We reserve the right to make changes to our privacy policy, be sure to check and view the latest version. Last update date: 19th February 2025

The data controller is the Dr Sheraz, the Information Governance Lead is Dr Sheraz who is also the Data Protection Officer.

1. Privacy Notice

Our dental practice aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR), the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.

This Privacy Policy including GDPR privacy describes:

• Why we collect personal information?
• What personal information we collect and when it is collected?
• How your information is used and protected?
• Your rights regarding your personal information

The assigned Data Protection Office (DPO) at the practice is Dr. Irfan Sheraz

The practice may change this Policy from time to time so please check this page occasionally on our website to ensure that you’re happy with any changes. By using our website, you agree to be bound by this Policy. Any questions regarding this Policy and privacy practices should be sent to the DPO. You can do this:

• By email to: info@trusmiledental.co.uk
• By telephone: 0126544218
• By writing to: Addressed to: Dr. Irfan Sheraz, TruSmile Dental Practice,1 Danacre, Laindon, Basildon, SS155PT

2. Why we collect personal information?

You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.

3. The information we collect

We receive and store any information you enter on our website, registration or give us in any other way while receiving the treatment. The information we collect from you may include things like:

• Your name
• Your billing and shipping address
• Your e-mail address
• Your phone number
• Your medical history
• GP name and address
• Your family member names
• Your next of kin or carer details

You agree that the personal information you provide to us is reliable for its intended use, and is accurate, complete, and current. You will notify us of any changes to the personal information you have provided to us.

4. How your information is used and protected?

The categories of data we process are:

• Personal data for the purposes of staff and self-employed team member management
• Personal data for the purposes of [direct mail/email/text/other] marketing
• Special category data including health records for the purposes of the delivery of health care
• Special category data including health records and details of criminal record checks for managing employees and contracted team members

We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.

• Personal data is stored in the EU whether in digital or hard copy format
• Personal data is stored in the US in digital format when the data storage company is certified with the EU-US Privacy Shield
• Personal data is obtained when a patient joins the practice, when a patient is referred to the practice and when a patient subscribes to an email list

The lawful basis for processing special category data such as patients’ and employees’ health data is:

• Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional

The lawful basis of processing personal data such as name, address, email or phone number is:

• Consent of the data subject
• Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract

The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records in order to meet our legal requirements. The retention period for staff records is maintained in six years. The retention periods for other personal data is documented in Record Retention Policy.doc. Please contact the DPO for further details on retention periods.

5. Your right regarding your personal data

You have the following personal data rights:

• The right to be informed
• The right of access
• The right to rectification
• The right to erasure (clinical records must be retained for a certain time period)
• The right to restrict processing
• The right to data portability
• The right to object

Here are some practical examples of your rights:

• If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patient records within one month.
• If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text.

6. How to access your information

If you would like to access the information we hold about you, please:

• By email to: info@trusmiledental.com
• By telephone: 0126544218
• By writing to: Practice Manager, TruSmile Dental Practice,1 Danacre, Laindon, Basildon, SS155PT

Please note, we may ask you to complete a form in order to help us locate the information that would like access to.

7. Your Right to Opt Out

You can decide to opt out of any communication or data sharing whenever you want.

Inform us on the following details to opt out of any communication:

• By email to: info@trusmiledental.com
• By telephone: 0126544218
• By writing to: Practice Manager, TruSmile Dental Practice,1 Danacre, Laindon, Basildon, SS155PT

8. Your comments, suggestions and complaints

Comments, suggestions and complaints
Please contact the IG Lead at the practice for a comment, suggestion or a complaint about your data processing at jay.begumrdp@gmail.com, or 01268 544218 or by writing to or visiting the practice at 1 Danacre, Basildon SS15 5PT
Essex, United Kingdom. We take complaints very seriously.

If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who’s misused personal data. You can also visit their website for information on how to make a data protection complaint.

Related practice procedures
You can also use these contact details to request copies of the following practice policies or procedures:
• Data Protection and Information Security Policy, Consent Policy
• Privacy Impact Assessment, Information Governance Procedures, Record Retention

If you have an enquiry or a request please contact the Information Governance Lead Dr Irfan Sheraz or Jay Begum 1 Danacre, Basildon SS15 5PT, Essex, United Kingdom, Email: jay.begumrdp@gmail.com, Phone: 01268 544218.

9. Our privacy promise

We promise to keep your data safe and will not pass it on to anyone unless we have your consent to do so.

If you have any questions regarding this policy, our privacy practices, or data protection, please contact our Data Protection Officer (DPO), Dr Irfan Sheraz.

You can do this:

• By email to: info@trusmiledental.co.uk
• By telephone: 0126544218
• By writing to: Dr. Irfan Sheraz, TruSmile Dental Practice,1 Danacre, Laindon, Basildon, SS155PT