At Firwood Dental Practice, we respect your privacy.


We will keep your information records safe


This practice complies with the Data Protection Act (1998) and General Data Protection Regulation (GDPR) 2018. This means that we will ensure that your information is processed fairly and lawfully.


What personal information do we hold?


- Past and current medical and dental condition; and personal details such as your age, address, telephone number

- Details of your general medical practitioner

- Details of your NHS number and entitlement to healthcare treatment

- Details of your exemption status

- Radiographs, clinical photographs and study models

- Treatment information that we have provided or proposed and the cost

- Conversation notes or incidents that might occur for which a record needs to be kept

- Consent records for treatment

- Correspondence relating to you with other health care professionals, for example in the hospital or community services.


Why do we hold this information?


We need to keep accurate personal data about patients in order to provide you with safe and appropriate dental care. We also need to process personal data about you if we are providing care under NHS arrangements and to ensure the proper management and administration of the NHS.


Retaining your information


We are required to retain your dental records, X- rays and study models while you are a patient of this practice and after you cease to be a patient, for at least eleven years or until age 25, whichever is the longer.




Your information is held in the practice's secure manual record system. The information is only accessible to authorised personnel. Personal information will not be removed from this practice without the patients authorised consent.


We may need to disclose your information


In order to provide proper and safe dental care to:

- Your general medical practitioner

- The hospital or community dental services

- Other health professionals caring for you

- NHS payment authorities

- The Inland Revenue

- The Benefits Agency, where you are claiming exemption or remission from NHS charges

- Private dental schemes of which you are a member


Disclosure will take place on a ‘need-to-know’ basis, so that only those individuals/organisations who need to know in order to provide care to you and for the proper administration of Government (whose personnel are covered by strict confidentiality rules) will be given the information. Only information that the recipient needs to know will be disclosed.


In very limited circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by this Code of Practice will only occur when we have your specific consent. Where possible you will be informed of these requests for disclosure.


If you have questions about the practice's privacy policy or treatment of your personal data, please contact the practice reception.


© 2018 Firwood Dental Practice