Privacy Policy
Newnham Dental Practice
14 Newnham St, Newnham, Ely, Cambridgeshire, CB7 4PE, UK
Phone: 01353 667200 | Email: info@newnhamdental.co.uk
Last updated: [insert date]
1. Introduction
Newnham Dental Practice (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, store and protect your personal data when you visit our website, contact us, or receive dental treatment from us, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We are registered with the Information Commissioner’s Office (ICO) as a data controller. [Insert ICO registration number]
2. Information We Collect
We may collect and process the following types of personal data:
Website visitors:
- Name, email address, phone number (via contact/enquiry forms)
- Messages or enquiries you submit
- Technical data (IP address, browser type, device information, pages visited) via cookies and analytics
Patients:
- Full name, date of birth, address, contact details
- Medical and dental history, treatment records, X-rays and clinical images
- Payment and billing information
- Referral information (if referred by another dentist)
- Emergency contact details
3. How We Use Your Information (Lawful Basis)
| Purpose | Lawful Basis |
|---|---|
| Providing dental treatment and clinical care | Consent / Vital interests / Contract |
| Maintaining patient clinical records | Legal obligation (CQC, GDC requirements) |
| Appointment booking and reminders | Contract / Legitimate interest |
| Responding to enquiries via our contact form | Consent / Legitimate interest |
| Billing and payment processing | Contract / Legal obligation |
| Referral coordination with other dentists/specialists | Consent / Vital interests |
| Website analytics and performance improvement | Legitimate interest / Consent (cookies) |
| Marketing communications (newsletters, offers) | Consent (opt-in only) |
| Complying with CQC, GDC and other regulatory requirements | Legal obligation |
As dental treatment involves health data (a “special category” of data under UK GDPR), we only process this with your explicit consent, or where necessary for the provision of healthcare, in line with Article 9(2)(h) of the UK GDPR.
4. How We Collect Your Information
- Directly from you (enquiry forms, phone calls, in-person consultations, registration forms)
- From referring dentists or specialists (with appropriate consent)
- Automatically through our website (cookies, analytics tools)
5. Sharing Your Information
We do not sell your personal data. We may share your information with:
- Specialist dentists, hygienists or clinicians involved in your treatment
- Dental laboratories (for items such as crowns, dentures, aligners)
- Referring or receiving dental practices (with consent)
- Regulatory bodies (Care Quality Commission, General Dental Council) where legally required
- IT, hosting and software providers who support our practice management systems (under data processing agreements)
- Payment processors for billing purposes
We will never share your data with third parties for marketing purposes without your explicit consent.
6. Data Retention
We retain patient clinical records in line with Department of Health and NHS/GDC guidance — typically a minimum of 11 years for adult patients, and until a child patient reaches 25 (or 26 if they were 17 at the conclusion of treatment). Website enquiry data not converted into a patient record is retained for no longer than [12 months] unless you request deletion sooner.
7. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request erasure of your data (subject to our legal obligation to retain clinical records)
- Restrict or object to processing
- Data portability
- Withdraw consent at any time (where processing is based on consent)
- Lodge a complaint with the ICO (ico.org.uk) if you believe your data has been mishandled
To exercise any of these rights, contact us at info@newnhamdental.co.uk or 01353 667200.
8. Cookies
Our website uses cookies to improve your browsing experience, analyse site traffic, and remember your preferences. You can control or disable cookies through your browser settings. For more detail, see our [Cookie Policy].
9. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure, including secure practice management software, restricted staff access, and encrypted data storage where applicable.
10. Children’s Data
Where we treat child patients, we process data with the consent of a parent or legal guardian, in accordance with safeguarding and GDC requirements.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in law or our practices. The latest version will always be available on this page, with the “last updated” date shown above.
12. Contact Us
If you have any questions about this Privacy Policy or how we handle your data:
Newnham Dental Practice
14 Newnham St, Newnham, Ely, Cambridgeshire, CB7 4PE, UK
Phone: 01353 667200
Email: info@newnhamdental.co.uk