Privacy Policy

1. Who is responsible for your information?

Address for all correspondence:
Form Dental, 65 London Road, Stapleford, Cambridgeshire CB22 5DG, United Kingdom

2. How to view this notice

You can read or download the latest version at www.formdental.com/privacy, pick up a copy at reception, or request one by email or phone.

3. Why we collect and use personal data

We only collect the information we need to:

• plan, deliver and review your dental care
• arrange appointments, recalls and treatment estimates
• manage payments (where relevant)
• keep you informed about important service updates or new treatment options (marketing is always by consent)
• meet our legal and professional obligations, including those under the Equality Act 2010
• recruit, employ and support members of our team
• monitor quality, investigate complaints or incidents, and improve our services

4. What information we hold

We follow the principle of data minimisation – keeping only what is necessary and for no longer than necessary.

5. Where and how your data is stored

• Electronic records are held on secure UK or EU servers.
• Paper documents are kept in locked cabinets within restricted areas of the practice.
• When a reputable supplier stores data outside the UK/EU (for example, encrypted cloud back-ups), we ensure appropriate safeguards such as Standard Contractual Clauses are in place.

6. Lawful bases for processing

7. Sharing your information

We keep your data confidential. We only disclose it when:

• you ask us to (for example, referral to a specialist)
• we have to share it with the NHS, regulators or insurers
• a trusted supplier processes data under a written contract (e.g. laboratory, IT provider)

We never sell your details or allow third-party marketing.

8. How long we keep your records

• Adult clinical records – at least 11 years from the date of last entry
• Child clinical records – until the patient is 25 years old (or 26 if treatment finished at 17)
• Financial and administrative data – normally 2 years after the last transaction

Full retention schedules are available on request.

9. Your data protection rights

You can:

• Access a free copy of your records (within one month)
• Ask for corrections to inaccurate or incomplete data
• Restrict or object to certain uses of your data
• Receive your data in a portable format
• Ask for deletion where legal retention rules allow
• Withdraw consent for marketing at any time

To exercise any of these rights, contact the Information Governance Lead (details above).

10. Queries, feedback or complaints about data use

Please raise any concerns with our Information Governance Lead first – we take complaints very seriously and will respond promptly.

If you remain dissatisfied you may contact:
Information Commissioner's Office (ICO) – ico.org.uk · 0303 123 1113

11. Related policies and documents (available on request)

• Data Protection & Information Security Policy
• Consent Policy
• Record Retention Schedule
• Privacy Impact Assessment & Security Risk Assessment