Privacy Notice

Privacy Notice for Staff

1. Purpose

1 King’s Dental aims to meet the requirements of the Data Protection Act 2018, the United Kingdom General Data Protection Regulation (UK GDPR), the guidelines on the Information Commissioner’s (ICO) website, and our professional guidelines. This privacy notice explains how we process the information of our staff. It covers applicants, employees, and workers, including agency, casual and contracted staff, volunteers, trainees, apprentices, and work experience placements.

2. Registered Name

The data controller is:

3. Contact Details

4. What information we collect, use, and why

The personal data we process includes name, address (including proof of address), contact details, gender, pronoun preferences, date of birth, National Insurance number, employment history, education history, right to work information, employment contract, next of kin, emergency contact details, marital status, financial details, expenses, overtime, leave, pension details, training records, performance records, occupational health records, fit notes, accident records, access needs, photo ID, and CCTV recordings.

We may also process more sensitive special category data, including: Ethnicity, race, religion, health records, disabilities, criminal convictions (DBS checks), or sexual orientation.

Reasons for processing include staff recruitment, obtaining criminal record disclosures, fulfilling our contract, maintaining staff records/payroll, managing salaries/pensions, managing health/wellbeing, processing sick pay or statutory leave, monitoring equal opportunities, providing IT access, training, and support, communicating practice news, workforce planning, providing data to the CQC, and assisting with queries or claims.

5. Lawful Basis

Our lawful bases for processing data are: a legitimate interest to provide training, learning, and emergency planning; consent of the data subject; and to comply with our legal obligations under UK employment law.

6. Data Protection Rights

You have the following personal data rights: the right of access, rectification, erasure (when no longer needed and retention has lapsed), the right to restrict processing, data portability, the right to object, the right to withdraw consent at any time, and the right to challenge any automated decision-making.

7. CCTV Usage

We use CCTV to protect premises, increase safety, deter criminal activity, assist in identification of offenders, and provide evidence to a court or tribunal. Images will be kept and destroyed securely after 3 months unless needed for longer due to investigation or legal proceedings.

8. Retention and Storage

Criminal record check info is usually not kept for more than 6 months. The retention period for staff records is 6 years. Application forms for unsuccessful candidates are kept for one year. All paper files are securely stored, and only relevant staff can access them.

9. Sharing Information

We may share minimum data with: HMRC, pension/healthcare schemes, payroll providers, training providers, auditors, CQC, police or law enforcement (if requested by law), and relatives or guardians of an employee.

Privacy Notice for Patients

1. Purpose

1 King’s Dental aims to meet the requirements of the Data Protection Act 2018, the UK GDPR, ICO guidelines, and our professional requirements. This notice describes the personal information we hold, why we keep it, and what we do with it.

2. Contact Details

3. What information we collect, use, and why

We process data including: Name, address, contact details, date of birth, NHS number, medical/dental history, treatment plans, consent, X-rays, photos, digital scans, and financial details. Sensitive data include ethnicity, race, religion, health records, sex life info, or sexual orientation.

Reasons include: Fulfilling our contract, maintaining clinical records, discussing treatments, providing oral health advice, modifying treatments for individual needs, meeting Equality Act obligations, managing appointments/reminders, referring to other professionals, debt recovery, and assisting with safeguarding or complaints.

4. Lawful Basis

Personal data is processed based on legitimate interest for safe dental care, consent, or legal obligations. Special category data is processed for ethical health care purposes and monitoring quality of treatment.

5. Data Protection Rights

You have the right of access, rectification, erasure (except clinical records required for legal reasons), restriction of processing, data portability, and the right to withdraw consent.

6. Retention and Sharing

We keep records for 11 years after your last visit or until you reach the age of 25, whichever is longer. CCTV images are kept for 3 months. We share minimum info with health professionals, GP, laboratories, NHS authorities, HMRC, private dental schemes, and safeguarding organisations.

7. National Data Opt-Out

Your information can be used for research and planning beyond your individual care. To find out more or register your choice to opt out, visit www.nhs.uk/your-nhs-data-matters.

Privacy Notice for Children

The practice keeps records of your name, address, date of birth, and any health problems, as well as details of your dental treatment and family. We keep this to provide you with the best dental care and send reminders.

Sharing Information

We only pass your personal information to another dentist, doctor, or hospital if you have a problem that requires their special skills. We will not give your information to anyone else unless the law allows us to.

How long we keep your information

If you leave the practice, we will keep your info secure until you are 25 years old (or 26 if you were 17 when treatment ended), or for 11 years after treatment, whichever is longer.

CCTV (Cameras)

We use cameras to keep the practice safe, make sure everyone is safe, stop bad behavior, and help catch people who break the law. Pictures are private and only shared if police or courts ask to help catch someone doing something wrong.

Contact Details