Privacy Policy
Privacy Notice
Updated November 2025
Arnold Dental Care aims to meet the requirements of the Data Protection Act 2018, the
United Kingdom General Data Protection Regulations (UK GDPR), the guidelines on the
Information Commissioner’s (ICO) website, and our professional guidelines
This privacy notice explains how we process the information of our staff it covers:
Applicants, employees, and workers, including agency, casual and contracted staff,
volunteers, apprentices and work experience placements
The data controller is the practice owner Riten Patel and the Information Governance Lead is Kelly Holland.
If you have an enquiry or request, please contact the Information Governance Lead, Kelly Holland.
Email: practicemanager@arnolddentalcare.co.uk
Phone: 0115 9670850
This privacy notice is also available on the practice website at www.arnolddentalcare.com or
a hard copy can be requested from the practice by emailing or calling directly on 01159670850.
The personal data we can process includes:
Name
Address, contact details,
gender, pronoun preferences,
date of birth, nationality
NHS number
Medical history, dental history, family medical history
Family contact details, emergency contact details
Marital status, information about care needs, doctors details
Financial details
Treatment plans, consent, X-rays, clinical photographs, digital scans and study
models
Appointment dates
Details of complaints
CCTV recordings
We may also process more sensitive category data including:
Ethnicity, race, religion
Health records, sex life information, or sexual orientation
Privacy Notice for Patients
The reasons we process the data include:
a. To fulfil our contract with you
b. To maintain a contemporaneous clinical record
c. To discuss treatment options
d. To provide dental prevention and oral health advice
e. To ensure any medication we provide is suitable
f. To modify treatments based on individual needs
g. To meet our obligations under the Equality Act 2010
h. To carry out financial transactions
i. To manage appointments, recall arrangements, and send reminders
j. To communicate with your next of kin in an emergency
k. To communicate with parents or carers about the person being cared for
l. To refer to other dentists, doctors, or health care professionals as required
m. For debt recovery
n. To continually improve the care and service that you receive from us
o. To assist with safeguarding or public protection concerns
p. To assist with dealing with queries, complaints or claims
5. Lawful basis (Personal Data)
Our lawful basis for processing data:
a. A legitimate interest to provide evidence-based dental care to patients safely and
effectively
b. Consent of the data subject
c. To comply with our legal obligations
6. Lawful basis (special category data)
Our Article 9 conditions for processing special category data:
a. Processing is necessary for ethical and professional healthcare purposes
b. Processing is necessary to monitor and assess the quality of opportunity or
treatment between different groups
c. Consent of the data subject
7. Data protection rights
You have the following personal data rights:
a. The right of access – you can ask for a copy of the data we hold about you. We do not
usually charge you for copies of your information; if we charge you, we will explain why
b. The right to rectification – you can ask us to correct or delete information if it is
inaccurate or incomplete. If we have disclosed that information to a third party, we will
let them know about the change
c. The right to erasure – you can ask us to delete your personal data. For legal reasons, we
may be unable to erase certain information (for example, information about your dental treatment). However, we can, if you ask us, delete some contact details and other non-
clinical information
d. The right to restrict processing – you can ask us to limit how we use your personal data.
For example, stop sending you appointment reminders, or information about our
services
e. The right to data portability – you can ask us to transfer your personal data to someone
else. For example, supplying your information electronically to another dentist
f. The right to withdraw consent – you can withdraw your consent to the processing of
your personal data at any time. For example, even when you have given us consent to
send you marketing information, you may withdraw that consent
8. Where we get your personal information from
We obtain your 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, from family members or carers, and when another
healthcare provider refers you for treatment at our practice
We also use CCTV to:
Protect the practice premises and property
Increase the safety of patients, staff and visitors
Deter criminal activity and anti-social behaviour
Assist in the apprehension, identification and prosecution of offenders (if required)
Provide evidence to a court or tribunal (if required)
9. How long we keep information
We minimise the data that we keep, and do not keep it for longer than necessary
We keep your records for 11 years after the date of your last visit to the practice or until you
reach the age of 25, whichever is longer. At your request, we will delete non-essential
information (for example, some contact details) before the end of this period
Images captured with CCTV will be kept and destroyed securely after 3 months, unless they
are needed for longer due to ongoing investigation, legal proceedings or regulatory
compliance
10. How we store information
We store your personal information securely on our practice computer system. Only those
working at the practice have access to your information. They understand their legal
responsibility to maintain confidentiality and follow practice procedures to ensure this.
