retention procedure available from the practice.

We obtain your personal details when you enquire about our care and service, when you join the practice, or register online, when you complete a registration or medical history form and when another practitioner refers you for treatment at our practice. Occasionally patients are referred to us from other official sources such as NHS clinics or hospitals.

You have the following personal data rights:

• The right to be informed about the collection and use of your personal data
• The right of access – to have a free copy of your data that we have
• The right to rectification – to correct the data we have if it is inaccurate or incomplete
• The right to deletion of your personal data (clinical records must be retained for a certain time period)
• The right to restrict processing of your personal data
• The right to data portability – to have your data transferred to someone else
• The right to object to the processing of your personal data
• Rights in relation to automated decision making and profiling

Further details of these rights can be seen in our Information Governance Procedures 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 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 and Information Governance Procedures.

Privacy Notice for Patients under 18

SpaDental keeps records of your name, address, date of birth ,of any health problems as well as details of your dental treatment and about your family. We keep this information so that we can provide you with the best dental care. Your personal information is kept very confidentially and securely.

We only use your personal information so we can give you the best dental care, and send reminders to you.

We only pass your personal information to another dentist, doctor or hospital if you have a problem that needs their special skills and you need to go and see them. We will never give your information to anyone else unless we have an agreement with them to keep it confidential and secure, the law allows us to or we have to provide it for legal reasons.

If you leave the practice, we will stop using your information, but will keep it confidentially and securely until you are 25 years old, when we will review if and when we can delete it. You can always ask for a copy of the information we hold for you, we can transfer it to another dentist or doctor at your request and you can ask us to stop using your personal information to send letters or contact you in other ways if you are no longer a patient at the practice.

When you reach 18 years of age, the Privacy Notice about how we process your personal information will change to the adult version. This can be found on our website.

If you would like a copy of the information we hold about you or if you have any other enquiries, such as to change an error in your information or to provide a copy of your information to somebody else, please use the contact information below to get in touch with your SpaDental practice.

Privacy Notice for job applicants

As part of any recruitment process, SpaDental collects and processes personal data relating to job applicants. SpaDental is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

Depending on which job vacancy you contact us about, and the location(s) for that role, different companies with our organisation (the data controller) will process your information. Please note you can find additional information on the SpaDental practice that handles your data below.

What information does SpaDental collect?

SpaDental collects a range of information about you. This includes:

• your name, address and contact details, including email address and telephone number;
• details of your qualifications, skills, experience and employment history;
• information about your current level of remuneration, including benefit entitlements;
• whether or not you have a disability for which SpaDental needs to make reasonable adjustments during the recruitment process;
• information about your entitlement to work in the UK; and
• may include equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

SpaDental collects this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment.

SpaDental will also collect personal data about you from third parties, such as references supplied by former employers, information from recruitment background check providers and information from criminal records checks. SpaDental will seek information from third parties only once a job offer to you has been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

Why does SpaDental process personal data?

SpaDental needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, SpaDental needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to work in the UK before you start with us.

SpaDental has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows SpaDental to manage the recruitment process, assess and confirm a candidate’s suitability for the role and decide to whom to offer a role. SpaDental may also need to process data from job applicants to respond to and defend against legal claims.

Where SpaDental relies on legitimate interests as a reason for processing data, it has considered whether those interests are overridden by the rights and freedoms of applicants and has concluded that they are not.

SpaDental processes health information if it needs to make reasonable adjustments to the recruitment process for candidates who have a disability. This is to carry out its obligations and exercise specific rights in relation to the role.

Where SpaDental processes other special categories of data, such as information about ethnic origin, sexual orientation, health, religion or belief, this is for equal opportunities monitoring purposes.

For most roles, SpaDental is obliged to seek information about criminal convictions and offences. Where SpaDental seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to your work.

If your application is unsuccessful, SpaDental will keep your personal data on file in case there are future opportunities for which you may be suited. SpaDental will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. This includes members of the SpaDental Group, interviewers involved in the recruitment process, managers in the business area with a vacancy and IT staff if access to the data is necessary for the performance of their roles.

