Privacy 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 guidance on the Information Commissioner's Office (ICO) website, and our professional guidelines and requirements. This privacy notice explains 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, registered in England and Wales under company number 08453349. Our registered office is Waterside Dental Practice, 40 Langdown Lawn, Hythe, Southampton, SO45 5GR.

3. Contact details

If you have a question or a request about your information, please contact Beccy Legg at Waterside Dental Practice, 40 Langdown Lawn, Hythe, Southampton, SO45 5GR. Email: admin@watersidedental.co.uk. Phone: 023 8084 3318.

This privacy notice is also available on our website at watersidedental.co.uk. You can ask the practice for a paper copy by email or by phone.

4. What information we collect, use, and why

The personal data we process includes: your name, address and 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, your doctor's details, treatment plans, consent, X-rays, clinical photographs, digital scans, study models, appointment dates, details of any complaints, call recordings and CCTV recordings.

We may also process more sensitive information, known as special category data. This can include your ethnicity, race, religion, health records, information about your sex life, or your sexual orientation.

We process your data for these reasons:

• To fulfil our contract with you
• To keep an accurate, up to date clinical record
• To discuss treatment options with you
• To provide dental prevention and oral health advice
• To make sure any medication we prescribe is suitable for you
• To adjust treatments to your individual needs
• To meet our obligations under the Equality Act 2010
• To carry out financial transactions
• To manage appointments and recalls, and to send reminders
• To contact your next of kin in an emergency
• To speak with parents or carers about the person being cared for
• To refer you to other dentists, doctors and health professionals when needed
• For debt recovery
• To keep improving the care and service you receive from us
• To help with safeguarding or public protection concerns
• To deal with queries, complaints or claims

5. Lawful basis for personal data

We rely on the following lawful bases to process your personal data:

• A legitimate interest in providing safe, effective, evidence based dental care to our patients
• The consent of the data subject
• The need to comply with our legal obligations

6. Lawful basis for special category data

For more sensitive information, we rely on:

• The need to process it for ethical and professional health care purposes
• The need to monitor and assess the quality and equality of treatment between different groups
• The consent of the data subject

7. Your data protection rights

Under data protection law you have the following rights:

• The right to be told how your data is used, and to see the data we hold about you (the right of access)
• The right to have inaccurate data corrected (the right to rectification)
• The right to have your data erased (the right to erasure)
• The right to restrict how we process your data
• The right to data portability
• The right to withdraw your consent

8. Where we get personal information from

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

We also use CCTV. We use it to:

• Protect the premises
• Keep patients, staff and visitors safe
• Deter crime
• Help with catching and prosecuting offenders
• Provide evidence to a court if required

9. How long we keep information

We keep your records for 11 years after your last visit, or until you reach the age of 25, whichever is longer. On request, we can delete non-essential details sooner. CCTV images are kept for 3 months, unless they are needed for an investigation or for legal purposes.

10. How we store information

We store your information securely on the practice's computer systems and in manual filing systems. Only our staff have access, and they are bound by confidentiality and security rules.

11. Sharing information

We may share your information with:

• Another dentist or health professional
• Your GP or consultant
• A dental laboratory
• NHS payment authorities
• HM Revenue and Customs
• The Benefits Agency, if you are claiming exemption from charges
• A private dental scheme, if you are a member
• Safeguarding organisations

12. Sharing CCTV recordings

We only share CCTV recordings in specific legal circumstances, for example with the police, the courts, or in connection with a legal claim.

13. Duty of confidentiality

We owe you a duty of confidentiality. There are some exceptions, which may include a risk to public health, the prevention of crime, a court order, or a legal claim.

14. National data opt-out

Your health and care data may also be used to support research, improve standards of care, monitor safety, and plan services. You can choose to opt out of this. To find out more or to opt out, visit https://www.nhs.uk/your-nhs-data-matters.

15. How to complain

If you are unhappy with how we have handled your information, you can complain to us directly. You can also complain to the Information Commissioner's Office (ICO) at https://ico.org.uk/make-a-complaint.

16. Review and revision

We review this privacy notice every year and update it to keep it compliant. Last updated: 30 September 2025.