We at Kilmarnock Dental Care are a dedicated team of dental professionals who provide a comprehensive range of dental services tailored to your needs.  Maintaining the security of your personal data is our priority and we are committed to respecting your privacy rights.  We aim to be transparent about what data we collect about you and how we use it.  Also we ensure you that we will process your data fairly and legally at all times complying with Data Protection Act (1998) and General Data Protection Regulation (GDPR) 2018.

This policy will outline

  • What data is being collected.
  • What the legal basis for processing this data is.
  • Who we share your data with.
  • How your data will be used.
  • Retention periods.
  • What your legal rights are.
  • Data breaches.
  • Data Protection Officer.


  • Personal details such as Name, Address, DOB, Gender, telephone number, CHI number, Next of Kin, Occupation, Medical/Dental History, GP can all be volunteered by you, the parent or guardian.
  • We also generate clinical notes, radiographs, clinical photographs, study models, referral letters and laboratory requests which we store within our database.  Equally we can receive referral request, reports and clinical notes.
  • Record of treatment plans and consent.
  • Details of the fees we have charged, payment exemptions (NHS) and the amounts you have paid
  • Contact we have had with you such as appointments
  • Notes of conversations or incidents that may occur for which a record needs to be kept


You may give us information about you through the following:

  • Filling in forms at our practice or on our websites.
  • Corresponding with us by phone, e-mail or otherwise.
  • Through the technology you use to access our services

Information we receive from third parties – This includes information you provide when you visit our websites, for the purpose of booking an appointment with a dentist at Kilmarnock Dental Care.


Your details will be used to help identify you and to allow us to deliver a high quality dental service tailored to your specific needs.  We aim to inform you when your next examination or appointment is due and we do this usually by post.  You can choose to opt out of this service should you feel you do not require it.   Please inform any member of the reception or clinical staff of your choice.


In order to meet all your comprehensive dental needs we require to share your personal data with other outside institutions.  These include dental laboratories, Practitioner Services Department – the branch of the NHS who oversee the branch of dentistry, hospital based services including oral surgery or medicine, dental specialties including orthodontics organisations and Carestream who ensure the smooth running of all our computer databases.   All of these organisations are GDPR compliant and will only contact you directly in relation to your treatment.  They will have their own privacy policies which can be accessed by contacting them directly.


We will hold your data on file for as long as you are a regular patient at the practice.  If you fail to return for regular examinations, we will hold your data on file for 11years or in the case of a minor, until the age of 25yrs, where we will then archive it in accordance with the law.


You have the right to know that your personal information will be processed lawfully, fairly and transparently and will only be used for specific purposes in relation to your dental needs.  We will hold only what is necessary and relevant and in order for it to be accurate, we require you to inform us of any changes.  All access to your personal information at the practice is password protected to prevent any unlawful use or loss and we regularly audit our policies to ensure compliance.  Any breaches in policy will be recorded and reported to the Information Commissioner’s Office –

You have the right to

  • Ask for a copy of the personal data we hold about you (the right of access).
  • Request that we delete personal data held about you; were we no longer have any legal reason to retain it (the right of erasure).
  • Ask us to update and correct any out of date or incorrect data (the right of rectification).
  • Opt out of any communication from us we may send you or object to us using your data if we have no legitimate reason for doing so (the right to object).
  • Request us to supply you with a copy of the personal data we hold on you in a structured machine-readable format (the right to data portability).

If you wish to access any of your rights, please speak to member of our staff.


Kilmarnock Dental Care has appointed a Data Protection Officer to ensure we protect our patient’s personal data at all times and comply with current legislation.  If you have any questions about how we use your personal information that is not answered here, or if you want to exercise your rights regarding your personal data, please contact the data protection officer at the practice by calling 01563 521890 or emailing the practice at

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).



Leave a Comment