Privacy Policy

Committed to ensuring the privacy & security of personal data

Bramley Dental Practice is committed to protecting your privacy. When visiting our practice, you may be asked to provide information by which you can be identified, but you can be assured it will only be used in accordance with this privacy statement. The privacy data controller is Michael Hindmarsh, the Information Governance Leads are Melissa Owen and Mattia Thompson and who are also the Data Protection Officers. Bramley Dental Practice complies with the Data Protection Act (1998) and General Data Protection Regulation (GDPR) 2018. We will ensure that your information is processed fairly and lawfully. This Privacy notice is available on the practice website at, at reception, by email if you contact or by calling 01709 700780. 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 and prevention.

The categories of examples of data we process are

1. Personal data for the provision of dental health care. 2. Personal data for the purposes of providing treatment plans, recall appointments, reminders or estimates. 3. Personal data such as details of family members for the provision of health-care to children or for emergency contact details. 4. Personal data for the purposes of employed and self-employed team members employment and engagement respectively. 5. Personal data for the purposes of direct mail/email/text to inform you of important announcements. 6. Special category data including health records for the purposes of the delivery of health care and meeting our legal obligations. 7. Special category data to meet the requirements of the equality act 2010. 8. Special category data details of Criminal record checks for employees and team members and contracted team members.

We minimise the data we keep and do not keep it longer than necessary.
We never pass your personal details to a third party unless we have a contract 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 individuals permission before the referral is made and the personal data is shared.

Your data will be shared with the NHS in England, Scotland and Wales or the HSC in Northern Ireland if you are having NHS or HSC treatment.

  • 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 is referred to the practice and when a patient makes an online enquiry.

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

We have established lawful basis’s for processing personal data

  • The legitimate interests of the dental practice.
  • Processing is necessary for the performance of the contract with the data subject or taking steps to enter into a contract.
  • Consent of the data subject.
  • To comply with our legal obligations.

Our lawful basis for processing special category data

  • 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.
  • We obtain consent of the data subject to process criminal record checks.

The reasons we process the data include

  • To maintain contemporaneous clinical record.
  • 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.
  • 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 to other dentists or doctors and other 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 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 or HSC obligations.

The retention period for special data in patient records is a minimum of 10years and maybe longer for complex records or t 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 Schedule available from the practice.

We obtain your personal details when you enquire about our care and service when you join the practice, when you complete 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 we hold.
  • The right to rectification – to correct the data 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 the Data Protection Policy or at the Information Commissioners website.

Here are some practical examples of your rights;

If you ae a patient of the practice you have the right to withdraw consent for important notifications or surveys.

You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. However please note if text communication method is withdrawn you will not receive a text message reminder.

You have the right to obtain a free copy of your patient records within 1 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 in 1 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 Data risk assessment and you can request a copy from the details below.

Comments, suggestions and complaints
Please contact the Information Governance Lead at the practice for a comment, suggestion or complaint about your data processing at or 01709 700780 or by writing to or visiting the practice at:

Bramley Dental Practice
93 Main Street
South Yorkshire
S66 2SE

We take complaints very seriously.
If you are unhappy with our response or you need any advice you should contact the Information Commissioners office (ICO).

There 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 has misused personal data. You can also visit their website for information on how to make a data protection complaint.

Information about you is stored in PearlPlus our computer database and in our secure manual filing system. The information is only accessible to authorised personnel. Personal information will not be removed from this practice without the patients authorised consent.

Your personal information is protected by the staff at Bramley Dental Practice. All access to information is held securely and can only be accessed by password which are routinely changed. Data is encrypted and computer terminals are locked if unattended.

How the NHS and Care services use your information
Bramley Dental Practice 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 and 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

This privacy policy states that 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 our 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 is not needed. You have a choice about whether you want your confidential patient information to be used 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 you choice to opt out, please visit

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 example 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 settings,
  • Find the contact telephone number if you want to know anymore 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; (which covers health and care research); and (which covers how and why patient information is used for 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 and data will only be used in this way with your specific agreement.

Health and care organisations have until 2021 to put systems and processes in place so they can be compliant with a national data opt out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care.

Our practice only uses your personal health data to provide individualised care to you and does not disclose your data for any other purposes. The national data opt out does not apply to our usage of your data and we ae compliant with the policy.

Information and enquiries

Form more information and or enquiries regarding any aspect of this privacy policy, please contact Bramley Dental directly by Telephone on 01709 700780 or 01709 792020