Privacy Policy for Portner Pittack Dental Practice

This privacy policy explains how we use any personal and clinical information we collect from you when you attend the practice or visit the practice.

How do we collect Information about you

We collect information about you either on line, in person, over the telephone, by email when you make an enquiry, register with us, book an appointment and when you are seen by a clinician. We may also receive information about you from a referring dentist or professional colleague.

Website usage information is collected using cookies.

What Type of Information do we collect about you

Clinical Information

This is also known as special category data. This information is collected so that we can

  • Provide you with dental care and treatment
  • Assess the working capacity of the team members

Personal Information

Such as Name, Address, Date of Birth. This information is collected so that for example we can

  • Contact you regarding appointments and recalls
  • Keep payment records on your account
  • Process comments or complaints
  • Staff and self employed team member management

Special Category Information for Staff

  • Details of criminal records for managing employees and contracted team members.

How will we use the information

Referrals to Professional Clinicians

It is usual practice to send your information to a dentist who you are referred to. Patients receive copies of the referral letter and further correspondence. Consent will be asked for when your dentist wishes to send a referral letter to a colleague. Patients can withdraw their consent for a letter to be sent to another clinician or professional colleague.

Third Parties

It can be necessary for other companies to look at your dataThe following are examples

  • The software that holds all your data can develop an issue and when that happens the practice will need software support. This can entail them "dialling in" online or downloading a data set.
  • We also hold offsite backups in the UK, so that if there is an issue with the server we can be up and running within day or so.
  • Another example would be sending your details to a dental laboratory to ensure that they have your information so as to make your crown or bridge or other devices to fit accurately.

The practice will send the minimum amount of your data that is required to any third party.

All third party companies have a contract with the practice which specifies their data protection processes and they have to sign a confidentiality clause so that your data is protected.

Whilst the practice does not share information unless it is necessary and is covered by contract, there may be legal reason or those concerning safeguarding issues where yur information could be shared if required.

Security of Your Information

The practice has Information Governance Procedures which include, how your data is kept secure, who can access your information, how long the information is retained for, where it is held and what would happen if there is a data breach. You can ask for a copy of these procedures by asking Sara Pittack.

Rights Under GDPR

You can ask for a free copy of your information and have certain rights under the GDPR 2018. These include

  • The right to be informed
  • The right of access
  • The right to rectification (where an error has been made)
  • The right to erasure (clinical records must be retained for a certain time period)
  • The right to restrict processing
  • The right to data portability
  • The right to object


If the practice decides to send out marketing information, your consent will be requested. You will have the right to withdraw that consent at any time by calling, 0208 349 3924, writing to Sara Pittack 8-9 Thornfield Parade Dollis Road London NW7 1LN or emailing to

Your information is not sold to any third party.

If you have any queries please contact Sara Pittack.

Privacy Notice for Children

The practice keeps records of your name, address, date of birth and details of any health problems as well as details of your dental treatment and details about your family. We keep this information so that we can provide you with the best dental care. Your personal information is kept very confidentially and securely.

We only use your personal information so we can give you the best dental care and for sending reminders to you.

We only pass your personal information to another dentist, doctor or hospital if you have a problem that needs their special skills and you need to go and see them. We will not give your information to anyone else unless the law allows us to or we have to provide it for legal reasons.

If you leave the practice, we will stop using your information, but will keep it confidentially and securely until you are 25 years old, when we will review if and when we can delete it. You can always ask for a copy of the information we hold for you, we can transfer it to another dentist or doctor at your request and you can ask us to stop using your personal information to send letters or contact you in other ways if you are no longer a patient at the practice.

When you reach 18 years of age the Privacy Notice about how we process your personal information will change to the adult version. This can be found on our website.

If you would like a copy of the information we hold about you or if you have any other enquiries it about such as to change an error in your information or to provide a copy of your information to somebody else please contact:

The Information Governance Lead
RoCoDent LTD and All Dental Care Ltd,
8-9 Thornfield Parade, Dollis Road, Mill Hill East, London, NW71LN,
Phone: 020 8349 3924