Privacy Policy

Purpose

Quadrant Dental Practice aims to meet the requirements of the Data Protection Act 2018, the United Kingdom General Data Protection Regulation (UK GDPR), the guidelines on the Information Commissioner’s (ICO) website, and our professional guidelines and requirements.

​

This privacy notice explains the type of personal information we hold, why we keep it, and how we use it.

​

Registered name

The data controller is Quadrant Dental Practice.

​

Contact details

If you have an enquiry or request, please contact:

​

Judith Kinnear
Quadrant Dental Practice
9 Upper High Street, Epsom, Surrey, KT17 4QY
 

Email: mail@quadrantdental.com
Phone: 01372 723734

 

This notice is also available on our website at www.quadrantdental.com, or a hard copy can be requested by email or phone.

 

What information we collect and why

We may collect and process the following personal data:

​

• Name, address, contact details, gender, pronoun preferences, date of birth, nationality, NHS number

• Medical history, dental history, family medical history, family and emergency contact details

• Marital status, information about care needs, financial details, doctor’s details

• Treatment plans, consent, X-rays, clinical photographs, digital scans, study models, appointment details, complaints, call recordings, CCTV recordings

 

We may also process more sensitive special category data, including ethnicity, race, religion, health records, sexual life or orientation.

 

We process this information to:

• Provide safe, effective dental care

• Keep accurate clinical records

• Discuss treatment options

• Offer prevention and oral health advice

• Prescribe medication safely

• Adapt treatments to individual needs

• Comply with the Equality Act 2010

• Manage finances, appointments, recalls, and reminders

• Communicate with next of kin, carers, or healthcare providers

• Refer to specialists when needed

• Recover debts

• Improve our services

• Support safeguarding and public protection

• Handle queries, complaints, or claims

 

Lawful basis for processing

Personal data

• Legitimate interest to provide safe, evidence-based care

• Consent of the data subject

• Compliance with legal obligations

 

Special category data

• Necessary for ethical and professional healthcare

• Monitoring equality of treatment between groups

• Consent of the data subject

 

Your data protection rights

 

You have the right to:

​

• Access – request a copy of the data we hold about you

• Rectification – ask us to correct or update inaccurate or incomplete information

• Erasure – request deletion of some personal data (although certain clinical records must be retained by law)

• Restrict processing – limit how we use your information, for example opting out of reminders

• Data portability – request transfer of your data to another provider

• Withdraw consent – withdraw consent at any time (e.g. for marketing)

 

How we obtain information

 

We collect your details when you:

• Enquire about care or join the practice

• Subscribe to our newsletter or register online

• Complete registration or medical history forms

• Are referred to us by another healthcare provider

• Provide information via family members or carers

 

We also use CCTV to protect the premises, increase safety, deter crime, support investigations, and provide evidence to courts if required.

 

How long we keep your information

We keep your records for 11 years after your last visit, or until you reach the age of 25 (whichever is longer). At your request, we can delete non-essential contact details sooner.

​

CCTV images are stored securely for 3 months unless required for investigations or legal purposes.

 

How we store your information

Your data is stored securely on our practice computer system. Access is limited to staff who are legally bound by confidentiality. We use secure specialist dental software, maintain audit trails, and back up data routinely.

 

Sharing your information

We may share limited data with:

​

• Other dentists or healthcare professionals involved in your care

• Your GP or consultant

• Dental laboratories

• NHS payment authorities

• HMRC

• The Benefits Agency (if you are claiming exemptions)

• Private dental schemes (if applicable)

• Safeguarding organisations

 

We only share the minimum information necessary.

 

Sharing CCTV recordings

We only share CCTV recordings if:

​

• Requested by authorities for crime prevention or prosecution

• Needed to bring or defend a legal claim

• Required by a court order or police warrant

 

Duty of confidentiality

We may be required to share information in exceptional circumstances, for example:

​

• Public health risks

• Police investigations

• Court orders

• Legal claims brought by or against the practice

 

How to complain

If you have any concerns about how we use your data, please contact us using the details above.

​

If you are not satisfied with our response, you can contact the Information Commissioner’s Office (ICO):
Phone: 0303 123 1113

Website: www.ico.org.uk/make-a-complaint

​

Review and revision

This privacy notice is reviewed annually and updated to remain effective and compliant.

​

Last modified: 24 September 2025