Registered name: Pine Belmont Limited

• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• How to complain

Telephone

02035356260

Email

hello@pinedental.co.uk

We collect or use the following information to provide patient care, services, pharmaceutical products and other goods:

• Name, address and contact details

• Gender

• Pronoun preferences

• Date of birth

• Photographs

• Health information (including medical conditions, allergies, medical requirements and medical history)

• Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)

• Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests)

• Payment details (including card or bank information for transfers and direct debits)

• Insurance policy details

• Records of meetings and decisions

• Call recordings

We also collect the following information to provide patient care, services, pharmaceutical products and other goods:

• Health information

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

• Video recordings of public areas (including corridors, waiting rooms and outside spaces to which some or all members of the public have access)

• Audio recordings of public areas (including corridors, waiting rooms and outside spaces to which some or all members of the public have access)

• Witness statements and contact details

• Relevant information from previous investigations

We collect or use the following information for safeguarding or public protection reasons:

• Name, address and contact details

• Emergency contact details

• Photographs

• Health information (including medical conditions, allergies, medical requirements and medical history)

• Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)

• Relevant information from previous investigations

• Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests)

• Records of meetings and decisions

We also collect the following information for safeguarding or public protection reasons:

• Health information

We collect or use the following personal information for patient app or portal functionality:

• Names and contact details

• Addresses

• Medical history

• Payment details

• Account information, including registration details

• Information used for security purposes

• Marketing preferences

We also collect the following information for patient app or portal functionality:

• Health information

We collect or use the following personal information to comply with legal requirements:

• Name

• Contact information

• Identification documents

• Health and safety information

• Financial information

• Insurance details

• Safeguarding information

• Criminal offence data

We also collect the following information to comply with legal requirements:

• Health information

We collect or use the following personal information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)

• Date of birth

• National Insurance number

• Copies of passports or other photo ID

• Employment history (eg job application, employment references or secondary employment)

• Education history (eg qualifications)

• Right to work information

• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

• Security clearance details (eg basic checks and higher security clearance)

We also collect the following information for recruitment purposes:

• Health information

We collect or use the following personal information for information updates, marketing or market research purposes:

• Names and contact details

• Address

• Marketing preferences

• Website and app user journey information

• IP addresses

• Records of consent, where appropriate

We also collect the following information for information updates, marketing or market research purposes:

• Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Address

• Payment details

• Account information

• Purchase or service history

• Video recordings of public areas

• Audio recordings of public areas

• Call recordings

• Witness statements and contact details

• Relevant information from previous investigations

• Customer or client accounts and records

• Financial transaction information

• Information relating to health and safety (including incident investigation details and reports and accident book records)

• Correspondence

We also collect the following information for dealing with queries, complaints or claims:

• Health information

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for collecting or using personal information to provide patient care, services, pharmaceutical products and other goods are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interest:

• • Personal information is collected to provide patients with safe and appropriate health care in the event of a medical emergency or in the manner in which dental care if provided to the individual.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

• • Personal information is collected to support in evidence in the event of crime, which may otherwise not be just.

Our lawful bases for collecting or using personal information for safeguarding or public protection reasons are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

• • Personal information is collected to ensure the safety and well-being of patients of all ages, capacity and ability who may have their life at risk.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information for patient app or portal functionality are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

• • Personal information is collected to enable the provision of our services such as booking appointments, registration and enquiries.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

• • Personal information is collected to improve our services by understanding the results of our marketing efforts and gaining feedback from patients.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Directly from you

• Family members or carers

• Other health and care providers

• Social services

• CCTV footage or other recordings

• Previous employers

• Other medical professionals such as doctors, dentists and specialists that work on a multi-disciplinary health basis for the care of the patient, such as for discussions of medications for the patients.

For information on how long we keep personal information, see our retention schedule at https://www.theddu.com/guidance-and-advice/guides/retaining-and-destroying-patient-records#:~:text=This%20recommends%2011%20years%20as,was%2017%20when%20treatment%20ended.

Who we share information with

Others we share personal information with

• Other health providers (eg GPs and consultants)

• Insurance companies, brokers and other intermediaries

• Organisations we need to share information with for safeguarding reasons

• Emergency services

• Legal bodies or authorities

• Local authorities or councils

• Organisations we’re legally obliged to share personal information with

• Debt collection agencies

• Other relevant third parties:

• • Dental laboratories

Duty of confidentiality

We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:

• you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
• we have a legal requirement (including court orders) to collect, share or use the data;
• on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
• If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or
• If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.