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Privacy & GDPR

Cherry Hinton Dental Centre understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Registered address: 39b High Street, Cherry Hinton, Cambridge. CB1 9HX

Data Protection Lead: Dr Yejide Funmi Sijuwade, BDS (Lagos), MSc (Manchester)

Email address:

Telephone number: 01223 414 844

What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.


​The practice 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 as well as our professional guidelines and requirements.
the Information Governance Lead is Yejide Funmi Sijuwade who is also the Data Protection Officer.
This Privacy Notice is available by email if you contact by calling
01223 414844
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 and examples of data we process are:
▪ Personal data for the provision of dental health care
▪ Personal data for the purposes of providing treatment plans, recall appointments, reminders or
▪ Personal data such as details of family members for the provision of health care to children or for
emergency contact details
▪ Personal data for the purposes of employed and self-employed team members employment and
engagement respective
▪ Personal data for the purposes of direct mail/email/text/ to inform you of important
announcements or about new treatments or services
▪ Personal data - IP addresses so that we can understand our patients better and inform our
marketing approach as well as improve the web site experience
▪ Special category data including health records for the purposes of the delivery of health care and
meeting our legal obligations
▪ Special category data including health records
▪ Special category data to meet the requirements of the Equality Act 2010
▪ Special category data details of criminal record checks for employees and contracted team
We minimise the data that we keep, and do not keep it for longer than necessary.
We never pass your personal details to a third party unless we have a contract for them 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 individual’s permission before the
referral is made and the personal data is shared.
▪ Personal data is stored in the UK or EU whether in digital or hard copy format
▪ Personal data is stored outside of the UK and/or EU in digital format when suitable safeguards
have been put in place to allow personal data to be transferred
▪ Personal data is obtained when a patient joins the practice, when a patient is referred to the
practice and when a patient subscribes to an email list

For full details or where your data is stored, please ask to see Information Governance Procedures
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We have established the following lawful bases for processing your data:
Our lawful bases for processing personal data:
▪ The legitimate interests of the dental practice
▪ Processing is necessary for the performance of a contract with the data subject or to take steps to
enter into a contract
▪ Consent of the data subject
▪ To comply with our legal obligations
Our Article 9 conditions for processing special category data:
▪ Processing is necessary for health care purposes
▪ Processing 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 your contemporaneous clinical records
▪ To provide you with dental treatment, prevention and oral health advice
▪ To carry out financial transactions with you
▪ 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 or the practice
▪ 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 you to other dentists or doctors and 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 we process 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.

The retention period for special data in patient records is a minimum of 11 years and may be longer for
complex records or to meet our legal requirements. The retention period for other personal data is 2
years after it was last processed. Details of retention periods are available in the Record Retention
procedure available from the practice.

We obtain your personal details when you enquire about our care and service, when you join the
practice, when you subscribe to our newsletter or register online, when you complete a registration or
medical history form and when another practitioner refers you for treatment at our practice.
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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 copy of the data we hold about you. Generally, we will not charge
for this service
▪ The right to rectification - to correct the data we have if it is inaccurate or incomplete
▪ The right to deletion of your personal data (clinical records must be retained for a certain time
▪ The right to restrictprocessing 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 our Information Governance Procedures or at the
Information Commissioner’s website. Here are some practical examples of your rights:
▪ If you are a patient of the practice, you have the right to withdraw consent for important
notifications, newsletters, surveys or marketing. You can inform us to correct errors in your
personal details or withdraw consent from communication methods such as telephone, email or
text. You have the right to obtain a free copy of your patient records within one 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 within one 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 Impact Assessment in Sensitive Information Map, PIA and Risk Assessment
and you can request a copy from the details below. The details of how we ensure security of personal
data is in our Security Risk Assessment and Information Governance Procedures.
Comments, suggestions and complaints
Please contact the IG Lead at the practice for a comment, suggestion or a complaint about your data
processing at, or 01223 414844 or by writing to or visiting the practice at
39B High Street, Cherry Hinton, Cambridge, Cambridgeshire, CB1 9HX. We take complaints very
If you are unhappy with our response or if you need any advice you should contact the Information
Commissioner’s Office (ICO). Their 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’s misused personal data.
You can also visit their website for information on how to make a data protection complaint.
Related practice procedures

