Data Protection Policy

This practice collects and stores information and is therefore legally obliged to ensure that all personal data is protected. Oaklands Dental Care complies with the Data Protection Act (1998) and General Data Protection Regulation (GDPR) 2018. This means that we will ensure that your information is processed fairly and lawfully.

Privacy

  • All staff employment contracts contain a confidentiality clause

  • Access to information is monitored and breaches of security will not be tolerated and may lead to staff dismissal

  • Procedures are in place to ensure that personal data is regularly reviewed, updated and deleted in a confidential secure manner when no longer required.

Physical Security Measures

  • Personal data is only taken away from the practice premises in exceptional circumstances and when authorised by Natalie and David Coppock named data controllers.

  • Any physical records are kept in a lockable fireproof cabinet.

  • The practice has in place a business continuity plan in case of a disaster. This includes procedures for protecting and restoring personal data.

Information held on computer

  • Appropriate software controls are used to protect computerised records, e.g. the use of passwords and encryption. Passwords are only known to those who require access to the information, are changed on a regular basis, are unique to each staff member, and are not written down or kept near or on the computer for others to see.

  • Daily and weekly back-ups of computerised data are taken and stored off-site. Back-ups are also tested at prescribed intervals to ensure that the information being stored is usable should it be needed

  • Staff using practice computers will undertake computer training to avoid unintentional deletion or corruption of information.

  • Dental computer systems all have a full audit trail facility preventing the erasure or overwriting of data.  The system records details of any amendments made to data, who made them and when

  • Precautions are taken to avoid loss of data through the introduction of computer viruses