Data protection and privacy notice for patients
When providing your dental care and treatment, we need to collect and use certain information about you and your health. In some cases, we may also receive relevant information from other healthcare providers involved in your care.
This privacy notice explains what personal information we hold, why we hold it and how it is used.
Information we hold and why
We only collect and use personal information where the law allows us to do so. Health information is used only when specific legal conditions are met.
Below is an overview of the information we hold, why we hold it and the lawful basis for doing so.
About us
Azure Dental Practice operates from:
121 Bawtry Road
Tinsley
Sheffield
S9 1UF
We are responsible for protecting the personal information we hold about you.
Mr Masud Choudhry is responsible for ensuring that patient information is kept secure. Access to your information is limited to dentists, dental professionals involved in your care and authorised reception staff responsible for practice administration.
Our Data Protection Officer and Practice Manager, Sarah Rafiq, ensures that the practice complies with data protection legislation and that personal information is collected, used, stored and disposed of responsibly.
You can contact our Data Protection Officer at:
📧 sheffield.azuredental@nhs.net
📞 0114 244 5278
Contact details
We may hold the following personal information:
- Full name
- Date of birth
- NHS number and National Insurance number
- Home address
- Telephone number
- Email address
This information allows us to provide appointments and deliver dental care under our contractual obligations to you. We also use contact details to send appointment reminders and recalls, which is necessary for your ongoing care and in the legitimate interests of both you and the practice.
Dental records
We hold clinical and administrative information relating to your dental care, including:
- Clinical records made by dentists and dental professionals
- X-rays, clinical photographs and digital scans
- Study models
- Medical and dental histories
- Treatment plans and consent records
- Notes of discussions about your care
- Appointment dates
- Details of complaints and how they were handled
- Correspondence with you and other healthcare professionals
This information is essential to discuss treatment options, provide appropriate care and maintain the quality and safety of the services we provide.
Financial information
We record details of fees charged, payments received and limited payment information. This information is required to meet our contractual and legal obligations.
Where dental care is provided under the NHS, statutory forms must be completed so that NHS payments can be processed. This is a legal requirement.
How we use your information
We require accurate and up-to-date information in order to provide safe and effective dental care.
Your information may be used to:
- Provide dental care and treatment
- Share relevant information with the NHS in connection with your treatment
- Contact you regarding appointments, recalls and follow-ups
- Carry out patient satisfaction surveys for quality assurance
- Inform you about services and treatments available at the practice
We will ask how you prefer to be contacted. Our usual methods are telephone, email or letter.
If we wish to use your information for dental research or education, we will discuss this with you first and obtain your consent. Where possible, information will be anonymised.
We use CCTV within the practice to support patient and staff safety. Please refer to our CCTV policy for further information.
Sharing your information
Your information is primarily used by staff within the practice. In some circumstances, it may be shared with:
- Your GP or other healthcare professionals
- Hospitals or community dental services
- Specialist dental or medical providers
- NHS payment authorities
- The Department for Work and Pensions (for exemption or remission claims)
- Dental laboratories
- Debt collection agencies
- Private dental schemes you are registered with
We only share information where necessary and limit it to the minimum required. Where possible, we will inform you in advance and provide details of the organisation receiving your information.
In certain circumstances, we may be required by law to share information with bodies such as HMRC, law enforcement or other government agencies.
National data opt-out
Azure Dental Practice works within the wider health and care system to improve patient care.
When you use health or care services, personal information is collected to support your treatment. This information may also be used for purposes beyond your individual care, such as:
- Improving care quality and standards
- Research into new treatments
- Preventing illness and disease
- Monitoring safety
- Planning health services
Where possible, this information is anonymised.
You can choose whether your confidential information is used in this way. If you are happy for your data to be used, you do not need to take any action. If you choose to opt out, your information will be used only to support your own care.
You can manage your preferences and find more information at:
https://www.nhs.uk/your-nhs-data-matters
Your information will never be shared with insurance companies or used for marketing without your explicit consent.
Keeping your information secure
Your personal information is stored securely within our practice systems. Access is restricted to authorised staff who understand their legal responsibility to maintain confidentiality.
We use secure practice management software with audit trails and routine data backups. Some information is stored using secure cloud services under strict contractual agreements that meet data protection standards.
Records are retained for 15 years from your last visit or until you reach the age of 25, whichever is longer. Non-essential information may be deleted earlier at your request.
Your rights
You have the right to:
- Access your personal information and receive a copy
- Request corrections to inaccurate or incomplete information
- Request deletion of certain non-clinical information
- Restrict or object to the use of your information
- Withdraw consent where consent is the legal basis
- Request transfer of your information to another dental provider
Requests should be sent to:
📧 sheffield.azuredental@nhs.net
If you do not agree
If you object to how your information is used, please discuss this with your dentist or a member of the practice team. In some cases, restrictions on information use may limit our ability to provide care.
If you remain concerned, you may contact the Information Commissioner’s Office (ICO):
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
📞 0303 123 1113 or 01625 545745
A printable copy of this privacy notice is available on request or can be downloaded below: