Ace Braces Orthodontics and Dr JK O’Regan seek your consent to obtain and process personal data for the purpose of providing you with dental treatment safely and to the highest standards. This Statement is your guide to the principles of privacy and confidentiality which govern the collection, use, storage, disclosure and destruction of your personal data in this practice.
The data compliance officer in this practice is Rosemary Brown.
It is important to obtain, use and store information about you, your general and your dental health in order to provide dental care efficiently and reduce the risk of injury or other damage to your health. This personal data includes:
Your personal information is stored on computer and retained in your manual record. This practice is registered with the Data Protection Commissioner.
We will regularly update your personal data, including your medical care, to keep it relevant. We ask that you please inform us of any significant changes, such as a change of address or other contact details, at your earliest convenience. It is important to know that the collection, use or possible disclosure of this data may be crucial to our ability to safely provide you with the care you require; without your agreement to this process it may not be possible to undertake treatment.
You have access to a copy of your personal data upon written request and the right to have data rectified if incorrect.
Your personal data is obtained, kept and used primarily for the purpose of providing you with healthcare efficiently and safely at all times. Staff within the practice will have access to the data on a ‘need-to-know’ basis to ensure you receive the highest standard of care. In the course of your care, members of the dental team may access your records:
It is practice policy to send you a reminder of when your next ‘check-up’ is due. This reminder may be sent to you by post/electronic mail and/or SMS. We seek your consent to use your personal data for this propose and advise you of your right to refuse to have your data used for this purpose.
All members of the dental team adhere to the practice’s Code on Confidentiality in compliance with the Data Protection Acts, 1988 and 2003, and the Dental Council’s Code of Practice relating to Professional Behaviour and Ethical Conduct, 2012. Any disclosure of personal data, without your consent, can only be done for specified, legitimate reasons (8 (a-h), Data Protection Act, 1988; Section 10, Dental Council’s Code of Practice relating to Professional Behaviour and Ethical Conduct, 2012).
Access to your personal data is on a ‘need-to-know’ basis. This prohibits the release of your information to a spouse, partner or family member without your explicit consent. A guardian or carer may have the right to access information in the case of vulnerable adults or those with diminished mental capacity. A parent or guardian will have access to your personal information if you are less than 16 years of age.
A copy of your dental records may be transferred to your dentist or healthcare professional to facilitate your orthodontic and/or dental treatment.
Your consent will be sought in the case of:
There are certain activities where patient information may be used but where the
If Dr. O’Regan should cease practice or should die while still a practicing dentist, the dental team will be guided by the Dental Council’s Code of Practice relating to Professional Behaviour and Ethical Conduct in informing you, safeguarding your personal data and ensuring continuity of care where possible.
Every effort is made to ensure disclosed personal data is accurate and transferred securely.
Rosemary Brown is responsible for data security in this practice.
Obtained personal data is accessed on a ‘need-to-know’ basis and thereafter, is stored securely:
Dr. O’Regan is responsible for dealing with any incident where personal data has been put at risk of unauthorised disclosure, loss, destruction or alteration. Management of any breach incident will comply with the advice of the Data Protection Commissioner (Personal Data Security Breach Code of Practice).
A staff member will review your personal information with you on a regular basis to ensure we hold accurate, high quality records for you. Any changes to your personal details, your medical or dental status will be recorded in your records. We ask you to let us know of any changes in contact details at your earliest convenience.
Every effort is made to ensure that the information we collect and retain for you is in keeping with our aim to provide you with an efficient service and to care for you safely. We will explain the purpose of any information sought if you are not sure why.
We retain all adult records for 11 years after the last treatment. In the case of children and young adults, the records are kept until the patient’s 25th birthday; or their 26th birthday if the young person was 17 when they finished treatment. If a patient dies before their 18th birthday, records are kept for 8 years.
All records are disposed by a secure, certified, method of destruction (Dental Council Code of Practice relating to Professional Behaviour and Ethical Conduct, 2012).
You are legally entitled to a photocopy of your personal data upon written request. As well as a right of access you also have the right to have any inaccuracies in your data rectified and to have the data erased after the appropriate time period. You will be provided with a photocopy of an x-ray in response to an access request.
All written requests should be addressed to:
Dr JK O’Regan
Ace Braces Orthodontics
Clonminch Hi Tec Park
Your request will be dealt with in a timely manner.
It is your right to have your name removed from all practice marketing information if you do not consider this information to be in your best interest. If you wish to be removed from our appointment texting service please advise Rosemary Brown.
If you do not wish to have your personal data collected, used or disclosed as described in this Statement please discuss this matter with Dr. O’Regan. It is important to know that the collection, use or possible disclosure of this data may be crucial to our ability to safely provide you with the care you require; without your agreement to this process it may not be possible to undertake treatment.
If you have a complaint or concern with any aspect of how we process your personal information we would hope that you would notify Rosemary Brown in the first place. You retain the right to make a complaint to the Data Protection Commissioner at all times.
If you have any questions in relation to this Statement or any issue that arises from it please speak with the compliance officer.
Rosemary Brown Compliance Officer