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Our practice complies with the Data Protection Act 1998 and The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679). This policy describes our procedures for ensuring that personal information is processed fairly and lawfully. Woodbourne Dental undertakes to protect and secure your data by taking all the possible steps to ensure that your information remains private to you and your dentist. We will only share your data: 

  • with persons in our practice on a need-to-know basis;

  • with other persons, for whom you have consented that your information may be shared; and

  • when required by law.

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, national insurance number, NHS number, telephone number, email address, and your general 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 records needs to be kept.

  • Records of consent to treatment.

  • Any correspondence relating to you with other health care professionals, for example in the hospital or community services.


At Woodbourne Dental, we strive to provide optimal dental care to all our patients. We need to keep comprehensive and accurate personal data about our patients in order to provide them with safe and appropriate dental care. We also need to process personal data about you in order to provide care under NHS arrangements and to ensure the proper management  and administration of the NHS.


We will process personal data that we hold about you in the following way:

1. Retaining information

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


2. Security of information

Personal data about you is held in the practice’s computer system and in a manual filing system. The information is not accessible to the public and only authorized members of staff have access to it. Our computer system has secure audit trails, and we back up information routinely. 


3. Disclosure of information

Disclosure will take place on a need-to-know basis, so that only those individuals/ organizations 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. Only that information that the recipient needs to know will be disclosed.
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.

In order to provide proper and safe dental care, we may need to disclose personal information about you to:

  • Your general medical practitioner.

  • The hospital or community dental services.

  • Other health professionals caring for you.

  • NHS payment authorities.

  • The Inland Revenue.

  • The Benefits Agency, where you are claiming exemption or remission from NHS charges.

  • Private dental schemes of which you are a member.

  • The Isle of Man Government Department of Health and Social Care.

  • Agents and Third parties as required by legal and law.


Where possible, you will be informed of these requests for disclosure, and we will only disclose your information where it is medically necessary, lawfully required, or with your consent.


You have the right of access to the data that we hold about you and receive a copy. Access may be obtained by making a request in writing and the payment of a fee for access of up to £10 (for records held on computer) or £50 (for those held manually or for computer-held records with non-computer radiographs). We will provide a copy of the record within 40 days of receipt of the request and fee (where payable) and an explanation of your record should you require it.


If you do not wish personal data that we hold about you to be disclosed or used in the way that is described in this Code of Practice, please discuss the matter with your dentist. You have the right to object, but this may affect our ability to provide you with dental care. 



We regularly review our privacy notice and will update this page when necessary. This privacy policy was last updated on 7 March 2023. If you have any questions about this privacy policy, or the way in which we handle your personal information you can contact our practice manager by:
Telephone: +44 1624 675164

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