Information we collect
We may collect the following information about you:
- Personal details such as your name, date of birth, address, telephone number and email address
- Details of the fees we have charged, the amounts you have paid and some payment details
Orthodontic Therapists Society is responsible for keeping secure the information about you that we hold.
Orthodontic Therapists Society ensures that the practice complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.
Those at the society who have access to your information include dental professionals involved with your membership, and the reception staff responsible for the management and administration of the society.
How we use your information
To provide you with up-to-date and accurate information
We will seek your preference for how we contact you. Our usual methods are telephone, email or letter.
We may use your contact details to inform you of products and services available from our society.
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary.
In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including HMRC or other law enforcement or government agencies.
Keeping your information safe
We store your personal information securely on our practice computer system. Your information cannot be accessed by those who do not work at the practice; only those working at the practice have access to your information. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.
We take precautions to ensure security of the practice premises, the practice filing systems and computers.
We use high-quality specialist software to record and use your personal information safely and effectively. Our computer system has a secure audit trail and we back-up information routinely.
We use cloud computing facilities for storing some of your information. The practice has a rigorous agreement with our provider to ensure that we meet the obligations described in this policy and that we keep your information securely.
Access to your information and other rights
You have a right to access the information that we hold about you and to receive a copy. You should submit your request to the practice in writing or by email. 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 information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information
- Stop using your information – for example, sending you reminders for appointments or information about our service
If you do not agree
If you do not wish us to use your personal information as described, you should discuss the matter with a member of the team. If you object to the way that we collect and use your information, we may not be able to continue to provide your membership.
If you have any concerns about how we use your information and you do not feel able to discuss it with 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).
Date: Jan 2019
Review date: Jany 2020
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