Introduction

Why Confidentiality Matters

When you choose us for your dental care, you should feel confident that your personal details remain private. Safeguarding patient information ensures:

• Respect for your dignity and rights.
• Confidence that your care will not be compromised by disclosure.
• Protection from unauthorised use of sensitive information.

Our confidentiality policy applies to every team member, from clinical staff to administrative personnel, and is reinforced by contractual agreements.

Our Commitment to You

We comply fully with the General Dental Council’s Standards for Dental Professionals, which require practitioners to protect patient information at all times. In practice, this means:

• Using your information solely for the purpose it was given.
• Preventing accidental or unauthorised disclosure.
• Limiting access strictly to staff involved in your care.
• Only sharing details with your explicit consent, unless an exceptional circumstance requires otherwise.

How We Protect Your Information

We use secure systems and processes to ensure your records remain safe. Some of the safeguards include:

• Secure storage of physical and digital files
• Encrypted communication systems.
• No discussion of patient details in public or non-clinical areas.
• No release of appointment details to employers, schools, or third parties without your request.
• No leaving of sensitive voicemails unless you have authorised this.
• All correspondence, such as recall reminders, sent in sealed envelopes.

Situations Where Information May Be Shared

In very limited circumstances, disclosure of information may be required:

• When you have provided informed consent.
• When minimal information is needed for referrals, consultations, or specialist input.
• For training or teaching purposes, only with your permission and ensuring anonymity.
• If required by law, such as a court order.
• When, in rare cases, your dentist believes disclosure is necessary to protect your health or the wider public interest.

In such cases, we will always explain what information may be released, why it is necessary, and what the possible consequences are.

Accessing Your Records

As a patient, you have a legal right to see the information we hold about you. This includes:

• Medical and dental history.
• Clinical notes and examination records.
• Radiographs and scans.
• Clinical photographs and diagnostic models.
• Treatment plans, referrals, and reports.

You may request access at any time, and we will provide it within four weeks. Records can be reviewed in person with your dentist, and copies can be supplied.

• Printed copies: £15 fee.
• Electronic copies: free of charge.

Costs and Administrative Details

There is no cost for storing or maintaining your records securely—it is part of our duty of care. The only applicable charges are for printed record requests, which cover administration and photocopying. Electronic requests are provided free.

Aftercare of Confidentiality

Our responsibility does not end once your treatment is complete. Your records remain confidential and securely stored for the legally required period. Even when archived, data is managed under the same strict policy.

Who Can See Your Information

Only members of our clinical and administrative team directly involved in your care will have access to your information. No one else is authorised to view your records or make decisions about disclosure. If information ever needs to be shared externally, your dentist—not other team members—will manage this process.

Alternatives and Options

Patients concerned about how their information is handled may:

• Request restrictions on how we contact them (e.g., no phone calls, no voicemails).
• Opt for email correspondence where appropriate.
• Review records in person without requesting copies.

If you have specific privacy needs, we encourage you to discuss them with us so we can adapt our approach.

Frequently Asked Questions

• Will you share my details with my employer or school?

  No. We will never disclose attendance, appointments, or treatment details to employers, schools, or other third parties without your permission.

• Can my records be used for training purposes?

  Only if you agree. If so, identifying details will always be removed.

• What happens if there is a court order?

  If instructed by a judge, we are legally required to release information. Even then, only the minimum necessary details will be disclosed.

• How long do you keep my records?

  Records are securely stored for the legally required period. After this, they are disposed of safely and confidentially.

• What if I believe my information has been misused?

  You can raise concerns directly with the practice manager or the clinic owner. Complaints will be investigated thoroughly, and corrective action taken where necessary.

Suitability of This Policy

This policy applies to every patient, regardless of age, treatment type, or background. Whether you attend for routine care or specialist treatment, your privacy is always protected.