SpaDental will not share your data with third parties, unless your application is successful, and it makes you a job offer. SpaDental will then share your data to obtain references for you, background check providers to obtain necessary confirmations and the Disclosure and Barring Service to obtain necessary criminal records checks. We may also share your information with external employment law and / or HR advisers to produce your contract or to take advice on issues, for example the scope of reasonable adjustment.

Your data may be transferred outside the European Economic Area (EEA) for processing. If Data is transferred outside the EEA it will only be on the basis that we have relevant safeguards for your data.

How does SpaDental protect data?

SpaDental takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except in the proper performance of duties.

For how long does SpaDental keep data?

If your application is unsuccessful, SpaDental will hold your data on file for 12 months after the end of the relevant recruitment process. If you agree to allow SpaDental to keep your personal data on file, SpaDental will hold your data on file for a further 12-month period for consideration for future opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed.

If your application is successful, personal data gathered during the recruitment process will be transferred to your personnel file and retained whilst you are working with SpaDental. The periods for which your data will be held will be provided to you in a new privacy notice.

Your rights

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request by contacting SpaDental;
• require SpaDental to change incorrect or incomplete data;
• require SpaDental to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where SpaDental is relying on its legitimate interests as the legal ground for processing; and
• ask SpaDental to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override SpaDental’s legitimate grounds for processing data.

If you believe that SpaDental has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to SpaDental during the recruitment process. However, if you do not provide the information, SpaDental may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

NHS and Care Services Data Opt-Out Policy (England)

SpaDental practices only use your personal health data to provide individualised care to you and do not disclose your data for any other purposes.

How the NHS and care services use your information

SpaDental is one of many organisations working in the health and care system to improve care for patients and the public.
Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment. The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:

• improving the quality and standards of care provided;
• research into the development of new treatments;
• preventing illness and diseases;
• monitoring safety;
• planning services.

This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law.

Most of the time, anonymised data is used for research and planning so that you cannot be identified, in which case your confidential patient information isn’t needed.

You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt out, your confidential patient information will still be used to support your individual care.

To find out more or to register your choice to opt out, please visit: www.nhs.uk/your-nhs-data-matters

On this web page you will:

• See what is meant by confidential patient information;
• Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care;
• Find out more about the benefits of sharing data;
• Understand more about who uses the data;
• Find out how your data is protected;
• Be able to access the system to view, set or change your opt-out setting;
• Find the contact telephone number if you want to know any more or to set/change your opt-out by phone;
• See the situations where the opt-out will not apply;

You can also find out more about how patient information is used at:

• https://www.hra.nhs.uk/information-about-patients/ (which covers health and care research);
  and
• https://understandingpatientdata.org.uk/what-you-need-know (which covers how and why patient information is used, the safeguards and how decisions are made)

You can change your mind about your choice at any time.

Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes. Data would only be used in this way with your specific agreement.

Health and care organisations have systems and processes in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care.

SpaDental Chard Privacy Policy Contact 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: SpaDental Limited.

The Information Governance Lead is the Spa Dental Chard practice manager Tracy Coath who is also the Data Protection Officer.

This Privacy Notice is available on the practice website  / at reception/ by request through our contact form/by calling SpaDental.

Stages for submitting comments, suggestions and complaints:

Step 1:

In the first instance, please contact:
Name: Tracy Coath, Practice Manager at SpaDental Chard:
Email: chard.confidential@spadental.co.uk
Telephone: 01460 61671
Address: SpaDental Chard, 33a Fore Street, Chard, Somerset, TA20 1PT

Please note, we take complaints seriously and will follow the relevant SpaDental procedure for patient complaints

Step 2:

If you are unhappy with the response of the dental practice concerned, then please contact SpaDental Group senior management:
Name: Nicky Phillips
Email: nicky.phillips@spadental.co.uk
Telephone: 0845 539 0849

Step 3:

If you need advice, you may contact the Information Commissioner’s Office (ICO).

