Privacy Notice 

We are a Data Controller under the terms of the Data Protection Act 2018 and the requirements of the EU General Data Protection Regulation.  This Privacy Notice explains what Personal Data the practice holds, why we hold and process it, who we might share it with, and your rights and freedoms under the law  

Types of Personal Data 
 
Privacy Notices - Patient Data 
 
We are a Data Controller under the terms of the Data Protection Act 2018 and the requirements of the EU General Data Protection Regulation. 
 
This Privacy Notice explains what Personal Data the practice holds, why we hold and process it, who we might share it with, and your rights and freedoms under the law. 
 
Types of Personal Data 
 
The practice holds personal data in the following categories: 
1. Patient clinical and health data and correspondence. 
2. Staff employment data. 
3. Contractors’ data. 
 
Why we process Personal Data (what is the “purpose”) 
 
“Process” means we obtain, store, update and archive data. 
1. Patient data is held for the purpose of providing patients with appropriate, high quality, safe and effective dental care and treatment. 
 
What is the Lawful Basis for processing Personal Data? 
 
The Law says we must tell you this: 
1. We hold patients’ data because it is in our Legitimate Interest to do so. Without holding the data we cannot work effectively. We hold staff employment data because it is a Legal Obligation for us to do so. 
 
 
Who might we share your data with? 
 
We can only share data if it is done securely and it is necessary to do so. 
1. Patient data may be shared with other healthcare professionals who need to be involved in your care (for example if we refer you to a specialist or need laboratory work undertaken). Patient data may also be stored for back-up purposes and with our computer software suppliers who may also store it securely. 
 
 
Your Rights 
 
You have the right to: 
1. Be informed about the personal data we hold and why we hold it. 
2. Access a copy of your data that we hold by contacting us directly: we will acknowledge your request and supply a response within one month or sooner. 
3. Check the information we hold about you is correct and to make corrections if not 
4. Have your data erased in certain circumstances. 
5. Transfer your data to someone else if you tell us to do so and it is safe and legal to do so. 
6. Tell us not to actively process or update your data in certain circumstances. 
 
How long is the Personal Data stored for? 
 
1. We will store patient data for as long as we are providing care, treatment or recalling patients for further care. We will archive (that is, store it without further action) for as long as is required for legal purposes as recommended by the NHS or other trusted experts recommend. 
 
What if you are not happy or wish to raise a concern about our data processing? 
 
You can complain in the first instance by contacting our Data Protection Officer, Denise Harcourt by telephone: 01246 230230, email: deniharcourt@btconnect.com or in writing to: Denise Harcourt, Christopher Holden & Associates, 32 Tennyson Avenue, CHESTERFIELD S40 4SP and we will do our best to resolve the matter. If this fails, you can complain to the Information Commissioner at www.ico.org.uk/concerns or by calling 0303 123 1113. 
 
 
Privacy Notices Staff Employment Data 
 
We are a Data Controller under the terms of the Data Protection Act 2018 and the requirements of the EU General Data Protection Regulation. 
 
This Privacy Notice explains what Personal Data the practice holds, why we hold and process it, who we might share it with, and your rights and freedoms under the law. 
 
Types of Personal Data 
 
The practice holds personal data in the following categories: 
1. Patient clinical and health data and correspondence. 
2. Staff employment data. 
3. Contractors’ data. 
 
Why we process Personal Data (what is the “purpose”) 
 
“Process” means we obtain, store, update and archive data. 
Staff employment data is held in accordance with employment, taxation and pensions law. 
 
What is the Lawful Basis for processing Personal Data? 
 
The Law says we must tell you this: 
We hold staff employment data because it is a Legal Obligation for us to do so. 
 
Who might we share your data with? 
 
We can only share data if it is done securely and it is necessary to do so. 
Employment data will be shared with government agencies such as HMRC. 
 
Your Rights 
 
You have the right to: 
1. Be informed about the personal data we hold and why we hold it. 
2. Access a copy of your data that we hold by contacting us directly: we will acknowledge your request and supply a response within one month or sooner. 
3. Check the information we hold about you is correct and to make corrections if not 
4. Have your data erased in certain circumstances. 
5. Transfer your data to someone else if you tell us to do so and it is safe and legal to do so. 
6. Tell us not to actively process or update your data in certain circumstances. 
 
How long is the Personal Data stored for? 
 
We must store employment data for six years after an employee has left. 
 
 
What if you are not happy or wish to raise a concern about our data processing? 
 
You can complain in the first instance by contacting our Data Protection Officer, Denise Harcourt by telephone: 01246 230230, email: deniharcourt@btconnect.com or in writing to: Denise Harcourt, Christopher Holden & Associates, 32 Tennyson Avenue, CHESTERFIELD S40 4SP and we will do our best to resolve the matter. If this fails, you can complain to the Information Commissioner at www.ico.org.uk/concerns or by calling 0303 123 1113. 
 
 
Privacy Notices Job Applicants 
 
We are a Data Controller under the terms of the Data Protection Act 2018 and the requirements of the EU General Data Protection Regulation. 
 
This Privacy Notice explains what Personal Data the practice holds, why we hold and process it, who we might share it with, and your rights and freedoms under the law. 
 
Types of Personal Data 
 
The practice holds personal data in the following categories: 
• Patient clinical and health data and correspondence. 
• Staff employment data/ recruitment data 
• Contractors’ data. 
 
