Jones Dental & Implant Clinic is part of Portman Healthcare, trading as Portman Dental Care. This privacy notice applies to all personal information processing activities carried out by Portman Healthcare Limited. Portman Healthcare is the data controller in respect of personal information that we process in connection with our business. Our principal address is 6 Pittville Lawn, Cheltenham, Gloucester, GL52 2BD, our contact details can be located at www.portmandentalcare.com.
Our Data Protection Officer is Amanda Codrington and can be contacted by e-mail at email@example.com.
We may collect the following kinds of information about you:
You may give us information about you through the following:
Information we receive from third parties - This includes information you provide when you visit our websites, for the purpose of booking an appointment with a dentist at Portman Healthcare clinics, participate in discussion boards or other social media functions on our site and when you report a problem with our site.
Our website, like many others, uses third party cookies, helping us improve the performance of our website and digital marketing, to provide you with a better user experience.
These cookies monitor activity throughout our website using third-party providers - Mediahawk and Google. We track which sources are effective at helping visitors find our website and make calls to us, navigation journeys throughout, and pages visited. We may use IP addresses, geo-location data and caller telephone numbers.
What are ‘cookies’?
‘Cookies’ are small text files that are stored by the website browser (for example, Internet Explorer or Safari) on your computer or mobile device. They are widely used in order to make websites work, or work in a better, more efficient way. They can do this because websites use them to recognise you and remember important information that will make your use of a website more convenient.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.
We may use this information to:
If we wish to use your information for dental research or dental education, 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.
We may use your contact details to inform you of products and services available at our practices.
We have CCTV at some of our practices for the purposes of security and patient and staff safety.
Your information is normally used only by those working at the practice but there may be instances where we need to share it – for example, with:
We also share your information with third parties in order to deliver the following services to you:
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. We also have third party agreements in place to protect your information.
In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including HMRC or other law enforcement or government agencies.
Some of your information may be transferred out of the European Economic Area (EEA), primarily for creating medical devices such as crowns.Where information is transferred outside of the European Economic Area (“EEA”), we require that appropriate safeguards are in place and we use contracts that require the recipient to protect your Personal Data to the same standards as it would be within the EEA
We employ administrative, electronic and physical security measures to ensure that the information that we collect about you is protected from access by unauthorised persons and protected against unlawful processing, accidental loss, destruction and damage.
We keep your dental records for 10 years after the date of your last visit.
There are a number of other documents that we may collect that have a variety of retention dates, for example the NHS PR form – used to declare payment exemptions – which needs to be kept for 2 years. We have a retention schedule listing all documents and the timeframes for disposal. Retention periods may be changed from time to time based on business or legal and regulatory requirements
You have a right to access the information that we hold about you and to receive a copy. You can make a request by contacting your practice or by e-mailing firstname.lastname@example.org.
You have a right to correct any information that you believe is inaccurate or incomplete. Please contact your practice to request a change in information.
You have a right to request that we delete your personal information, although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). Please contact your practice to make this request.
You have the right to request us to restrict the processing of your personal information for example, sending you reminders for appointments or information about our service. Please contact your practice to make this request.
You have a right to data portability, this could include supplying your information to another dentist. Please contact your practice to make this request.
If you have any concerns about how Jones Dental & Implant Clinic or Portman Healthcare use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you can contact our Data Protection Officer via email at email@example.com.
You can also seek advice from The Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, or start a live chat or call our helpline on 0303 123 1113.
Unfortunately, from time to time we see a number of counterfeit (phishing) emails being sent to our patients, claiming to be from a Portman dental practice. We want you to be aware that these emails aren't generated by or on behalf of Portman, and believe they are being sent in attempt to commit fraudulent activities.
What's a phishing email?
A phishing email is usually defined as being "an attempt to acquire sensitive information such as usernames, passwords and credit card details by masquerading as a trustworthy entity, in an electronic communication".
In other-words, phishing is the modern version of the age-old problem of fraudsters trying to scam unsuspecting people.
Common themes we have seen
You'll know that an email is not from us when:
If you think you've received a phishing email, forward it to firstname.lastname@example.org (so we can investigate) and then delete the fake email from your mailbox.
It's important for you to become familiar with identifying possible phishing emails, how to report them, and what to do if you think you've been a victim.
Report a phishing email to us
To safely report the email you suspect is counterfeit, without opening any attachments or replying to the email, please do the following:
Note: Sending the counterfeit email as an attachment is the best way to preserve information which will make it easier for us to trace its origins.
What to do if you think you have been a victim of a fraudster
If you suspect that you've responded to a phishing scam with personal or financial information, take these steps to minimise any damage:
Note: Don't follow the link in the fraudulent email message.
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