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How we manage and protect information about you;

Our aim is to maintain full and accurate records of the care we provide for you and keep this information confidential and secure.

This section is about data protection, confidentiality and information security. It also tells you how you can access information relating to your care.


What information do we collect?

We collect information about you such as your name, address, and contact details alongside any health related information required for the delivery of service. This will enable us to provide the appropriate care and treatment that you need. We also collect information to help our equality and diversity monitoring.

This information may be recorded in writing (i.e. in your medical notes), or electronically on a computer, or a mixture of both.

When you arrive for an appointment, staff may check your details with you to ensure that our records are accurate. To assist with this, it is important that you notify us of any changes to your personal details (e.g. address, contact number).


How do we use the information we collect to help you?

We may use the information we collect to help us provide services to you in the following ways:

  •  In order to provide for your care we need to collect and keep information about you and your health on our records.

  • We retain your information securely.

  • We will only ask for and keep information that is necessary. We will attempt to keep it as acurate and up to date as possible. We will explain the need for any information we ask for if you are not sure why it is needed.

  • We ask you to inform us about any relevant changes that we should know about. This would include such things as change of address and phone numbers.

  • All persons in the practice (not already covered by a professional confidentiality code) sign a confidentiality agreement that explicitly makes clear their duties in relation to personal health information and the consequences of breaching that duty.

  • Access to patient records is regulated to ensure that they are used only to the extent necessary to enable the staff to perform their tasks for the proper functioning of the practice. In this regard, patients should understand practice staff may have to access to their records for:

       >> Booking appointments. 

       >> Recording treatments and processing payments on your dental account.

       >>Correspondence to/from dentists and other health professionals.


Do we share information about you with anyone?

  • We may need to pass some of this information to other health care professionals in order to provide you with the treatment and services you need. Only the relevant part of your record will be released. These other professionals are also legally bound to treat your information with the same duty of care and confidence that we do.


Occasions when we must pass on information include:

  • The law provides that in certain instances personal information (including health information) can be disclosed.

  • In the case of disclosures we will only release the information with your signed consent or a court order.


In all cases where we must pass on information, we will only share the minimum amount of information required and where possible data will be anonymised (i.e. does not identify you personally). Anyone who receives information from us also has a legal duty to keep it confidential.

We will always try and obtain your consent wherever possible and inform you if your information is to be shared.  

We will only give information to your relatives, friends and carers if you want us to and have given your permission.


How we keep your information confidential:

We protect your information in the following ways:

Training - Staff are trained to understand their duty of confidentiality and their responsibilities regarding the security of patient information both on our premises and when out in the community.

Access controls - Any member of staff being given access to national systems holding patient information will need a special username and password.

Investigation - If you believe your information is being viewed inappropriately we will investigate and report our findings to you. If we find that someone has deliberately accessed records about you without permission or good reason, we will tell you and take action. This can include disciplinary action, or bringing criminal charges.

Records Management - All healthcare records are stored confidentially in secure locations.

Legislation - There are laws in place to protect your information, includingThe General Data Protection Regulations 2018 and the Human Rights Act 1998.


You have the right to contact our Data Controller Christopher Wright if you feel that there has been a breach of your confidentiality.

Phone:  01625 511131


Post: Macclesfield Denture Clinic

         1 Mill Lane


         SK11 7NN


Can you see the information we collect about you?

If you are concerned about how your data is used you can speak to our Data Controller, Christopher Wright who is also involved in your care and personal information.


General Data Protection Regulation gives you the right to know what information we hold about you, what we use it for and if the information is to be shared, who it will be shared with.


You have the right to apply for access to the information we hold about you, whether it is stored electronically or on paper. We have a duty to provide this information in a format that is accessible to you (e.g. large print or Braille) and in a way that you can understand, explaining any abbreviations where necessary.


Where you agree, this access right may be met by enabling you to view the record without obtaining a copy.


In certain circumstances your right to see some details in your health records may be limited in your own interest or for other reasons.



After having viewed your records, if you believe any information is inaccurate or incorrect, please inform us of this in writing.

If you would like to see the information we hold about you please do not hesitate to contact us.

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