How we keep your records confidential

The information we collect about you

Your dentist and other healthcare professionals caring for you keep records about your health and any treatment you receive from the NHS. These help to ensure that we provide you with the best possible care.

The information we hold about you may include:

  • Basic details about you, such as address and next of kin
  • Contacts we have had with you, such as clinic visits
  • Notes and reports about your health and any treatment and care you receive
  • Results of investigations, such as X-rays
  • Relevant information from other health professionals, relatives or those who care for you and know you well

How we use your information

Your health records are used to guide and administer the care you receive, by:

  • ensuring the healthcare professionals involved in your care have accurate and up-to-date information to assess your health and plan your treatment
  • enabling consistency in your care should you be referred to a specialist or another part of the NHS
  • assessing the type and quality of care you have received
  • investigating any concerns or complaints you may have about your care

We may also use your information to help us manage and plan services to ensure everyone has access to high quality healthcare. This could include:

  • using information about your treatment to ensure services meet the needs of patients for the future
  • using data with your personal details removed to prepare statistics on NHS performance and activity
  • training and educating staff
  • helping staff to review care standards to improve the patient experience
  • paying for healthcare services or auditing the accounts of healthcare organisations
  • investigating complaints or legal claims
  • undertaking research

Keeping your information confidential

Everyone working for the NHS has a legal duty to keep information about you confidential in line with the NHS Confidentiality Code of Practice. The Data Protection Act 1998 sets out principles of handling information which all NHS organisations must adhere to. We have put in place technology and security policies, rules and measures to protect your information.

Sometimes we may need to share information about you with other agencies so we can all work together for your benefit. We will only ever use or pass on information about you if others involved in your care have a genuine need for it. Anyone who receives information from us is also under a legal duty to keep it confidential and secure.

Confidentiality statement

Dental Referrals will only use information given to us in accordance with the Data Protection Act 1998. We have a legal duty to keep all information supplied by service users confidential. As a confidential service we will ask service users for their permission if we must contact other agencies, except where there are significant issues of risk such as child protection issues or harm to self or others. Anyone who receives information from us is also under a legal duty to keep it confidential.

Accessing your health records

The Data Protection Act 1998 allows you to find out what information about you is held in our records. This applies to both manual and computer processed records. This is known as ‘rights of subject access‘.  If you want to see your health records you should  make a written request to the NHS organisations where you are being, or have been, treated. You are entitled to receive a copy, although an administration charge will usually be made. More information on the Data Protection Act and Freedom of Information Act is available here.

For more detailed information

If you would like to know more about how we use your information, your rights under the Data Protection Act, or if you would like to limit your information being used in this way, you can contact us at or speak to your local patient experience team at

Data security on this website

Both our N3 service and this website use a highly secure encryption service provided by Thwate – one of the market leaders in secure data transmission.  You can look at our certificate here: ABOUT SSL CERTIFICATES

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