Privacy and Cookie Policy

At Kirkland and Buckhaven, we understand that your data is important to you have the right to know what personal data of yours we store and why. This Privacy Policy and Cookie Policy will explain how and why we collect and use data from users on this site, as well as the data of our patients, in a manner consistent with our obligations and your rights.

Please fully read this Privacy and Cookie Policy, ensuring you understand it before continuing with this site. Continued use of this site implies consent to this policy. If you do not agree with these policies, please stop using this site immediately.

This policy does not apply to information about you collected by third-party websites that may be accessible from our website. Any information collected by third-party websites is subject to their own privacy policies.

If you have any cause for complaint about our use of your personal data, please contact us using the details provided in section 11 and we will do our best to solve the problem for you. If we are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.

With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email, telephone, and post.

All members of the team must protect information held by the practice and store it securely. Information is only accessed on a need-to-know basis and only where it is necessary to carry out required tasks (in the delivery of care to patients; or upon the direct instruction of a senior person within the practice.)

For records held electronically, access is password protected and restricted to those who require the information as part of their work duties. Electronic records are regularly backed-up by authorised and trained personnel, with the backups being stored off-site in a secure location.

Non-electronic (paper) records are stored in a location that is not accessible to patients, visitors to the practice or other members of the public. To ensure that patient record cards, financial information and personnel records are stored securely, they are kept in lockable cabinets at the end of each working day and the keys retained by authorised personnel.

Patient record cards are stored securely behind a locked door. The key is kept in a locked key safe.

Financial information and personnel records are stored securely in the Practice Manager`s office.

Where records need to be retained but are no longer required on a day-to-day basis, they are archived and stored securely, in a way that ensures easy identification and retrieval.

Electronic records that need to be retained but are not required on a day-to-day basis are, in the first instance, archived within the IT system. Where electronic storage space is at or near capacity, archived electronic data will be copied onto a suitable electronic format with copies stored securely at the practice premises and off-site.

The Practice has systems for reviewing archived information that is no longer needed. Annual reviews take place of the various types of information held.

Records that are no longer required are disposed of securely by shredding, pulping or incineration. The services of a professional contractor will be used where necessary; a certificate of confidential destruction is obtained and retained by the practice as evidence of DPA compliance.

Patient study models are disposed of as soon as they are no longer required. At the latest, this will be at the same time as the records associated with the patient are disposed of. Study models are incinerated.

Records held electronically, and backups of electronic information are disposed of using the secure deletion option on the practice computer system.

The final decision on disposing of records will be taken only be authorised personnel.

To provide proper and safe dental care, we may need to disclose personal information about you to other parties. This information will be disclosed on a ‘need-to-know’ basis, and only shared with individuals/organisations who need the information to provide the proper care for you, and with the proper administration of the Government.

In certain circumstances, We may be legally required to share certain data held by us, which may include your personal data. E.g. If we are involved in legal proceedings, where we are complying with legal obligations, a court order or a governmental authority.

Finally, in the event of a complete/partial merger or acquisition, the Personal Data that we hold of user may also be acquired by the third-party as part of the process.

You have the right to access the data that we hold about you and/or receive a copy. Parents may access their child’s records, if this is in the child’s best interests and not contrary to a competent child’s wishes. Formal applications for access must be in writing to The Practice Manager.

In addition to your rights under the GDPR, when you submit personal data via Our Site, you may be given options to restrict Our use of your data.

You have the right to ask for a copy of any of your personal data held by us through our website. Under GDPR regulations, We will provide any and all information in response to your request free of charge and within a reasonable timeframe.

You may access certain areas of our site without providing any data at all. However, to use all features and functions available on our site you may be required to submit or allow for the collection of certain data.

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 document, please discuss the matter with your dentist. You have the right to object, though this may affect our ability to provide you with dental care.

If you have any questions about our site or this Privacy and Cookie Policy, please contact us by: