Privacy Policy

Higgins & Winter dental practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR], guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.

The data controller is Danielle Ashcroft, who is also the information Governance Lead.

The Data Protection Officer –Paige Winter

This Privacy Notice is available on the practice website at reception, via email: or calling the practice: 01661 872979

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 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 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 thepersonal data is shared.

  • Personal data is stored in the EU whether in digital or hard copy format
  • Personal data is stored in the US in digital format when the data storage company is certified with the EU-US Privacy Shield
  • Personal data is obtained when a patient joins the practice, when a patient isreferred to the practice and when a patient subscribes to an email list

The lawful basis for processing special category data such as patients’ and employees’ health data is:

  • Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional Article 9(2)H

The lawful basis of processing personal data such as name, address, email or phonenumber is

  1. Consent – the individual has given clear consent for you to process their personal data for a specific purpose
  2. Contract – the processing is necessary for a contract you have with the individual. Example-treatment plan, employment contract, associate agreement
  3. Legal obligation – processing is necessary to comply with the law. Example– retaining patient/employee data as part of record retention obligations
  4. Vital interests - processing is necessary to protect someone life
  5. Public task – necessary to perform a task in the public interest or for officialfunctions and the task or function has a clear basis in law
  6. Legitimate interest – the process is necessary for your legitimate interest unless there is a good reason to protect individual data which overrides the legitimate interest

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. Theretention period for staff records is 6 years. The retention periods for other personal data is 2 years after it was last processed. Details of other retention periods are available in the Record Retention 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 restrictprocessing
  • The right to data portability
  • The right to object

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 informus to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the rightto 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.

Comments, suggestions and complaints

Please contact Danielle Ashcroft (data controller) at the practice for a comment, suggestion or a complaint about your data processing at, or by writing to or visiting the practice at 17 Bell Villas, Ponteland, Northumberland, NE20 9BD. 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
  • Consent Policy
  • Privacy Impact Assessment
  • Information Governance Procedures

Created: March 2018

Reviewed: March 2019