Why we process Personal Data from job applicants (what is the “purpose”) 
 
We collect and process your data for a number of purposes and where we have a legal basis to do so, as follows. 
We have a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate's suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims. 
In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant's eligibility to work in the UK before employment starts. 
We may process information about whether or not applicants are disabled so we can make reasonable adjustments for candidates who have a disability. Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes. Our processing of these types of data will be carried out to ensure you or us can meet our obligations or exercise our rights under law related to employment or (only where applicable) to enable us to establish, exercise or defend legal claims. 
We will not use your data for any purpose other than the recruitment process of which you are a part. 
 
 
What is the Lawful Basis for processing Personal Data? 
 
The Law says we must tell you this: 
. We hold staff recruitmens data because it is a Legal Obligation for us to do so. 
 
 
Who might we share your data with? 
Your information may be shared internally within the company for the purposes of the recruitment process. This includes members of the HR team, interviewers involved in the recruitment process, and managers in the business area with a vacancy. 
We will not share your data with third parties, unless your application for employment is successful and an offer of employment is made. We will then share your data with former employers in order to obtain references. 
In addition, we may need to share your personal information with a regulator or otherwise to comply with the law. 
 
How do we store your Information? 
 
Your Information is stored securely at the practice in paper form and on protected computer systems. Computer information is backed up regularly and may be securely stored away from our premises. 
 
• We will keep personal information for unsuccessful Job Applicants for no longer than six months after the completion of the relevant recruitment process unless they explicitly request otherwise. 
• We will keep personal information for volunteers and work placement individuals for no longer than six months after the completion of their engagement with us unless they explicitly request otherwise. 
 
• We will keep personal information for employees and contractors for the period of their employment or contract with the practice and on termination of that employment or contract (or of any matter arising from it) we will archive their records (that is, securely store them without further processing) for six years after which time they will be securely destroyed and/or erased. 
 
Your Rights 
 
You have the right to: 
1. Be informed about the personal data we hold and why we hold it. 
2. Access a copy of your data that we hold by contacting us directly: we will acknowledge your request and supply a response within one month or sooner. 
3. Check the information we hold about you is correct and to make corrections if not 
4. Have your data erased in certain circumstances. 
5. Transfer your data to someone else if you tell us to do so and it is safe and legal to do so. 
6. Tell us not to actively process or update your data in certain circumstances. 
 
 
What if you are not happy or wish to raise a concern about our data processing? 
 
You can complain in the first instance by contacting our Data Protection Officer, Denise Harcourt by telephone: 01246 230230, email: deniharcourt@btconnect.com or in writing to: Denise Harcourt, Christopher Holden & Associates, 32 Tennyson Avenue, CHESTERFIELD S40 4SP and we will do our best to resolve the matter. If this fails, you can complain to the Information Commissioner at www.ico.org.uk/concerns or by calling 0303 123 1113. 
 
 
Privacy Notices Contractors 
 
We are a Data Controller under the terms of the Data Protection Act 2018 and the requirements of the EU General Data Protection Regulation. 
 
This Privacy Notice explains what Personal Data the practice holds, why we hold and process it, who we might share it with, and your rights and freedoms under the law. 
 
Types of Personal Data 
 
The practice holds personal data in the following categories: 
1. Patient clinical and health data and correspondence. 
2. Staff employment data. 
3. Contractors’ data. 
 
Why we process Personal Data (what is the “purpose”) 
 
“Contractors’ data is held for the purpose of managing their contracts. 
 
What is the Lawful Basis for processing Personal Data? 
 
The Law says we must tell you this: 
We hold contractors’ data because it is needed to Fulfil a Contract with us. 
 
Who might we share your data with? 
 
We can only share data if it is done securely and it is necessary to do so. 
Government agencies such as HMRC. 
 
Your Rights 
 
You have the right to: 
1. Be informed about the personal data we hold and why we hold it. 
2. Access a copy of your data that we hold by contacting us directly: we will acknowledge your request and supply a response within one month or sooner. 
3. Check the information we hold about you is correct and to make corrections if not 
4. Have your data erased in certain circumstances. 
5. Transfer your data to someone else if you tell us to do so and it is safe and legal to do so. 
6. Tell us not to actively process or update your data in certain circumstances. 
 
How long is the Personal Data stored for? 
We must store contractors’ data for seven years after the contract is ended. 
 
What if you are not happy or wish to raise a concern about our data processing? 
 
You can complain in the first instance by contacting our Data Protection Officer, Denise Harcourt by telephone: 01246 230230, email: deniharcourt@btconnect.com or in writing to: Denise Harcourt, Christopher Holden & Associates, 32 Tennyson Avenue, CHESTERFIELD S40 4SP and we will do our best to resolve the matter. If this fails, you can complain to the Information Commissioner at www.ico.org.uk/concerns or by calling 0303 123 1113. 
 
You can complain in the first instance by contacting our Data Protection Officer, Denise Harcourt by telephone: 01246 230230, email: deniharcourt@btconnect.com or in writing to: Denise Harcourt, Christopher Holden & Associates, 32 Tennyson Avenue, CHESTERFIELD S40 4SP and we will do our best to resolve the matter. If this fails, you can complain to the Information Commissioner at www.ico.org.uk/concerns or by calling 0303 123 1113. 
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