Data Protection

Keeping your records - please refer to our Privacy Policy for a complete guide


Tooth Fairy Healthcare complies with the 1998 Data Protection Act and 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 dental 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/dental practitioner

  • clinical photographs you submit through the application

  • information about the treatment that we have provided or propose to provide and its cost 

  • notes of conversations/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 dental care.  Your information you input in your profile will help create an accurate representation of your body and your health.


How we process the data 

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


Retaining information

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected.

Your personal data is stored in line with CQC, Department of Health and NHS Regulations. We will retain your records from consultations for a maximum of 30 years. In line with the NHS regulations the minimum time we will keep records will be 11 years (adults) or to the age of 25 years (children). Unless there is a regulatory or legal reason to retain personal data, we will delete personal data for patients who have not been active on our platform for 5 years.


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 dental care, we may need to disclose personal information about you to:

  • your general medical practitioner

  • the hospital or community dental services

  • other health professionals caring for you

  • the Inland Revenue 

  • Private dental schemes of which you are a member. 


Disclosure will take place on a ‘need-to-know’ basis, so that only those individuals/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 that the recipient needs to know will be disclosed.


In very limited circumstances or when required by law or court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, a disclosure that is not covered by this Code of Practice will only occur when we have your specific consent.   


Where possible you will be informed of these requests for disclosure.



You have the right of access to the data that we hold about you and to receive a copy.  Access may be obtained by making a request in writing. We will provide a copy of the record within 40 days of receipt of the request and fee (where payable) and an explanation of your record should you require it.


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 that is described in this Code of Practice, please discuss the matter with your dentist. You have the right to object, but this may affect our ability to provide you with dental care. You will be asked in cases where we may wish to share information with other practitioners/teams we feel will be important in your care. 


You can use the below form to request any data we hold on you. 


Can I withhold information?

You may access certain areas of Our Platform without providing any personal data at all. However, to use all features and functions available on Our Platform you may be required to submit or allow for the collection of certain data.

You may restrict our use of Cookies.


Your rights:

  • We will process your data in a way that is legal and fair

  • We will only process personal data for the purposes for which it was collected - in order to provide you with the best quality dental care and advice

  • We will only collect the personal data we need in order for us to provide dental care

  • We will ensure your personal data is accurate and up to date

  • We will ensure your data is kept safe and confidential as well as secure

  • We will be accountable for your personal data 

  • You have the right to know how your personal data is processed, how long we keep it for and who your data is shared with through our privacy notice 

  • You will have the right to access any personal information we hold about you at the platform. You can do this by completing a subject access request below. This will take up to 40 days to be completed.

  • You have the right to have your personal data corrected in a timely manner if you feel it is inaccurate or incomplete

  • You have the right to erasure/be forgotten. You have the right to ask for your personal data to be deleted when we no longer need your personal data.

  • In certain circumstances, you have the right to restrict or limit the extent to which we process your personal data

  • You have the right to request a copy of your personal data in a structured, common used, machine readable format and ask for it to be sent to another dental practice

  • You have the rught to object us from processing your personal information for certain things, including direct marketting. 

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