Patient
Privacy Notice

1. Who is Responsible for Your Data?

Data Controller: Pont Steffan Dental Practice

Data Protection Leads: Dr Owain Dimmick · Becky Gardner · Fran Bowes

For any data protection queries, please contact us using the practice details above.

2. What Personal Information Do We Hold?

Identity and Contact Details

Name, date of birth, address, telephone numbers, email address.

Family and Consent Information

Details of parents, guardians or legal representatives where relevant; emergency contact details.

Medical and Dental Information (Special Category Data)

Medical history, dental history, clinical records, X-rays, scans, clinical photographs, GP and other healthcare provider details, correspondence relating to your care.

Appointment and Administrative Records

Appointment dates (including missed or cancelled appointments), treatment plans, consent forms, payment details and financial information.

Complaints and Feedback

Details of any complaint, concern or feedback you have provided.

Telephone Call Recording

Where calls to the practice are recorded, this is for training, quality and safety purposes. You will be informed if calls are recorded.

3. Why Do We Process Your Personal Information?

• To provide, plan and manage your dental treatment
• To contact you about appointments, recalls and your care
• To communicate with your GP, hospital or other healthcare providers where clinically necessary
• To comply with our legal and regulatory obligations (GDC, Healthcare Inspectorate Wales, ICO)
• To process payments and manage accounts
• To investigate and respond to complaints
• To train and develop our staff

4. What Is Our Lawful Basis for Processing?

• Contract — to provide dental treatment and related services
• Legal obligation — to meet our regulatory and professional requirements
• Vital interests — where processing is necessary to protect your life or health
• Legitimate interests — for appointment recalls, practice administration and service improvement
• Consent — for marketing communications, where specifically given
• Health purposes — under Article 9(2)(h) UK GDPR for processing special category (medical) data for healthcare purposes

5. Who Do We Share Your Information With?

We do not sell your personal data. We may share data with:

• Specialist clinicians, hospitals or laboratories for referral and treatment purposes
• NHS bodies where applicable
• Our data processors (practice management software, payment processors, IT support) — under written data processing agreements
• Healthcare Inspectorate Wales, the GDC or other regulatory bodies where legally required
• Legal representatives or insurers in connection with a complaint or claim

CCTV

We operate CCTV in public areas of the practice for security purposes. CCTV footage is retained for a limited period and is only accessed in the event of an incident.

6. How Do We Store Your Information?

• On secure, password-protected computer systems
• In encrypted cloud-based systems
• In limited paper format where necessary
• With regular secure backups

Access is restricted to authorised staff only.

7. How Long Do We Keep Your Information?

• Adults: 11 years from the date of last contact
• Children: Until age 25 (or 26 if aged 17 at end of treatment)

Where there is an ongoing complaint, claim or legal matter, records may be retained longer. Call recordings are retained in line with our internal schedule.

8. Your Data Protection Rights

Under UK GDPR, you have the right to: be informed about how your data is used; request access to your data (Subject Access Request); request correction of inaccurate data; request erasure in certain circumstances; object to processing; request restriction of processing; and data portability.

To exercise any of these rights, please contact us at reception@psdental.co.uk or call 01570 422595.

9. Complaints About Data Protection

If you have concerns about how we handle your data, you may contact the Information Commissioner’s Office: ico.org.uk or 0303 123 1113.

10. Changes to This Privacy Notice

We may update this notice from time to time. The current version will always be available on this website and on request at the practice.

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Pont Steffan Ltd · Company No. 15248767 · Last updated: 15 May 2026