Privacy Policy
We strongly believe an uncompromised safekeeping and protection of personal data is a basic element of our service to our patients, who can expect us to keep all personal information completely safe. This self-evident part of our work shall be explained in more detail below.
In providing your dental care and treatment, we will ask for personal and medical information. Occasionally, we may request and/or receive information from other providers such as a medical specialist or GP who have been looking after your health. This privacy notice describes the type of individual/personal information we hold, why we hold it and what we do with it.
This is the Data Processing Notice (also known as a Privacy Policy) of the Guernsey Smile Centre Ltd. It is issued in compliance with the Data Protection (Bailiwick of Guernsey) Law, 2017, the Data Protection Act 2018, the General Data Protection Regulation (GDPR), the guidelines issued by the Information Commissioner and the guidelines by our professional regulator.
About our practice
We are the Guernsey Smile Centre Dental Practice operating at La Tourgand House, Lower Pollet, St Peter Port, Guernsey, GY1 1WL (Guernsey Smile Centre Limited, Guernsey Registry Number 69452). Dr Alexander Kottenhahn is responsible for keeping secure the information about you that we hold. Those at the practice who have access to your information include dentists, hygienists, dental nurses, reception staff and a dedicated IT-contractor.
Information that we hold
We can only keep and use information for specific reasons set out in the law. If we want to keep and use information about your health, we can only do so in particular circumstances.
Contact details
We hold personal information about you including your name, date of birth, States insurance number/GY number, address, telephone number and email address. This information allows us to fulfil our contract with you to provide appointments. We will also use the contact information to send you reminders and recall appointments to ensure your continuing care.
Dental records
We hold information about your dental and general health, including
- Clinical records made by dentists and other dental professionals involved with your care and treatment
- X-rays, clinical photographs, digital scans of your mouth and teeth, and study models
- Medical and dental histories
- Treatment plans and consent forms
- Notes of conversations with you about your care
- Dates of your appointments
- Details of any complaints you have made and how these complaints were dealt with
- Correspondence with you and other health professionals or institutions.
We collect and use this information to allow us to fulfil our contract with you to inform you about your treatment options and provide dental care that meets your needs. We also use this information for the legitimate interest of ensuring the quality of the treatment we provide.
Financial information
We hold information about the fees we have charged, the amounts you have paid and some payment details (no credit card details). This information forms part of our contractual obligation to you to provide dental care and allows us to meet legal financial requirements.
How we use your information
To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you. Where necessary for the funding of your treatment we will share your information with Social Security (The States of Guernsey) or your nominated dental/medical insurance provider in connection with your dental treatment.
We may contact you to follow up treatment or to find out if you are happy with the treatment you received for quality control purposes.
We will seek your preference for how we contact you about your dental care. Our usual methods are telephone, email or letter by post.
Sharing information
Your information is normally used only by those working at the practice but there may be
instances where we need to share it – for example, with:
- Your doctor
- The hospital or community dental services or other health professionals caring for you
- Specialist dental or medical services to which we may refer you
- The States of Guernsey Social Security Department, if you are claiming exemption or remission from private dental charges
- Dental laboratories
- Debt collection agencies
- Private dental schemes of which you are a member.
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. We will let you know in advance if we send your medical information to another medical provider and we will give you the details of that provider at that time.
In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including law enforcement or government agencies.
Keeping your information safe
We store your personal information securely on our practice computer system (and very few in a manual filing system). Your information cannot be accessed by those who do not work at the practice; only those working at the practice have access to your information. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.
We take precautions to ensure security of the practice premises, the practice filing systems and computers.
We use high-quality specialist dental software to record and use your personal information safely and effectively. Our computer system has a secure audit trail and we back-up information routinely. We keep your records for 15 years after the date of your last visit to the practice. At your request, we will delete non essential information (for example some contact details) at anytime before the end of this period.
Access to your information and other rights
You have a right to access the information that we hold about you and to receive a copy. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.
You can also request us to
- Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change.
- Erase some of the information we hold. For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). However, we can, if you ask us to, delete some contact details and other non-clinical information.
- Stop using your information – for example, sending you reminders for appointments or information about our service. Even if you have given us consent to send you marketing information, you may withdraw that consent at any time.
- Stop using information if you believe the information is inaccurate or you believe we are using your information illegally.
- Supply your information electronically to another dentist.
If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using your information for that purpose. All requests should be made by email to Dr Alexander Kottenhahn or the practice manager Zoe Pinchmain at practicemanager@nullguernseysmile.com.
If you do not agree
If you do not wish us to use your personal information as described, you should discuss the matter with your dentist. If you object to the way that we collect and use your information, we may not be able to continue to provide your dental care.
If you feel that your personal data has been handled incorrectly or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the data protection regulator – The Office of the Data Protection Authority (ODPA). You can contact them for advice by writing to:
The Office of the Data Protection Authority, Block A, Lefebvre Court, Lefebvre Street, St. Peter Port, Guernsey, GY1 2JP, by telephoning (01481) 742074, or by email to info@nullopda.gg.
