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Privacy Policy 

Surrey Quays Dental Practice

We care about your privacy and take protecting your personal information very seriously. We follow the rules of the UK GDPR and the Data Protection Act 2018 to make sure your data is safe and used properly.

What information we collect

When you register or visit us, we may collect:

  • Your name, date of birth, gender and contact details

  • Your address, phone number and email

  • Your medical and dental history

  • Details of your treatment and care

How we use your information

We use your information to:

  • Give you safe and appropriate dental care

  • Arrange and manage your appointments

  • Keep accurate dental records

  • Send appointment reminders and practice updates (if you want them)

  • Improve our services and patient experience

Who we share your information with

  • We only share your information when it is necessary for your care (for example, with a hospital, dental laboratory or specialist).

  • We may share information if required by law or NHS rules.

  • We never sell your information or share it with third parties for marketing.

How we keep your information safe

  • Your data is stored securely in a number of ways.  Please use the tabs to navigate through more information on this.

  • Electronic data is encrypted.

  • Staff follow strict confidentiality rules.

  • If there is ever a data breach that affects you, we will let you know.

Your choices

You have the right to:

  • See the information we hold about you

  • Ask us to correct any mistakes

  • Ask us to stop using your information for marketing

  • Ask us to delete your information (where the law allows)

You can update your details or change your communication preferences at any time by contacting us.

Cookies and our website

  • Our website uses cookies to make it easier to use.

  • We also use analytics (like Google) to help us improve our website.

  • You can change your cookie settings at any time.

Contact us

If you have any questions about how we use your information or want to make a request about your data, please contact us:

📍 Surrey Quays Dental Practice, 204 Lower Road, London, SE8 5DJ
📧 info@SQdental.co.uk
📞 020 7231 7912

If you are unhappy with how we handle your data, you can also contact the Information Commissioner’s Office (ICO): www.ico.org.uk.

Retention of Dental Records

Dental practices are legally required to keep patient records for a set period of time. Under current NHS and professional guidance:

  • Adult dental records must be kept for at least 11 years from the date of the last entry.

  • Children’s dental records must be kept until the patient is 25 years old or 11 years after their last visit – whichever is longer.

Our Process at Surrey Quays Dental Practice

We are currently in the process of digitising all paper dental notes. This means:

  • Your paper notes are being securely scanned into our digital records system.

  • Once confirmed as safely stored, the original paper copies are securely destroyed using a registered and authorised data-shredding company.

  • Any records that have reached the end of their retention period are also securely destroyed, in line with NHS and data protection requirements.

Why we are doing this

Moving to a fully digital system helps us:

  • Keep your records secure and backed-up

  • Make it easier for our clinicians to access your information quickly when you need care

  • Reduce the risk of loss or damage to paper files

  • Comply with the latest data protection and information governance standards

Your reassurance

Whether paper or digital, your records are always:

  • Confidential – only seen by authorised members of our dental team

  • Securely stored – with encryption for digital files and safe destruction of paper records

  • Managed responsibly – in line with NHS, GDC and ICO requirements

If you have any questions about how long we keep your dental records, or how we are moving from paper to digital, please contact us at: info@surreyquaysdentalpractice.com

Legacy Electronic Patient Record System

During the change in ownership of Surrey Quays Dental Practice, a secure electronic record-keeping system to manage your dental notes, appointments, and treatment history was in use. This system is hosted on a server within the practice, which ensures that your records remain under our direct control and protected by our internal security measures.  This is still currently in use at this time, and changes will be made to this provision in the coming months.  See ‘Current Software’ for more information.

To provide additional safety, all information is also backed up to a secure cloud service. This means that, in the unlikely event of hardware failure, your records remain protected and recoverable.

How this protects your information

  • Local server storage keeps your records within the practice, safeguarded by encryption and access controls.

  • Cloud backup ensures resilience against data loss, while meeting UK data protection and security standards.

  • Access is strictly limited to authorised members of the dental team, all of whom are trained in data protection and confidentiality.

  • Data is encrypted in storage and during transfer, providing extra protection against unauthorised access.

Our commitment

Using this system allows us to:

  • Maintain accurate and up-to-date dental records

  • Access information quickly when needed for your care

  • Protect your records against accidental loss, theft, or damage

  • Meet all requirements under the UK GDPR and the Data Protection Act 2018

📌 Your records, whether stored locally or in backup, remain fully confidential and are never shared with third parties for marketing purposes.

Electronic Dental Records – Privacy Policy

At Surrey Quays Dental Practice, we are in the process of moving from our existing record system (a mix of paper notes and a server-based database) to a secure, fully cloud-based patient record system.

This change means that all patient records will be stored digitally in one secure location, with the highest levels of data protection and accessibility for our dental team.

Transition from Paper and Server Records

  • Existing paper notes are being scanned into the new system. Once safely digitised, the paper copies will be securely destroyed using an authorised data destruction service.

  • Records that have reached the end of their legal retention period will also be securely destroyed in line with NHS and professional guidance.

  • Information currently stored on our in-practice server is being migrated to the new cloud platform, ensuring a seamless transfer of your records.

How Your Data Will Be Stored

  • Your records will be held securely in the cloud using encrypted storage that meets all UK GDPR and Data Protection Act 2018 requirements.

  • Access is strictly controlled and limited to authorised members of the dental team involved in your care.

  • The system is backed up continuously, ensuring your records are protected against loss, damage, or hardware failure.

  • All data is hosted in secure UK or UK-approved data centres that comply with relevant legal and NHS standards.

Where Your Data is Held

Your dental records are securely stored in a cloud-based system hosted in data centres located within the European Union. These data centres are operated by a leading international provider of secure cloud infrastructure.

Security and Compliance

The data centres benefit from world-class physical and digital security, including:

  • 24/7 on-site security staff, biometric access controls, and constant monitoring

  • Strict controls on who can access data, with access limited to authorised and audited personnel only

  • Encrypted storage and secure data transfer at all times

The infrastructure used to host our records holds a number of internationally recognised certifications, including:

  • ISO 9001 – Quality Management

  • PCI DSS Level 1 – Secure handling of payment data

  • SOC 1, SOC 2, and SOC 3 – Controls for security, availability, processing integrity, confidentiality, and privacy

Data Protection

Storing your information within the EU means that all processing is carried out in line with the UK GDPR and the Data Protection Act 2018. This ensures that your records are protected to the highest legal and professional standards.

Benefits for Patients

The new platform also offers additional services to make managing your dental care easier:

  • Online forms and medical history updates – complete securely from home.

  • Appointment reminders by SMS or email.

  • Patient portal access – view and manage your contact details, preferences, and communications securely online.

  • Improved security – all data is encrypted in storage and during transfer.

Our Commitment

By moving to a fully cloud-based system, Surrey Quays Dental Practice is:

  • Improving the security and resilience of your records.

  • Reducing reliance on paper and physical storage.

  • Ensuring compliance with the UK GDPR and the Data Protection Act 2018.

  • Providing you with more convenient ways to interact with the practice.

📌 Your dental records remain confidential at all times. They will only be accessed by authorised staff for the purpose of your care, and never shared with third parties for marketing.