If SpaDental has not resolved your complaint satisfactorily, the ICO can investigate your claim and take action against anyone who has misused personal data. You can visit the ICO 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, Consent Policy
• Privacy Impact Assessment, Information Governance Procedures, Record Retention

SpaDental Glastonbury Privacy Policy Contact 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: SpaDental Limited.

The Information Governance Lead is the Spa Dental Glastonbury practice manager, Tracy Coath, who is also the Data Protection Officer.

This Privacy Notice is available on the practice website  / at reception/ by request through our contact form/by calling SpaDental.

Stages for submitting comments, suggestions and complaints:

Step 1:

In the first instance, please contact:
Name: Tracy Coath, Practice Manager at SpaDental Glastonbury:
Email: glastonbury.confidential@spadental.co.uk
Telephone: 01458 831883
Address: SpaDental Glastonbury, 3 Lambrook Street, Glastonbury, Somerset, BA6 8BY

Please note, we take complaints seriously and will follow the relevant SpaDental procedure for patient complaints

Step 2:

If you are unhappy with the response of the dental practice concerned, then please contact SpaDental Group senior management:
Name: Nicky Phillips
Email: nicky.phillips@spadental.co.uk
Telephone: 0845 539 0849

Step 3:

If you need advice, you may contact the Information Commissioner’s Office (ICO).

If SpaDental has not resolved your complaint satisfactorily, the ICO can investigate your claim and take action against anyone who has misused personal data. You can visit the ICO 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, Consent Policy
• Privacy Impact Assessment, Information Governance Procedures, Record Retention

SpaDental Ledbury Privacy Policy Contact 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: SpaDental Limited

The Information Governance Lead is the Practice Manager, Bashayier Ahmed, who is also the Data Protection Officer.

This Privacy Notice is available on the practice website  / at reception/ by request through our contact form/by calling SpaDental.

Stages for submitting comments, suggestions and complaints:

Step 1:

In the first instance, please contact:
Name: Bashayier Ahmed, Practice Manager at SpaDental Ledbury
Email: ledbury.confidential@spadental.co.uk
Telephone: 01531 632080
Address: SpaDental Ledbury, 8 The Southend, Ledbury, Hereford, HR8 2EY

Please note, we take complaints seriously and will follow the relevant SpaDental procedure for patient complaints

Step 2:

If you are unhappy with the response of the dental practice concerned, then please contact SpaDental Group senior management:
Name: Nicky Phillips
Email: nicky.phillips@spadental.co.uk
Telephone: 0845 539 0849

Step 3:

If you need advice, you may contact the Information Commissioner’s Office (ICO).

If SpaDental has not resolved your complaint satisfactorily, the ICO can investigate your claim and take action against anyone who has misused personal data. You can visit the ICO 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, Consent Policy
• Privacy Impact Assessment, Information Governance Procedures, Record Retention

SpaDental Plymouth Privacy Policy Contact 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 SpaDental Plymouth LLP & SpaDental South West Limited.
The Information Governance Lead is the Spa Dental Plymouth Area Manager, Leah Shepherd, who is also the Data Protection Officer.

This Privacy Notice is available on the practice website  / at reception/ by request through our contact form/by calling SpaDental.

Stages for submitting comments, suggestions and complaints:

Step 1:

In the first instance, please contact:
Name: Leah Shepherd, Practice Manager at SpaDental Plymouth:
Email: plymouth.confidential@spadental.co.uk
Telephone: 01752 663870
Address: SpaDental Plymouth, 2 Hyde Park Road, Mutley, Plymouth, PL3 4RJ

Please note, we take complaints seriously and will follow the relevant SpaDental procedure for patient complaints

Step 2:

If you are unhappy with the response of the dental practice concerned, then please contact SpaDental Group senior management:
Name: Nicky Phillips
Email: nicky.phillips@spadental.co.uk
Telephone: 0845 539 0849

Step 3:

If you need advice, you may contact the Information Commissioner’s Office (ICO).

