Your information

How we deal with your personal information


We know your information is important to you. So we feel that we should tell you what we do with your information and what it means to you. In order to do this, we have produced this leaflet to explain all aspects of your dental record at Diplomat Dental Practice, from how we collect information from you to how you can request a copy of your dental records.

Your records

To allow us to provide you with good care and treatment, we hold a dental health record for you. This contains information such as:

  • Appointments
  • Treatment and test results
  • Accurate clinical records in relation to your appointments
  • Personal details
  • Radiographs, clinical photographs, and study models

We need to keep comprehensive and accurate personal data about our patients in order to provide continuing high-quality dental care. If you are an NHS patient, we are required to keep clinical records as part of our obligations. The healthcare regulator, the Care Quality Commission, also checks to ensure records are kept.

How we use your information

We use the information we hold in your dental health record in the following ways:

We will retain your dental records while you are a patient and after you cease to be a patient, for at least eleven years or for children until age 25, whichever is longer.

Personal data about you is held in the practice’s computer system and in a manual filing system. The information is not accessible to the public and only authorised members of staff have access to it. Our computer systems are appropriately protected and are backed up routinely.


When you require care, it is often the case that several organisations will be involved in providing it. In order for us to provide you with safe and proper dental care, we may need to share your information with staff in other organisations such as:

  • your general medical practitioner
  • the hospital or community dental services
  • other health professionals caring for you
  • NHS payment authorities
  • The benefits agency, where you are claiming exemption or remission from NHS charges
  • private dental schemes of which you are a member

Sometimes it may be very important for your information to be shared in order to prevent you or someone else from coming to harm. We only share information in such situations where we have either spoken to you, or where it is vital to do so quickly, and we are unable to talk to you.

In certain circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by this code of practice will only occur when we have your specific consent.

All staff at the practice receive regular training and updates about how to handle your information and they are all bound by a legal duty to keep your information confidential.

Access to your medical records

You have the right to access the data that we hold about you and to receive a copy. Access may be obtained by making a request in writing to your practice and the payment fee for access of up to £10.00 (for records held on computer) or £50.00 (for those held manually or for computer-held records with non-computer radiographs). We will provide a copy of the record within 40 days of receipt of the request and fee (where payable) and an explanation of your record should you require it.

Keeping us up to date

It is important that we have up-to-date information about you. Out-of-date or wrong information could lead to mistakes being made with your dental care. If any of your circumstances change, please tell us immediately. On occasion, we will ask you to confirm your details so we have up-to-date records. If you are unable to provide us with up-to-date details, we may ask people who accompany you, such as relatives.

We will, with your permission, maintain email address and mobile phone number information to assist us in providing appointment booking services.

Questions and issues

If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this leaflet, please discuss the matter with your dentist. You have the right to object, but this may affect our ability to provide you with dental care.

1. Everyone that works at this dental practice has a legal duty to keep information about you confidential.

2. We need to collect information from you to help us deliver your dental treatment safely. That is why we need to ask you about your past and current medical status, what medications you may be taking, who your doctor is, and if you have any known allergies.

3. It is necessary to keep notes about your dental treatment so we know what treatment options were given to you including the risks and benefits of each treatment, what treatment you have consented to costs and quotes given, and if radiographs, photographs, or study models were taken. It is also very useful to look at your dental history when making clinical decisions about your dental care.

4. We will not share your personal or medical information unless we are referring you for other dental services, orthodontic services, or other relevant healthcare providers.