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Patient Privacy Policy

Privacy Policy for Hopvine House 

For Patient Data

Hopvine House takes great care to protect the personal data we hold for our patients in line with the requirements of the General Data Protection Regulation (GDPR).

The purpose of collecting and storing personal data about our patients is to ensure we can:

  • Provide, appropriate, safe and effective dental care, treatment and advice for all our patients
  • Fulfil any contracts we hold in relation to their care
  • For business administration of their care

Personal data held for our patients

 The personal data we process (processing includes obtaining the information, using it, storing it, securing it, disclosing it, and destroying it) for our patients includes:

  • Name, address, date of birth
  • Next of kin
  • Email address
  • Phone numbers
  • GP contact details
  • Occupation
  • Medical history
  • Dental care records
  • Photographs
  • Family group
  • Payment plan details
  • Financial information
  • Credit cards receipts
  • Correspondence
  • Details of any complaints received

We keep an inventory of personal data we hold on our patients and this is available for patients on request. A list of personal information held is also included in our Privacy Notice that is displayed.

Disclosure to third parties

The information we collect, and store will not be disclosed to anyone who does not need to see it.

We will share our patients’ personal information with third parties when required by law or to enable us to deliver a service to them or where we have another legitimate reason for doing so. Third parties we may share patients’ personal information with may include:

  • Regulatory authorities such as the General Dental Council or the Care Quality Commission
  • NHS Local Authorities
  • Dental payment plan administrators
  • Insurance companies
  • Loss assessors
  • Fraud prevention agencies
  • In the event of a possible sale of the practice at some time in the future

We may also share personal information where we consider it to be in a patient’s best interest or if we have reason to believe an individual may be at risk of harm or abuse.

Personal privacy rights

Under the GDPR all individuals who have personal information held about them have the following personal privacy rights:

  • Right to subject access
  • Right to have inaccuracies deleted
  • Right to have information erased.
  • Right to object to direct marketing
  • Right to restrict the processing of their information, including automated decision-making
  • Right to data portability

Patients who wish to have inaccuracies deleted or to have information erased must speak to the dentist who provided or provides their care.

Legal basis for processing data held about patients

The GDPR requires us to state the legal basis upon which we process all personal data for our patients and it requires us to inform our patients of the legal basis on which we process their personal data. This is clearly stated in our privacy notice that is given to all patients.

The legal bases for recording individual types of data are recorded in our patient personal data inventory. This is available for all patients to see on request.

The legal basis on which we process personal information for our private patients is

Legitimate Interest

The legal basis on which we process personal information for our payment plan patients is Legitimate Interest

The legal basis on which we process personal information for our NHS patients is Legal Duty

Automated decision making

All individuals who have personal data held about them have a right to object to their personal data being subjected to automated decision making.

Patients will always be asked to give specific, informed, and verifiable, opt in consent for any processes involving automated decision making.


Hopvine House always obtains specific, unambiguous opt in consent from all patients to whom we send direct marketing information. This is obtained via our Consent forms given to each patient.

We also obtain specific, unambiguous, opt in consent from our patients for text messages, letters, and emails. For a new patient, we obtain consent for these things when the patient first attends the practice. For an existing patient, we ask the patient for consent when they attend for their recall appointment or for a treatment appointment. We refresh this consent annually when the patient completes a new medical history pro forma.

Withdrawal of consent

Patients who have given their opt in consent have a right to withdraw their consent at any time. Patients are advised of their right to withdraw their consent for anything they wish to withdraw from in our privacy notice.

Retention period

This practice retains dental records and orthodontic study models while the patient is a patient of the practice and after they cease to be a patient, for at least eleven years, or for children until age 25, whichever is the longer.


All individuals who have personal data held about them have a right to complain. All complaints concerning personal data should be made in person or in writing to the practice manager. All complaints will be dealt with in line with the practice complaints policy and procedures.

Laboratory work

Patients’ personal data is not transferred outside the EU.

Changes to this privacy notice

From time to time will may need to update this privacy notice to reflect how we are collecting and using your information. If we do this, we will let you know (such as by email or a notice on this website) so that you can review any updates.

Details of any changes will also be recorded in our change log below.

Date Nature of change
21/05/18 New privacy policy adopted.


Your Data Matters: How can you learn more about protecting your information?

If you want detailed information on your rights, protecting your information, and what the Information Commissioner’s Office (ICO) does and how it can help you protect your information, please visit The ICO is the UK’s independent body which upholds information rights.

Contacting the Data Protection Officer

Our Data Protection Officer oversees compliance with this privacy notice.

If you have any questions about this privacy notice or how we collect and use your personal information, please contact the Data Protection Officer. Details are as follows:

Data Protection Officer

Nick Wright

Simply Smile (UK) Limited

Unit 18 The Metro Centre

Britannia Way, Park Royal

London NW10 7PA
Telephone: 01208 4531899

If we have got something wrong, please let us know and we will do whatever we can to try to fix it. Of course, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.



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