If SpaDental has not resolved your complaint satisfactorily, the ICO can investigate your claim and take action against anyone who has misused personal data. You can visit the ICO 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, Consent Policy
• Privacy Impact Assessment, Information Governance Procedures, Record Retention

SpaDental Ross Privacy Policy Contact 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 SpaDental Limited

The Information Governance Lead is the Practice Manager, Bashayier Ahmed, who is also the Data Protection Officer.

This Privacy Notice is available on the practice website  / at reception/ by request through our contact form/by calling SpaDental.

Stages for submitting comments, suggestions and complaints:

Step 1:

In the first instance, please contact:
Name: Bashayier Ahmed, Practice Manager at SpaDental Ross-on-Wye:
Email: ross-on-wye.confidential@spadental.co.uk
Telephone: 01989 562665
Address: Berkeley House Dental Practice, New Street, Ross on Wye, Herefordshire, HR9 7DA

Please note, we take complaints seriously and will follow the relevant SpaDental procedure for patient complaints

Step 2:

If you are unhappy with the response of the dental practice concerned, then please contact SpaDental Group senior management:
Name: Nicky Phillips
Email: nicky.phillips@spadental.co.uk
Telephone: 0845 539 0849

Step 3:

If you need advice, you may contact the Information Commissioner’s Office (ICO).

If SpaDental has not resolved your complaint satisfactorily, the ICO can investigate your claim and take action against anyone who has misused personal data. You can visit the ICO 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, Consent Policy
• Privacy Impact Assessment, Information Governance Procedures, Record Retention

SpaDental Saltash Privacy Policy Contact 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 SpaDental South West Ltd.

The Information Governance Lead is the SpaDental Saltash practice manager, Leah Shepherd, who is also the Data Protection Officer.

This Privacy Notice is available on the practice website  / at reception/ by request through our contact form/by calling SpaDental.

Stages for submitting comments, suggestions and complaints:

Step 1:

In the first instance, please contact:
Name: Leah Shepherd, Practice Manager at SpaDental Saltash:
Email: saltash.confidential@spadental.co.uk
Telephone: 01752 841789
Address: SpaDental Saltash, 77 Fore Street, Saltash, Cornwall, PL12 6AF

Please note, we take complaints seriously and will follow the relevant SpaDental procedure for patient complaints

Step 2:

If you are unhappy with the response of the dental practice concerned, then please contact SpaDental Group senior management:
Name: Nicky Phillips
Email: nicky.phillips@spadental.co.uk
Telephone: 0845 539 0849

Step 3:

If you need advice, you may contact the Information Commissioner’s Office (ICO).

If SpaDental has not resolved your complaint satisfactorily, the ICO can investigate your claim and take action against anyone who has misused personal data. You can visit the ICO 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, Consent Policy
• Privacy Impact Assessment, Information Governance Procedures, Record Retention

SpaDental Tewkesbury Privacy Policy Contact 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 SpaDental Limited.

The Information Governance Lead is the Spa Dental Tewkesbury Practice Manager, Bashayier Ahmed, who is also the Data Protection Officer.

This Privacy Notice is available on the practice website  / at reception/ by request through our contact form/by calling SpaDental.

Stages for submitting comments, suggestions and complaints:

Step 1:

In the first instance, please contact:
Name: Bashayier Ahmed, Practice Manager at SpaDental Tewkesbury:
Email: tewkesbury.confidential@spadental.co.uk
Telephone: 01684 293091
Address: SpaDental Tewkesbury, 40 High Street, Tewkesbury, GL20 5BB

Please note, we take complaints seriously and will follow the relevant SpaDental procedure for patient complaints

Step 2:

If you are unhappy with the response of the dental practice concerned, then please contact SpaDental Group senior management:
Name: Nicky Phillips
Email: nicky.phillips@spadental.co.uk
Telephone: 0845 539 0849

Step 3:

If you need advice, you may contact the Information Commissioner’s Office (ICO).

