Effective Date: 2025
Reviewed by: Ego Dental Clinic
Last Updated: 2025
1. Introduction
At Ego Dental Clinic, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website, register as a patient, or use our services. We comply fully with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and standards set by the General Dental Council (GDC), Care Quality Commission (CQC), NHS, and the Information Commissioner’s Office (ICO), of which we are a registered member.
2. Who We Are
EGO Dental Clinic
Victoria, London
Website: https://www.egodentalclinic.co.uk
CQC Report: https://www.cqc.org.uk/provider/1-3706022448
ICO Registration Number: ZA264542
If you have any questions about how we handle your data, you can contact our Data Protection Officer at:
Email: [email protected]
Phone: 020 7222 4588
3. What Data We Collect
We may collect and process the following personal data:
- Identity Data: Name, date of birth, gender, NHS number
- Contact Data: Address, phone number, email address
- Health Data: Medical history, dental records, treatment plans
- Financial Data: Payment details, invoices
- Technical Data: IP address, browser type, and usage data on our website
4. How We Use Your Data
We collect and use your personal data:
- To provide safe and effective dental care and treatment
- To manage your appointments and correspondence
- To comply with legal and regulatory obligations (e.g., GDC, CQC, NHS)
- To respond to your enquiries and provide customer support
- For internal clinical audits and quality assurance
- To process payments and insurance claims
We will only use your personal data when we have a lawful basis, such as consent, contract, legal obligation, or legitimate interest.
5. Sharing Your Data
Your information may be shared with:
- Other healthcare professionals or specialists when required for your care
- NHS and healthcare commissioners when necessary
- Laboratories and suppliers involved in your treatment
- Regulatory bodies (CQC, GDC) as required by law
- Third-party service providers (e.g., our IT system and appointment booking software), who are GDPR-compliant
We do not sell or share your data for marketing purposes without your explicit consent.
6. Data Storage & Security
We store your data securely using encrypted digital systems with access restricted to authorised team members only. Paper records (if any) are kept in locked, secure areas. We retain your personal data for a minimum of 11 years after the completion of treatment or, for children, until the age of 25, in accordance with NHS and GDC record-keeping guidelines.
7. Your Rights Under GDPR
You have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion of data (where legally permissible)
- Object to processing
- Request data portability
- Withdraw consent at any time (where consent is the lawful basis)
To exercise any of these rights, please contact us directly at [Insert Email].
8. Cookies & Website Usage
Our website may use cookies to enhance user experience and monitor traffic. You can adjust your browser settings to refuse cookies if you prefer.
9. How to Make a Complaint
If you have any concerns about how we handle your personal data, please contact us directly. If you are not satisfied with our response, you can lodge a complaint with the Information Commissioner’s Office (ICO):
10. Updates to This Policy
We review and update our Privacy Policy regularly to reflect changes in legal requirements and clinic practices. Any changes will be posted on this page, and where appropriate, notified to you directly.
Addition information:
What Personal Data Do We Hold?
In order to provide you with a high standard of dental care and attention, we need to hold personal information about you. This personal data comprises:
- Your past and current medical and dental condition; personal details such as your age, address, telephone number and your general medical practitioner.
- Radiographs, clinical photographs and study models
- Information about the treatment that we have provided or propose to provide and its cost
- Notes of conversations/incidents that might occur for which a record needs to be kept
- Records of consent to treatment
- Any correspondence relating to you with your GP or other health care professionals
How We Process The Data
Personal data about you is held in the practice’s computer system and/or 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 system has secure audit trails and we back up information routinely.
We will retain your dental records while you are a practice patient and after you cease to be a patient, for at least 11 years or for children until the age of 25, whichever is the longer.
Disclosure Of Information
In order to provide proper and safe dental care, we may need to disclose personal information about you to your GP and other health professionals or any private dental schemes you are a member of. We will not share your data with anyone else without your consent.
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 (whose personnel are covered by strict confidentiality rules) will be given the information.
In very limited 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.
Your Rights
You have the right to confidentiality under the Data Protection Act 1998, the Human Rights Act 1998 and the common law duty of confidence (the Disability Discrimination and the Race Relations Acts may also apply). All of our staff contracts of employment contain a requirement to keep patient information confidential.
You have the right to ask for a copy of all dental records about you. Your request must be made in writing to EGO Dental Clinic. We are required to respond to your request within 40 days.
Thank you for trusting EGO Dental Clinic with your care. Your privacy is our priority.
