Aurum Dental Privacy Policy

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At Aurum Dental, we are committed to protecting and respecting your privacy. We act as a data controller in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).

This Privacy Policy outlines how we collect, use, store, and safeguard your personal data, as well as your rights under applicable data protection laws.

Personal Data We Collect

We may collect and process the following categories of personal data:

Patient Data – Clinical records, health information, and related correspondence
Staff Data – Employment, payroll, taxation, and pension records
Contractor Data – Information necessary for the administration and fulfilment of contractual agreements

Purpose of Data Processing

“Processing” includes the collection, storage, organisation, updating, and secure archiving of personal data.

We process personal data for the following purposes:

Patient Data – To provide safe, effective, and high-quality dental care and treatment
Staff Data – To comply with employment, taxation, and pension obligations
Contractor Data – To manage and fulfil contractual relationships

Lawful Basis for Processing

We process personal data in accordance with lawful bases defined under data protection legislation:

Legitimate Interests – To operate efficiently and deliver professional dental services
Legal Obligations – To comply with regulatory, employment, and tax requirements
Public Task – Where applicable, such as NHS-related orthodontic care
Contractual Necessity – For managing agreements with contractors

Data Sharing

We only share personal data when necessary, relevant, and secure.

Patient Data may be shared with:
- Healthcare professionals involved in your treatment (e.g., referrals, laboratories)
- Secure IT and software providers for data storage and backup
Staff Data may be shared with:
- Government bodies such as HM Revenue & Customs (HMRC)

All data sharing is conducted in compliance with strict confidentiality and security standards.

Your Rights

Under data protection law, you have the right to:

Be informed about how your data is used
Access the personal data we hold about you
Request correction of inaccurate or incomplete data
Request erasure of your data where legally applicable
Request transfer of your data to another party (data portability)
Restrict or object to certain types of data processing

To exercise any of these rights, please contact us directly. We will respond within one month or sooner where possible.

Data Retention

We retain personal data only for as long as necessary:

Patient Data – Retained during active care and archived in line with NHS and professional guidelines
Staff Data – Retained for six years after employment ends
Contractor Data – Retained for seven years after contract completion

Complaints Procedure

If you have a complaint or concern about the service you have received from the dentist or any of the staff working in this practice, please let us know. We operate a practice complaints procedure which adheres to national guidelines.

How to complain

We hope that most problems can be sorted out easily and quickly, often at the time they arise and with the person concerned. However, if your problem cannot be sorted out in this way and you wish to make a complaint, we would like you to let us know as soon as possible, ideally within a matter of days or at most a few weeks. This will enable us to establish what happened more easily. If it is not possible to do that please let us have details of your complaint:

Complaints should be addressed to either Ms Alex Baines or any of the dentists. Alternatively, you may ask for an appointment with Ms Alex Baines in order to discuss your concerns. She will explain the complaints procedure to you and will ensure that your concerns are dealt with promptly. It will be a great help if you are as specific as possible about your complaint.

What we shall do

We shall acknowledge your complaint within 3 working days and aim to have looked into your complaint as soon as possible after you have raised it with us. We will keep you informed of the progress of your complaint. We shall then be in a position to offer you an explanation, or a meeting with those involved. In investigating your complaint, we shall aim to:

Find out what happened and what went wrong
Make it possible for you to discuss the problem with those concerned if you are happy to do this
Make sure you receive an apology if this is appropriate
Identify what we can do to make sure the problem does not happen again

Complaining on behalf of someone else

Please note that we adhere strictly to the rules of confidentiality. If you are complaining on behalf of someone else, we have to know that you have permission to do so. A note signed by the person concerned will be required.

Aurum Dental

56 York Road, Acomb

York, YO24 4LZ

Telephone: 01904 798315

Email: [email protected]

Unresolved complaints

We hope that, if you have a problem, you will use our practice complaints procedure. We believe this will provide the best chance of putting right whatever has gone wrong and also give us an opportunity to improve our practice.

If you feel that you cannot raise your complaint with us or you are dissatisfied with the result of our investigation you should contact the following organisations:

Dental Complaints Service

Stephenson House

2 Cherry Orchard Rd

Croydon

CR0 6BA

Tel: 020 8253 0800

E-mail: [email protected]

You may also like to contact the General Dental Council for more advice:

General Dental Council:

General Dental Council

37 Wimpole Street

London

W1G 8DQ

Tel: 020 7887 3800

E-mail: [email protected]

CQC:

CQC National Customer Service Centre Citygate Gallowgate Newcastle upon Tyne NE1 4PA

Tel: 03000 616161

Email: [email protected]

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