You can also use these contact details to request copies of the following practice policies or procedures:
▪ Data Protection and Information Security Policy, Consent Policy
▪ Sensitive Information Map, PIA and Risk Assessment, Information Governance Procedures,
Record Retention.

If you have an enquiry or a request, please contact the Information Governance Lead: Yejide Funmi
Cherry Hinton Dental Centre,
Phone: 01223 414844.

Thank you.

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Data Opt-Out Policy
How the NHS and care services use your information
Cherry Hinton Dental Centre 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 & 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. 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 your 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 isn’t needed.
You have a choice about whether you want your confidential patient information to be used in 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.
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 would only be used in this way with
your specific agreement.
Health and care organisations must have systems and processes in place so they can be compliant with
the 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 are compliant with the policy

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Privacy & GDPR

Complaints Procedure

It is our aim to always have satisfied patients, to meet your expectations of care and service and to resolve any complaints as efficiently, effectively and politely as possible. We take complaints very seriously, investigating them in a full and fair way and take great care to protect your confidentiality. We learn from complaints to improve our care and service. We will never discriminate against patients who have made a complaint and we will be happy to answer any questions you may have about this procedure.


If you are not entirely satisfied with any aspect of our care or service, please let us know as soon as possible to allow us to address your concerns promptly. We accept complaints made verbally as well as written complaints.

Yejide Funmi Sijuwade is the Complaints Manager and will be your personal contact to assist you with any complaints. We aim to resolve verbal complaints within 24 hours where possible, but if you complain in writing the Complaints Manager will will send an acknowledgement letter within 3 working days and will aim to provide a full response in writing as soon as practical


You can send your complaints to 39B High Street, Cherry Hinton, Cambridge, Cambridgeshire, CB1 9HX, call us on 01223 414844 or email the Complaints Manager on


If the Complaints Manager is unavailable, we will take brief details about the complaint and will arrange for a meeting when it is suitable for you and the practice. We will keep comprehensive and confidential records of your complaint, which will be stored securely and only be accessible by those who need to know about your complaint. If the complaint investigation takes longer than anticipated, the Complaints Manager will contact you at least every ten working day to keep you informed of the reason for any delays, the progress of the investigation and the proposed date it will be completed.


When the investigation has been completed, you will be informed of its outcome in writing. We will make our response clear, addressing each of your concerns as best as we can. You will also be invited to a meeting to discuss the results and any practical solutions that we can offer to you. These solutions could include replacing treatment, refunding fees paid, referring you for specialist treatments or other solutions that meet your needs and resolve the complaint.


We regularly analyse patient complaints to learn from them and to improve our services. That’s why we always welcome your feedback, comments, suggestions and complaints. If you are dissatisfied with our response to a complaint you can take the matter further, please see the contacts below.


If you are dissatisfied with our response to a complaint you can contact the GDC private dental complaints service within 12 months of the treatment or within 12 months of becoming aware of the issue. Please see the contact details below.


Contacts GDC private dental complaints service can be contacted by calling 020 8253 0800 or visiting


You can also contact The Care Quality Commission (CQC) who regulates private dental care services in England by calling 03000 616161. They can take action against a service provider that is not meeting their standards


The General Dental Council is responsible for regulating all dental professionals. You can complain using their online form at contact them on or by calling 020 7167 6000.

Complaints Procedure

Care Quality Commission

We are regularly inspected by the Care Quality Commission. If you would like to share your experience of this dental practice with the Care Quality Commission, please click this link: CQC

Important Information
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