Data Protection Act 2018
Patient Privacy Notice
At Manor Park Dental Practice, we are committed to protecting your personal information and respecting your privacy.
In order to provide you with safe and appropriate dental care and treatment, we need to collect and process personal and sensitive information about you.
This Privacy Notice explains what information we collect, how we use it, how it is stored, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who We Are
Manor Park Dental Practice is the data controller responsible for your personal information.
620 Romford Rd, London E12 5AQ
Telephone: 020 8478 1431
Information We Collect
We may collect and process the following information:
- Your name, date of birth, address, telephone number and email address
- NHS number where applicable
- Medical and dental history
- Clinical records and treatment notes
- X-rays, photographs, digital scans and study models
- Treatment plans and consent records
- Appointment history
- Correspondence with you or other healthcare professionals
- Details of payments and finance arrangements
- Complaints or feedback records
- Communication preferences including SMS, email and telephone reminders
How We Use Your Information
We use your information to:
- Provide dental care and treatment
- Maintain accurate clinical records
- Arrange and manage appointments
- Communicate with you about your care
- Process NHS and private dental claims
- Send appointment reminders and follow-up communications
- Meet legal, regulatory and professional obligations
- Respond to complaints, enquiries or requests
- Improve our services and patient experience
Lawful Basis for Processing
Under UK GDPR, we process your information under the following lawful bases:
- Provision of healthcare and medical treatment
- Compliance with legal and regulatory obligations
- Performance of a contract
- Legitimate interests
- Consent where required
Sensitive health information is processed only where necessary for the provision of dental care and compliance with healthcare obligations.
Sharing Your Information
Your information is normally used only by those working within the practice who are directly involved in your care or administration.
We may share your information where necessary with:
- Your GP or other healthcare professionals
- Hospitals or specialist referral services
- NHS payment authorities
- Dental laboratories
- Private dental schemes or finance providers
- Regulators, insurers or legal authorities where required by law
- IT and software providers supporting the operation of the practice
We only share the minimum necessary information required for the purpose intended.
Keeping Your Information Secure
We take appropriate technical and organisational measures to protect your information against unauthorised access, misuse, loss or disclosure.
Your information may be stored securely using:
- Password-protected dental software systems
- Secure cloud-based systems and backups
- Encrypted digital communications
- Restricted staff access controls
- Secure paper filing systems where applicable
All members of staff understand their responsibility to maintain confidentiality and comply with data protection requirements.
How Long We Keep Your Information
We retain dental records in accordance with NHS guidance, legal requirements and professional standards.
Adult records are generally retained for a minimum of 11 years after the last course of treatment.
Children’s records are normally retained until the patient reaches at least 25 years of age or longer where clinically necessary.
Your Rights
Under UK GDPR, you have the right to:
- Request access to the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Request restriction of processing in certain circumstances
- Object to certain types of processing
- Withdraw consent where consent is relied upon
- Request transfer of your records to another dental provider where applicable
- Make a complaint to the Information Commissioner’s Office (ICO)
Access to Your Records
You may request a copy of your personal information by contacting the practice in writing or by email.
In most circumstances, there is no charge for access requests unless requests are excessive, repetitive or unfounded.
If You Have Concerns
If you have any questions or concerns about how your information is handled, please contact the practice directly.
You also have the right to contact the Information Commissioner’s Office (ICO):
Changes to This Notice
We may update this Patient Privacy Notice from time to time to reflect legal, technical or operational changes.
Any updates will be published on this page.
Contact Us
Manor Park Dental Practice
620 Romford Rd
London
E12 5AQ
Telephone: 020 8478 1431
Last Updated: May 2026