Privacy Policy

Privacy Policy

This page explains how High Street Dental Care uses and protects personal information. It includes:

  • Privacy Notice for Patients
  • National Data Opt-Out (England)
  • Processing of Staff and Candidates’ Information
  • Privacy Notice for Children

Privacy Notice for Patients

1. Purpose

High Street Dental Care Limited 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, and our professional guidelines and requirements.

This privacy notice describes the type of personal information we hold, why we keep it, and what we do with it.

2. Registered Name

The data controller is Stefan Kaczmarczyk.

3. Contact Details

If you have an enquiry or request, please contact Amanda Braithwaite:

High Street Dental Care
12 High Street,
Melton Mowbray,
Leicestershire,
LE13 0TR

Email: info@highstdentalcare.co.uk
Phone: 01664 562092

This privacy notice is also available on the practice website at www.highstdentalcare.co.uk. A hard copy can be requested by emailing or calling the practice.

4. What Information We Collect, Use, and Why

The personal data we 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, financial details, doctor’s details, treatment plans, consent, X-rays, clinical photographs, digital scans, study models, appointment dates, details of complaints, call recordings and CCTV recordings.

We may also process more sensitive special category data, including:

Ethnicity, race, religion, health records, sex life information, or sexual orientation.

The reasons we process the data include:

  • To fulfil our contract with you
  • To maintain a contemporaneous clinical record
  • To discuss treatment options
  • To provide dental prevention and oral health advice
  • To ensure any medication we prescribe is suitable
  • To modify treatments based on individual needs
  • To meet our obligations under the Equality Act 2010
  • To carry out financial transactions
  • To manage appointments, recall arrangements and send reminders
  • To communicate with your next of kin in an emergency
  • To communicate with parents or carers about the person being cared for
  • To refer to other dentists, doctors and health professionals as required
  • For debt recovery
  • To continually improve the care and service you receive from us
  • To assist with safeguarding or public protection concerns
  • To assist with dealing with queries, complaints or claims

5. Lawful Basis (Personal Data)

  • A legitimate interest to provide evidence-based dental care to patients safely and effectively
  • Consent of the data subject
  • To comply with our legal obligations

6. Lawful Basis (Special Category Data)

  • Processing is necessary for ethical and professional health care purposes
  • Processing is necessary to monitor and assess the quality of opportunity or treatment between different groups
  • Consent of the data subject

7. Data Protection Rights

You have the following personal data rights:

  • Right of access: You can ask for a copy of the data we hold about you. We do not usually charge for copies; if a fee applies, we will explain why.
  • 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 where required.
  • 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 delete some contact details and other non-clinical information on request.
  • Right to restrict processing: You can ask us to limit how we use your personal data (for example, to stop appointment reminders or non-essential communications).
  • Right to data portability: You can ask us to transfer your personal data to someone else, such as another dentist, where applicable.
  • Right to withdraw consent: You can withdraw your consent at any time (for example, consent to receive marketing communications).

8. Where We Get 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.

9. CCTV

We 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)

10. 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 a minimum of 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 where appropriate.

CCTV retention: Images captured with CCTV will be kept and destroyed securely after 6 months unless they are needed for longer due to an ongoing investigation, legal proceedings, or regulatory compliance.

11. How We Store Information

We store your personal information securely on our practice computer system and in a manual filing system. Only authorised staff have access to your information. Staff 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, filing systems and computers. We use high-quality specialist dental software with a secure audit trail, and we back up information routinely.

12. Sharing Information

To provide you with appropriate care, we might need to share personal data with the following. Only the minimum information required will be shared:

  • Another dentist or another health professional who is caring for you
  • Your GP or consultant
  • A laboratory
  • NHS payment authorities
  • The Inland Revenue
  • The Benefits Agency, if you are claiming exemption or remission from NHS charges
  • A private dental scheme, if you are a member
  • Safeguarding organisations

13. 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:

  • If requested by the local authority, police or courts for the investigation, prevention or prosecution of anti-social behaviour or criminal activity
  • For bringing or defending a legal claim
  • To comply with a police warrant or an order given by a court or tribunal

14. 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:

  • Situations where there is a serious public health risk or risk of harm to other individuals
  • When 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)
  • In response to a court order
  • To enable a dentist to pursue a legal claim against a patient

15. NHS Required: 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 to ensure you get the best possible care and treatment.

Information from patient records may also be used for purposes beyond your individual care, such as improving the quality of care, research, monitoring safety, and planning services, where there is a clear legal basis.

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 choose to opt out, your confidential patient information will still be used to support your individual care.

16. How to Complain

If you have any comments, suggestions, or complaints about how we use your data, you can contact us using the contact details above.

If you remain unhappy with our response or feel unable to discuss it with the practice, you can contact the Information Commissioner’s Office (ICO) on 0303 123 1113 or via www.ico.org.uk/make-a-complaint.

17. Review and Revision

This privacy notice is reviewed annually and updated to ensure its effectiveness and compliance with current regulations, guidance, and standards.

Last updated: 15 January 2026

Data Opt-Out Policy (England)

How the NHS and Care Services Use Your Information

High Street Dental Care 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.