We take precautions to ensure the security of the practice premises, the practice filing
systems and computers
Privacy Notice for Patients
We use high-quality specialist dental software to record and use your personal information
safely and effectively. Our computer system has a secure audit trail, and we back up
information routinely
11. Sharing information
To provide you with appropriate care, we might need to share some personal data with the
following; however, only the minimum information required will be shared:
a. Another dentist or healthcare professional who is caring for you
b. Your GP or consultant
c. A laboratory
d. NHS payment authorities
e. The Inland Revenue
f. The Benefits Agency, if you are claiming exemption or remission from NHS charges
g. A private dental scheme, if you are a member
h. Safeguarding organisations
12. Sharing CCTV recordings
When using or processing CCTV recordings, we will respect the legal rights of the individuals
shown in them. We will not share images or recordings, except in the following
circumstances:
a. If requested by the local authority, police or courts for the investigation, prevention or
prosecution of anti-social behaviour or criminal activity
b. For bringing or defending a legal claim
c. To comply with a police warrant or an order given by a court or tribunal
13. Duty of Confidentiality
Exceptional circumstances might override the duty to maintain confidentiality. We will
inform you of requests to share personal information where possible. The decision to
disclose information will only be taken by senior staff. Examples include:
a. Situations where there is a serious public health risk, or risk of harm to other individuals
b. Where information is required by the police to prevent or detect crime or to apprehend
or prosecute offenders (if not providing the information would prejudice these
purposes)
c. In response to a court order
d. To enable a dentist to persue a legal claim against a patient
14. National Data Opt Out
Whenever you use a health or care service, important information about you is collected in a
patient record for that service. Collecting this information helps ensure you get the best
possible care and treatment. The information collected about you can also be used and
provided to other organisations for purposes beyond your care, for instance, help with:
Improving the quality and standards of care provided
Privacy Notice for Patients
Research into the development of new treatments
Preventing illnesses and diseases
Monitoring safety
Planning services
This may only occur when there is a clear and legal basis for using this information. All these
uses help to provide better health and care for you, your family and future generations
If you are happy with this use of information, you do not need to do anything. To find out
more or to register your choice to opt-out, please visit www.nhs.uk/your-nhs-data-matters.
If you chose to opt-out, your confidential patient information will still be used to support
your care
15. How to complain
If you have any comments, suggestions, or complaints about how we use your data, you can
contact us using the details at the top of this privacy notice.
If you remain unhappy with our response, or feel unable to discuss it with the practice, you
can contact the Information Commissioners’ Office (ICO) on 0303 123 1113 or by visiting
https://www.ico.org.uk/make-a-complaint
16. Review and revision
This privacy notice is reviewed annually and updated to ensure its effectiveness; and
compliance with current regulations, guidance and standards. It is also important to note
that the personal information we hold about you is accurate and up to date. Please let us
know if your information changes during your working relationship with us
Privacy Notice for Children
The practice keeps records of your name, address, date of birth, and any health problems, as well as
details of your dental treatment and family. We keep this information to provide you with the best
dental care. Your personal information is kept confidential and secure
We only use your personal information to provide the best dental care and send you reminders
We only pass your personal information to another dentist, doctor or hospital if you have a problem
that requires their special skills and need to see them. We will not give your information to anyone
else unless the law allows us to, or we need to provide it for legal reasons
If you leave the practice, we stop using your information, but we will keep in confidential and secure
until you are 25 years old (or 26 years old if you were 17 when your last treatment ended), or for 11
years after the completion of treatment, whichever is longer
We will then review if and when we can delete it. You can always ask for a copy of the information
we hold for you; we can transfer it to another dentist or doctor at your request, and you can ask us
to stop using your personal information to send letters or contact you in other ways if you are no
longer a patient at the practice
We also use CCTV (cameras) for several important reasons:
To keep the practice safe and protect our things
To make sure everyone – patients, staff and visitors – are safe
To stop bad behaviour or crimes from happening
To help find and catch people who might have broken the law
To help in court if we need to show proof
The pictures and videos from the CCTV (cameras) are private. We make sure to protect everyone’s
rights and will not share them unless:
The local police or courts ask for them to help with an investigation to catch someone doing
something wrong
When you reach 18, the Privacy Notice about how we process your personal information will change
to the adult version (this can be found on our website)
If you would like a copy of the information that we hold about you, or if you have any other
enquiries, such as correcting an error in your information or providing a copy of your information to
someone else, please contact
Kelly Holland (Information Governance Lead)
Arnold Dental Care
159 Front Street Arnold Nottingham. NG5 7EE
practicemanager@arnolddentalcare.com.uk
01159670850