If SpaDental has not resolved your complaint satisfactorily, the ICO can investigate your claim and take action against anyone who has misused personal data. You can visit the ICO 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, Consent Policy
• Privacy Impact Assessment, Information Governance Procedures, Record Retention

SpaDental Whitchurch Privacy Policy Contact 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 SpaDental Whitchurch LLP & SpaDental Limited

The Information Governance Lead is the Spa Dental Whitchurch practice manager, Sheilagh Cooper, who is also the Data Protection Officer.

This Privacy Notice is available on the practice website  / at reception/ by request through our contact form/by calling SpaDental.

Stages for submitting comments, suggestions and complaints:

Step 1:

In the first instance, please contact:
Name: Sheilagh Cooper, Practice Manager at SpaDental Whitchurch:
Email: whitchurch.confidential@spadental.co.uk
Telephone: 01948 664149
Address: SpaDental Whitchurch, Corser House, 17 Green End, Shropshire, SY13 1AD

Please note, we take complaints seriously and will follow the relevant SpaDental procedure for patient complaints

Step 2:

If you are unhappy with the response of the dental practice concerned, then please contact SpaDental Group senior management:
Name: Nicky Phillips
Email: nicky.phillips@spadental.co.uk
Telephone: 0845 539 0849

Step 3:

If you need advice, you may contact the Information Commissioner’s Office (ICO).

If SpaDental has not resolved your complaint satisfactorily, the ICO can investigate your claim and take action against anyone who has misused personal data. You can visit the ICO 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, Consent Policy
• Privacy Impact Assessment, Information Governance Procedures, Record Retention

SpaDental Wotton Privacy Policy Contact 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 SpaDental Wotton LLP

The Information Governance Lead is the Practice Manager, Jade Hedges, who is also the Data Protection Officer.

This Privacy Notice is available on the practice website  / at reception/ by calling SpaDental Wotton-under-Edge.

Stages for submitting comments, suggestions and complaints:

Step 1:

In the first instance, please contact:
Name: Tim Esau, Practice Principal at SpaDental Wotton:
Email: smile@spadental.co.uk
Telephone: 01453 844428
Address: SpaDental Wotton, 43-45 Long Street, Wotton Under Edge, Gloucestershire, GL12 7BX

Please note, we take complaints seriously and will follow the relevant SpaDental procedure for patient complaints

Step 2:

If you are unhappy with the response of the dental practice concerned, then please contact SpaDental Group senior management:
Name: Nicky Phillips
Email: nicky.phillips@spadental.co.uk
Telephone: 0845 539 0849

Step 3:

If you need advice, you may contact the Information Commissioner’s Office (ICO).

If SpaDental has not resolved your complaint satisfactorily, the ICO can investigate your claim and take action against anyone who has misused personal data. You can visit the ICO 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, Consent Policy
• Privacy Impact Assessment, Information Governance Procedures, Record Retention

Additional privacy information for visitors to our website.

Who we are: Our website address is: https://www.spadental.co.uk.

What personal data we collect and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, the visitor’s IP address and browser user agent string to help spam detection. An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year. If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser. When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed. If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue. For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Spa Dental Telecommunications Privacy Policy

Our dental practices and head office use a telecommunication system that automatically records all incoming and outgoing calls. It is important that all users of our telecommunication services (staff, patients, service providers or other callers) know we record the conversation.

Calls are recorded:

• to monitor the quality of the call service
• as a foundation for training,
• for compliance with regulations, and
• security purposes.

How your personal information is used:

Any personal information collected during calls is protected by the General Data Protection Regulation and Data Protection Act of 2018.

The information we collect is:

• relevant, necessary and not excessive
• stored securely
• treated confidentially
• subject to limited access if needed according to role and permissions

Under normal circumstances a call is not retrieved from the system unless needed for:

• investigating a complaint
• checking customer service standards
• protecting the health and safety of staff or visitors
• preventing or detect a crime
• checking compliance with regulatory procedures

Please note: If we use calls to train staff, we either edit the call for anonymity or seek permission for use.