Privacy & Cookie Policy

1. Purpose

Waterside Dental Practice aims to meet the requirements of the Data Protection Act 2018, the United Kingdom General Data Protection Regulation (UK GDPR), the guidelines on the Information Commissioner’s (ICO) website, and our professional guidelines and requirements.

This privacy notice describes the type of personal information we hold, why we keep it, and what we do with it.

2. Registered name

The data controller is Louskos Ltd.

3. Contact details

If you have an enquiry or request, please contact Beccy Legg

Waterside Dental Practice
40 Langdown Lawn, Hythe, Southampton, Hampshire, SO45 5GR
Email: admin@watersidedental.co.uk
Phone: 023 8084 3318

This privacy notice is also available on the practice website at Watersidedental.co.uk, or a hard copy can be requested from the Practice by emailing or calling directly.

4. What information we collect, use, and why

The personal data we process includes:

Name, address, contact details, gender, pronoun preferences, date of birth, nationality, NHS number, medical history, dental history, family medical history, family contact details, emergency contact details, marital status, information about care needs, financial details, doctor’s details, treatment plans, consent, X-rays, clinical photographs, digital scans, study models, appointment dates, details of complaints, call recordings and CCTV recordings.

We may also process more sensitive special category data, including:

Ethnicity, race, religion, health records, sex life information, or sexual orientation.

The reasons we process the data include:

To fulfil our contract with you
To maintain a contemporaneous clinical record
To discuss treatment options
To provide dental prevention and oral health advice
To ensure any medication we prescribe is suitable
To modify treatments based on individual needs
To meet our obligations under the Equality Act 2010
To carry out financial transactions
To manage appointments, recall arrangements and send reminders
To communicate with your next of kin in an emergency
To communicate with parents or carers about the person being cared for
To refer to other dentists, doctors and health professionals as required
For debt recovery
To continually improve the care and service you receive from us
To assist with safeguarding or public protection concerns
To assist with dealing with queries, complaints or claims

5. Lawful basis (Personal data)

Our lawful bases for processing personal data:

A legitimate interest to provide evidence-based dental care to patients safely and effectively
Consent of the data subject
To comply with our legal obligations

6. Lawful basis (Special category data)

Processing is necessary for ethical and professional health care purposes
Processing is necessary to monitor and assess the quality of opportunity or treatment between different groups
Consent of the data subject

7. Data protection rights

You have the following personal data rights:

The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to withdraw consent

8. Where we get personal information from

We obtain your details when you enquire, join the practice, subscribe to our newsletter, register online, complete a form, from family members or carers, and when another healthcare provider refers you.

We also use CCTV for:

Protecting premises
Safety of patients, staff and visitors
Deterring crime
Assisting in apprehension/prosecution
Providing evidence to court if required

9. How long we keep information

We keep your records for 11 years after your last visit or until you reach 25 (whichever is longer). On request, we can delete non-essential details earlier.

CCTV images are kept 3 months unless needed for investigations or legal purposes.

10. How we store information

Securely on practice computer systems and manual filing systems. Only staff have access, bound by confidentiality and security protocols.

11. Sharing information

We may share with:

Another dentist or health professional
Your GP or consultant
A laboratory
NHS payment authorities
Inland Revenue
Benefits Agency (if claiming exemption)
Private dental scheme (if applicable)
Safeguarding organisations

12. Sharing CCTV recordings

Only in specific legal circumstances (police, courts, legal claims).

13. Duty of confidentiality

Exceptions may include public health risks, crime prevention, court orders, or legal claims.

14. NHS required: National data opt-out

Your health/care data may also be used for research, improving standards, monitoring safety, and planning services. You can opt out at www.nhs.uk/your-nhs-data-matters.

15. How to complain

You can complain to us directly, or to the ICO at www.ico.org.uk/make-a-complaint

16. Review and Revision

Reviewed annually and updated for compliance.

Last modified: 30 Sep 2025