Data protection declaration

Keeping Your Records

Jersey Orthodontics Ltd complies with the Data Protection (Jersey) Law 2018, regulated and overseen by the Jersey Office of the Information Commissioner (JOIC). This policy describes our procedures for ensuring that personal information about patients is processed fairly and lawfully.

What personal data do we hold?

In order to provide you with a high standard of orthodontic care and attention, we need to hold personal information about you. This personal data comprises:

• your past and current medical and dental condition; personal details such as your age, address, telephone number and your general medical practitioner
• radiographs, clinical photographs, CBCT scans and digital study models
• information about the treatment that we have provided or propose to provide and its cost
• notes of conversations or incidents that might occur for which a record needs to be kept
• records of consent to treatment
• any correspondence relating to you with other health care professionals, for example in the hospital or community services

Why do we hold information about you?

We need to keep comprehensive and accurate personal data about our patients in order to provide them with safe and appropriate orthodontic care.

How we process the data

We will process personal data that we hold about you in the following ways:

Retaining information

We will retain your orthodontic records while you are a practice patient and after you cease to be a patient, for at least eleven years, or for children until the age of 25, whichever is the longer.

Security of information

Personal data about you is held in the practice’s computer system and/or in a manual filing system. The information is not accessible to the public and only authorised members of staff have access to it. Our computer system has secure audit trails and we back up information routinely.

Disclosure of information

In order to provide proper and safe orthodontic care, we may need to disclose personal information about you to:

• your general medical practitioner
• the hospital or community dental services
• other health professionals involved in your care
• digital dental laboratories for the fabrication of orthodontic appliances or aligners
• Revenue Jersey
• private dental or orthodontic schemes of which you are a member

Disclosure will take place on a need-to-know basis, so that only those individuals or organisations who need to know in order to provide care to you, and for the proper administration of government (whose personnel are covered by strict confidentiality rules), will be given the information. Only that information which the recipient needs to know will be disclosed.

In very limited circumstances, or when required by Jersey law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure not covered by this policy will only occur with your specific consent. Where possible, you will be informed of any such requests for disclosure.

Access

You have the right of access to the data that we hold about you and to receive a copy in an accessible and readable format. Access may be obtained by making a request in writing to the practice. We will provide a copy of your record within one month of receipt of the request, together with an explanation of its contents should you require one.

If you have concerns about how your data is handled, you also have the right to raise a complaint with the Jersey Office of the Information Commissioner (JOIC) at www.jerseyoic.org.

If you do not agree

If you do not wish personal data that we hold about you to be disclosed or used in the way described in this policy, please discuss the matter with your orthodontist. You have the right to object, but this may affect our ability to provide you with orthodontic care.

In order to keep your records accurate, please advise us of any change in your contact or medical details.