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Privacy Notice
ONE+ HEALTH LTD / ONE ORTHODONTICS

​​​Effective from 5th August 2024

ONE+ HEALTH LTD (trading as: ONE ORTHODONTICS) at Fox House, 44 High Street, Cobham KT11 3EB, values and respects the privacy of its clients and website users.

This Privacy Policy describes how personal information is collected, used and shared when you use our services (the “Services”) or visit www.oneorthodontics.co.uk (the”Site”).

Dr Chris David DONALDSON is responsible for keeping secure the information about you that we hold. Those at the clinic who have access to your information include clinicians and other clinical professionals involved with your care and treatment, as well as the practice manager and reception staff responsible for the management and administration of the clinic.

What personal information we collect


We only keep and use information for specific reasons. Below, we describe the information we hold and why, and the lawful basis for collecting and using it.

  • Identity Data: including your first, middle and last names, date of birth and gender;

  • Contact Data: including your postal address, email address and telephone number;

  • Financial Data: including any bank account details, credit / debit card numbers and billing addresses in order to process payments;

  • Health Data: including clinical records made by dentists and other dental professionals involved with your care and treatment, two-dimensional and three-dimensional x-rays, clinical photographs, digital surface scans of your mouth, teeth, head and neck, models of the dental and bony anatomy of the head and neck, medical and dental histories, treatment plans, consent forms, notes of conversations with you about your care, dates and times of your appointments, details of any complaints you have made and how these complaints were dealt with, correspondence with you and other health professionals or institutions;

  • Services Data: including records of services provided and purchased, including the amounts you have paid and the fees we have charged;

  • Website Usage, Profile & Technical Data: including the Internet Protocol (IP) address used to connect your computer to the Internet, browser type and version, device type, operating system, browser plug-in types and versions, geographical location and time zone, when used to connect to the Site. Data is collected on your interactions with the Site, including pages you visit, referral source, duration of visits, searches, cursor / keyboard interactions and purchases. Please see the Cookie Policy for further details of how cookies are used on the Site;

  • Security Data: which may include CCTV footage and logbook records on visiting any Company premises, including the Clinic;

  • Other Data: Any other personal information you may provide us.


How we collect your personal information


We will collect personal data in the following situations:

  • When you communicate with our team using the Site, online forms, email, postal mail, on the phone, messaging services, social media, or in person;

  • When you / your Company provides services to us;

  • When you / your Company uses our Services;

  • When you visit the Site or our Company premises, including the Clinic.


How we use your personal information


In order to conduct business, meet contractual and legal financial obligations and pursue legitimate interests, as follows:

  • To provide appointments and to send you reminders and recall appointments as we have a legitimate interest to ensure your continuing care and to make you aware of our services;

  • To provide and operate the Site and Services;

  • To provide our Site users with customer assistance and technical support;

  • To create aggregated statistical data and other aggregated and/or inferred non-personal information, which we or our business partners may use to provide and improve our respective services (eg. assess the effectiveness of advertising or marketing campaigns);

  • To assess how users interact with the Site, using Google Analytics - https://policies.google.com/privacy

  • To comply with legal and regulatory obligations (eg. due diligence processes).

  • To inform you of products and services available at the Clinic.

  • To conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes.

  • For education and / or advertising purposes, however before doing this we will discuss this with you and seek your consent. Depending on the purpose and if possible, we will anonymise your information. If this is not possible, we will inform you and discuss your options.

  • To share your information with any insurance provider or private dental plan provider in connection with your dental treatment that you give us the details of.

  • To record information about the fees we have charged, the amounts you have paid and some payment details.


How we may share & disclose your personal information
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary.

In providing our Services, we may share your personal information with external companies or organisations, including:
 

  • Your general medical doctor and general dentist

  • The hospital or community dental services or other health professionals caring for you

  • Specialist dental or medical services to which we may refer you

  • Dental laboratories and specialist imaging providers

  • Shipping companies

  • Accountants, payment service providers and debt collection agencies

  • Solicitors and indemnity agencies

  • Private dental schemes and insurance schemes that you may be a member of

  • Legal and regulatory authorities, including HMRC or other law enforcement or government agencies

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How we protect & store your personal information


We store your personal information securely on our clinic’s computer systems. Clinic staff understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this. We also take precautions to ensure security of the practice premises, the practice filing systems and computers. Our computer system has a secure audit trail and we back-up information routinely.

The Clinic uses remote cloud computing facilities for storing some of your information. The Clinic has reviewed the providers security standards to ensure that we meet obligations and that your information is kept securely.

We keep your records for 10 years after the date of your last visit to the Clinic or until you reach the age of 25 years, whichever is the longer. At your request, we will delete non-essential information (for example some contact details) before the end of this period.

Card payments are processed by Stripe who’s privacy policy can be found here https://stripe.com/gb/privacy and the Clinic uses an external finance company, Tabeo, who’s privacy policy can be found here https://tabeo.co.uk/privacy-policy

oneorthodontics.co.uk is hosted by the wix.com platform. wix.com provides us with an online platform that allows us to make our online services available to you. Your data may be stored through wix.com's data storage databases and the general wix.com applications. wix.com stores the data on secure services protected by a firewall; further information on how wix.com uses your data can be found at https://www.wix.com/about/privacy. All direct payment gateways offered by wix.com adhere to standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, Mastercard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

Access to your information and other rights


You have a right to access the information that we hold about you and to receive a copy. We do not usually charge you for copies of your information; if we pass on a charge, we will explain the reasons.

You can also request us to:

  • Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change.

  • Erase some of the information we hold. For legal reasons, we may be unable to erase certain information (for example, information about your treatment). However, we can, if you ask us to, delete some contact details and other non-clinical information.

  • Stop using your information – for example, sending you reminders for appointments or information about our service. Even if you have given us consent to send you marketing information, you may withdraw that consent at any time.

  • Stop using information if you believe the information is inaccurate or you believe we are using your information illegally.

  • Supply your information electronically to another dentist or doctor.

 
If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using your information for that purpose.
 
All requests should be made by email to our practice manager at info@oneorthodontics.co.uk

If you do not agree


If you do not wish us to use your personal information as described, you should discuss this with your clinician. If you object to the way that we collect and use your information, we may not be able to continue to provide your care.

You can opt out of Google Analytics here - https://tools.google.com/dlpage/gaoptout
 
If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you should contact The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF (0303 123 1113 or 01625 545745).

Policy updates


We reserve the right to modify this privacy policy from time to time, so please take time review this policy from time to time. A copy of this policy can be requested in person from reception or by emailing info@oneorthodontics.co.uk

Date: 26.07.24
 
Last Review: 01.10.24

Next Review: 01.10.25

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