To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters. On this page you will be able to:

  • See what is meant by confidential patient information
  • Find examples of when confidential patient information is used for individual care and when it is used beyond individual care
  • Find out more about the benefits of sharing data
  • Understand more about who uses the data
  • Find out how your data is protected
  • View, set or change your opt-out setting
  • Find the contact telephone number to set/change your opt-out by phone
  • See the situations where the opt-out will not apply

You can also find out more about how patient information is used at:

You can change your mind about your choice at any time.

Data being used or shared for purposes beyond individual care does not include sharing with insurance companies or use for marketing purposes. Data would only be used in this way with your specific agreement.

NHS 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 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.

Processing of Staff and Candidates’ Information

This section explains how High Street Dental Care processes the information of staff and applicants for job roles within the practice.

What Data Do We Hold?

To provide a safe and professional service, we need to keep certain records about our team members. We may record the following types of data:

  • Basic details and contact information (e.g. name, address, date of birth, National Insurance number, next of kin)
  • Financial details (e.g. payroll information, pension, tax and insurance details)
  • Training records

We also record the following data which is classified as “special category”:

  • Health and social care data (where necessary), such as fit notes or information needed for statutory maternity/paternity pay
  • With your permission, data about race, ethnic origin, sexual orientation, or religion

As part of your engagement with the practice, you may be required to undergo a Criminal Record Check. This information is not kept for longer than is necessary—usually no more than 6 months following the recruitment decision—unless a dispute is raised or, in exceptional circumstances, longer retention is required.

Why Do We Hold This Data?

We require this data to contact you, pay you and ensure you receive the training and support you need to perform your role. We must have a lawful basis for processing your personal data.

We process your data because:

  • We have a legal obligation under UK employment law
  • We have a legitimate interest for operational, administrative, HR and recruitment purposes (e.g. training administration, emergency planning, managing the employment relationship)
  • We are required to provide data to regulators such as the CQC and NHS as part of public interest obligations
  • We are required to do so in the performance of another public task
  • We process special category data where necessary (e.g. sick pay or maternity pay)
  • Criminal records data may be processed where required by law for the role, in line with the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975
  • We may also process your data with your consent, where applicable. Where we request consent, we will provide a clear choice and explain how to withdraw consent.

Where Do We Collect Your Data From?

As your employer we need to receive specific data about you. This is collected from or shared with:

  • You or your legal representative(s)
  • Third parties (e.g. references from previous employers)

We collect data face to face, via phone, via email, via our website, via post, and/or via application forms.

How Do We Share Your Data?

Third parties are organisations we have a legal reason to share your data with. These include:

  • HMRC
  • Pension and healthcare schemes (please contact Amanda Braithwaite for details)
  • External payroll provider
  • Organisations we are legally obliged to share information with (e.g. safeguarding bodies, the CQC)
  • The police or other law enforcement agencies where required by law or a court order

How Long Do We Hold Your Data?

The retention period for staff records is 6 years. Certain information may lawfully be kept for longer. Team members should refer to Record Retention (M 215) for further details on how the practice keeps and disposes of staff data.

Application forms and interview notes for unsuccessful candidates are kept for one year.

Your Rights

As an individual you have certain rights regarding our processing of your personal data, including the right to lodge a complaint with the Information Commissioner’s Office (ICO). For more information on your rights, please refer to the ICO website.

You can request a copy of your personal file by contacting Amanda Braithwaite.

Last updated: 8 May 2025

Privacy Notice for Children

At High Street Dental Care, we keep records about you so we can look after your teeth properly. This includes your name, address, date of birth, any health problems, and details about your dental treatment and family.

We keep this information to give you the best possible dental care. Your personal information is kept private and secure.

We only use your information to:

  • Provide your dental care
  • Send you reminders about your appointments

We only share your information with another dentist, doctor, or hospital if you need special care or treatment. 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 will stop using your information, but we will keep it confidential and secure until you are 25 years old (or 26 years old if you were 17 when your last treatment ended), or for at least 11 years after your treatment finishes – 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 about you. We can transfer it to another dentist or doctor if you ask us to. You can also 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.

CCTV (Cameras)

We also use CCTV (cameras) in the practice for several important reasons:

  • To keep the practice safe and protect our property
  • To make sure everyone – patients, staff, and visitors – is safe
  • To prevent bad behaviour or crimes
  • To help find and identify people who may have broken the law
  • To provide evidence if needed in court

The pictures and videos from our CCTV are private. We protect everyone’s rights and will not share them unless the police or courts ask for them to help with an investigation or legal case.

When You Turn 18

When you reach 18 years old, the Privacy Notice about how we use your personal information will change to the adult version. This can be found on our website.

Contact Us

If you would like a copy of the information we hold about you, or if you have any other questions (such as correcting a mistake in your information or sharing your information with someone else), please contact:

High Street Dental Care
12 High Street,
Melton Mowbray,
Leicestershire,
LE13 0TR

Email: info@highstdentalcare.co.uk
Phone: 01664 562092

Last updated: 12 January 2026