Introduction
This privacy notice explains how Northgate Dental uses and protects any information you provide when joining our practice. We are committed to complying with:
- The General Data Protection Regulation (GDPR)
- The Data Protection Act 2018
- GDC, NHS, and other relevant standards
Data Protection Lead: Wiktoria Mirga
What Information Do We Collect?
We may collect and store the following types of personal data:
- Personal details: name, address, date of birth, phone number, email address
- NHS details: NHS number, healthcare entitlement and exemption status (if applicable)
- Family/emergency contact details
- Medical history and GP details
- Dental history including x-rays, photographs, treatment records and prices
- Notes of conversations/incidents
- Consent and permission records
- Correspondence with other healthcare professionals (e.g. referrals)
- Financial information relating to treatment
- Details of any complaints made
Why Do We Collect This Information?
We collect personal data to:
- Provide safe and appropriate dental care and treatment
- Maintain accurate patient and treatment records
- Manage and administer NHS dental care (where applicable)
Our Legal Basis for Processing Your Data
Under UK GDPR, our legal bases include:
- Consent
- Legitimate interest: Processing is necessary for providing care and for legal defence
- Special category data (health records): Processed under Article 9 GDPR (f, h) – legal claims and health/social care provision
How Is Your Information Used and Shared?
Your personal data may be securely shared when necessary with:
- Other healthcare professionals (e.g. referrals, lab work, GP)
- NHS bodies (if NHS treatment is involved)
- Dental payment plans or insurers
- Regulatory or legal bodies (e.g. GDC, CQC, HIW, HIS, RQIA)
We will only share your information securely and where required by law or regulation.
Data Storage and Security
Your information is stored securely at the practice:
- [In paper form]
- [On protected computer systems]
- Backed up regularly and may be stored securely off-site
Data Retention Periods
We are required to retain your dental records, x-rays, and models for a minimum of 11 years, or:
- Children: Until age 25 or for 11 years — whichever is longer
- NHS PR forms (payment exemptions): minimum 2 years
We follow a retention schedule outlining all required timeframes. These may change based on legal or business needs.
Your Rights Under GDPR
You have the right to:
- Access – Request a copy of the data we hold about you
- Rectification – Request correction of inaccurate/incomplete information
- Erasure – Request deletion (note: legal obligations may prevent complete erasure)
- Restriction – Limit certain uses (e.g. reminders, marketing)
- Portability – Transfer your data to another provider
To exercise your rights, please contact the practice directly.
Concerns and Complaints
If you have any concerns about how your data is handled:
- Speak to your dentist or a team member
- Contact our Data Protection Lead – Wiktoria Mirga
- Contact the Information Commissioner
- Website: www.wakefield-dentist.co.uk
- Phone: 01924 948 909
- Address: 15 Northgate, Wakefield, WF1 1HD
Children’s Privacy Notice
This section outlines how we handle children’s information specifically.
What Data Do We Hold?
- Personal and contact details
- Medical history and GP information
- Dental treatment details and plans
- Notes of conversations or relevant incidents
- Referrals to other healthcare professionals
Why Is It Collected?
- To provide safe and appropriate dental care
- To maintain accurate treatment records
- To fulfil NHS administrative requirements (if applicable)
Data Sharing
We only share your information with healthcare providers involved in your care (e.g. orthodontist, GP).
We do not share children’s data with anyone else unless legally required.
Storage & Retention
- Data is stored securely [on paper / electronically]
- Children’s dental records are kept for 11 years or until age 25, whichever is longer
Concerns
Contact the practice or our Data Protection Lead with concerns, or speak to the ICO directly.
Date Published: 28/07/2025