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Confidentiality
We take the security of your data very seriously. Here is how we protect and secure it and how we comply with General Data Protection Regulations.

How we keep your records confidential

The information we collect about you

This information is about the information we collect about you when your dentist is making a dental referral for you. We may also collect some additional information from you if you use certain elements of the website – such as the feedback forms.  You can read more about this in our Privacy Policy and Fair Processing Notice below.

Who are we?  We are an NHS Business Partner – an independent organisation that supplies services to the NHS.  All of our contact details can be found here.

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 dentists name
  • The name and address of your medical practitioner
  • Notes and reports about your health and any treatment and care you receive
  • Results of investigations, such as X-rays and copies of those x-rays
  • Relevant information from other health professionals, relatives or those who care for you and know you well

These types of data are both personal but also sensitive and therefore we have a significant duty of care to you to protect them. We take this very seriously.

Its important for you to know that we do not share any of your information with anyone other than those people who are responsible for your care. The only exception to this is described below in “secondary uses” and these data are completely anonymous.

You can find more information of how, and why, we process your data below – this is called a fair processing notice and includes our privacy policy.

We know that some of this can be confusing – so we have produced a very simple information sheet for you here, and if you have any questions – then please get in touch with us.

You can contact us by email at d.referrals@nhs.net or you can call us on 0845 8620841 (calling this number costs 2p per minute).

Our Privacy Policy

How & why we use your information

The information that we process on behalf of dentists allows us :

  • 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
  • send you text messages to help you understand the referral process, and find out how your care was delivered. We will only do this if your dentist has indicated that you consent to this

We may also use your information to help us manage and plan services to ensure everyone has access to high quality healthcare. This is called secondary uses and only uses totally anonymised data.  This means that we remove any aspect of the referral information that could identify an individual. Some of the things that we might use this anonymised information for includes:

  • using information about treatment to ensure services meet the needs of patients for the future
  • 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

The information we process is collected on the basis that is necessary for your care, and we collect sensitive (health care information) in order to meet these requirements.  When considering the new EU data regulations (known as General Data Protection Regulations, or GDPR) the lawful basis for data collection is Article 6 (1) f and Article 9 (2) h.

Cookies

Cookies are text files that are placed on your computer to collect standard information and visitor behaviour.  This helps us improve our website and make sure that the all the information is organised in an appropriate way.

You can find out more about cookies by visiting www.aboutcookies.org

You can set your browser not to accept cookies and the above website will show you how to remove any cookies that are already on your computer. In a few cases, some parts of our website (but not the referrals application which does not use cookies at all) may not function as expected – for example we store the area that you are accessing.

Record retention

We only keep your data as long as we need to.  This is longer than most services as we need to comply with the law and the NHS medical records management guidelines. There is useful information on how long we are required to keep your data on the NHS website here.

Marketing

We do not send your details to any other organisation other than those service providers who provide your direct care, for example Hospitals and Primary Care services and then only to meet the minimum requirements of the referral process.

Other websites

Our website links to other websites, such as NICE, NHS Digital etc. This privacy policy only applies to this website – so if you visit other sites you should check their privacy policies as they may differ from this one.

How to contact us

Please contact us if you have any questions about our privacy policy or information that we hold about you.  You can find all our contact details on this page.

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 General Data Protection Regulations 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 General Data Protection Regulations. 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 General Data Protection Regulations 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 ‘Subject Access Request‘.  If you want to see information on your dental referrals then you can find our how to do this here. Under the new regulations there is no charge for us to supply this information to you.  If you are interested in Freedom of Information requests, you can learn more about these here.

Its important to note that we don’t hold your dental records just information that your dentist has provided to refer you to other services.

When requesting your personal information from us, you should include the following information:

  • your full name, address and contact telephone number;
  • the URN number of the referral or referrals you are interested in
  • details of the specific information you require and any relevant dates

You also have the right to ask about any logic involved in any automated decisions made about you. The dental referral service does not use any automated decision making processes in how you access care.

Please email this information to us using our secure email – d.referrals@nhs.net or you can post it to us at the address below.  Please tell us how you would like us to send the information to you – using email or post.  Both carry risks, so consider who else may have access your email or your post.

Subject Access Request Manager
Dental Referral Management Centre
6 The Offices, Stannian Fold,
Lymm, Warrington
WA13 9AB

For more detailed information

If you would like to know more about how we use your information, your rights under the General Data Protection Regulations, or if you would like to limit your information being used in this way, you can contact us at d.referrals@nhs.net or speak to your local patient experience team at www.pals.nhs.uk

Changes to our privacy policy

We keep this privacy policy under regular review and we will place any updates on this webpage. The privacy policy was last updated on the 8th March 2018.

 

Area: Central Midlands | Cheshire & Merseyside | East Anglia and Essex | Greater Manchester | Lancashire | Ops Manager | Thames Valley | Yorkshire & Humber

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