Privacy Notice

In providing your dental care and treatment, we will ask for information about you and your health. Occasionally we may receive information from other providers who have been involved in providing your care.

This privacy notice will inform you as to how we look after your personal data and tell you, why we hold it and what we do with it. It also tells you about your privacy rights and how the law protects you. (GDPR 2018)

Our data protection officer, Michelle Carroll ensures that the practice complies with data protection requirements. You can contact Michelle Carroll at the practice [email protected] or 01202 529552

All information/ personal data that we receive about you we ask for legitimate interest in order to provide you with safe and appropriate dental care. We also need to process personal data in order to provide care under NHS arrangements and to ensure the proper management and administration of the NHS.

  • Name, Address, Date of Birth, contact telephone numbers and email. NHS number

This allows us to contact you to provide and manage appointments by sending recalls and reminders

  • GP details and Medical History
  • Clinical records made by dentists and other dental professionals involved in your care
  • Treatment plans and consent to treatment
  • X-rays, clinical photographs, digital scans of your teeth & study models
  • Notes of conversations and letters about your care for which a record needs to be kept

This allows us to fulfil our contract with you to discuss your treatment options and provide dental care that meets your needs.

Other dental professionals who may be involved in your care will correspond with us to ensure continuity and quality of care

  • All fees charged and payments made (we DO NOT hold card details)

Under the NHS, we are required to complete statutory forms to allow payment to be processed.


Those at the practice who have access to your information are dentists, hygienists, nurses, receptionists, management and admin staff. We may, in some circumstances, share your personal data with others outside of the practice such as;

  • Other Health professionals such as your GP, hospitals or specialists caring for you.
  • Payment authorities such as NHS payment board
  • Department of Work & Pensions and its agencies where you are claiming exemption
  • Debt collection agencies.
  • Dental Laboratories
  • private dental/ health schemes of which you are a member

Disclosure will take place on a ‘need-to-know’ basis, so that only those individuals/organisations who need to know in order to provide care to you and for the proper administration of Government will be given the information. This information will be limited. Where possible you will be informed of requests for disclosure.

In very limited circumstances or when required by law /a court order, personal data may have to be disclosed to a third party not connected with your health care.

Any 3rd party that we need to share your personal data with, we will ensure that they have an updated and secure privacy notice. PLEASE SEE THE PRIVACY NOTICE FROM THE NHS DENTAL BOARD NEXT TO THIS ONE


Personal data about you is held in the practice’s computer system. The information is not accessible to the public and only authorised members of staff have access to it with passwords. Each team member understands their legal responsibility to maintain confidentiality and follow practice procedures.

We use a specialist dental software which is backed up daily and has an audit trail. Our IT provider (Software of Excellence and MicroMinder) will have access to our computers from time to time for IT purposes; we have privacy agreements with both to ensure the protection of your data.

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

At your request, we will delete non – essential information before the end of this period (such as contact details)


You have a right to access the information that we hold about you and to receive a copy. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.

You can also request us to

  • Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change.
  • Erase some of the information we hold. For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). However, we can, if you ask us to, delete some contact details and other non-clinical information.
  • Stop using your information – for example, sending you reminders for appointments or information about our service. Even if you have given us consent to send you marketing information, you may withdraw that consent at any time.
  • Stop using information if you believe the information is inaccurate or you believe we are using your information illegally.
  • Supply your information electronically to another dentist.

If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using your information for that purpose.

All requests should be made to our data protection officer Michelle Carroll

By email at [email protected] Or post 81 Wimborne Road, Bournemouth BH3 7AN

If you do not agree

If you do not wish us to use your personal information as described, you should discuss the matter with your dentist. If you object to the way that we collect and use your information, we may not be able to continue to provide your dental care.

If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).

Knibbs Dental Surgery Ltd 81 & 85 Wimborne Road, Bournemouth BH3 7AN Our registration number: ZA081545