Privacy Notice
This is our Privacy Notice to you about how we use and share your personal data. We are the Data Controller and our legal name is Baycliff Dental Surgery.
We are a dental and oral surgery.
We collect your personal information here and other sources. We do not collect sensitive personal data.
We store your data and use it:
Version: 1.0
Effective Date: July 2026
Review Date: July 2027
Review Frequency: Annually or sooner if legislation or practice processes change.
Introduction
At Baycliff Dental & Implant Surgery, we are committed to protecting your privacy and ensuring that your personal information is handled securely, fairly and transparently. This Privacy Notice explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and guidance issued by the Information Commissioner’s Office (ICO).
As a provider of healthcare services, we process confidential and special category health information. We recognise the importance of maintaining your trust and are committed to protecting the confidentiality, integrity and security of the information you entrust to us.
Who We Are
Practice Name: Baycliff Dental & Implant Surgery
Address:
73 Baycliff Road
Liverpool
L12 6QT
Telephone:
0151 228 2200
Email:
reception@baycliffdentalsurgery.co.uk
Website:
www.baycliffdentalsurgery.co.uk
Data Protection Lead
The Practice has appointed a Data Protection Lead who is responsible for overseeing compliance with data protection legislation and ensuring that personal information is processed appropriately.
Data Protection Lead: Dr Salman Khan, supported by the Practice Manager
Email: practicemanager@baycliffdentalsurgery.co.uk
Telephone: 0151 228 2200
If you have any questions about this Privacy Notice or how your personal information is handled, please contact the Data Protection Lead using the details above.
What Information We Collect
We may collect and process the following information:
Personal Information
- Name
- Date of birth
- Address
- Telephone numbers
- Email address
- NHS Number (where applicable)
- Emergency contact details
Clinical Information
- Medical history
- Dental history
- Clinical notes
- Treatment plans
- Radiographs (X-rays)
- Clinical photographs
- Intra-oral scans
- Prescriptions
- Referral information
- Appointment history
Financial Information
- Payment records
- Insurance details
- Finance agreement information (where applicable)
Why We Collect Your Information
Your personal information enables us to:
- Provide safe and effective dental care.
- Maintain accurate clinical records.
- Arrange appointments.
- Communicate with you regarding your treatment.
- Process payments.
- Refer you to other healthcare professionals where appropriate.
- Meet legal and regulatory obligations.
- Respond to complaints or legal claims.
- Improve the quality and safety of our services.
Appointment Reminders and Patient Communications
To help you manage your dental care, we may contact you using your preferred method of communication, including:
- SMS (text message)
- Telephone
- Letter
These communications may include:
- Appointment confirmations
- Appointment reminders
- Recall reminders
- Information relating to your treatment
- Changes to practice opening hours or services
Where appropriate, these communications are sent as part of providing your dental care and are not considered direct marketing.
Marketing Communications
From time to time, we may wish to send you information about new services, special offers, oral health campaigns or practice news.
We will only send marketing communications where we have your consent or another lawful basis to do so. You may withdraw your consent at any time by contacting the practice or using the unsubscribe option included within marketing emails.
Our Lawful Basis for Processing
We process your personal information under one or more of the following lawful bases:
- Performance of a contract
- Compliance with a legal obligation
- Provision of health or social care
- Legitimate interests
- Consent (where required)
Who We Share Your Information With
We may share information with:
- Other healthcare professionals involved in your care
- Dental laboratories
- Referral specialists
- NHS organisations (where applicable)
- Professional indemnity organisations
- Regulatory authorities where required by law
- Insurance companies (where authorised)
- IT support providers
- Software providers
- Secure document destruction providers
Where third-party organisations process information on our behalf, they do so under written contracts and are required to comply with UK data protection legislation.
Practice Management Systems and Service Providers
To provide our services efficiently and securely, we use specialist practice management software and trusted service providers who may process personal information on our behalf. These may include providers of:
- Dental practice management software
- Digital radiography and imaging systems
- Online appointment booking systems
- SMS and email reminder services
- Secure cloud data hosting and backup
- IT support and cybersecurity services
- Payment processing services
All providers are carefully selected and are required to implement appropriate technical and organisational measures to protect your personal information.
How We Protect Your Information
We take appropriate steps to safeguard your personal information, including:
- Secure clinical software
- Password-protected systems
- Multi-factor authentication where appropriate
- Role-based access controls
- Encryption of portable devices
- Secure data backups
- Staff confidentiality agreements
- Regular GDPR and cybersecurity training
- Secure disposal of confidential information
How Long We Keep Your Information
Your records are retained in accordance with legal, regulatory and professional guidance. Once the applicable retention period has expired, records are securely destroyed or permanently deleted.
Your Rights
Under UK GDPR, you have the right to:
- Be informed
- Access your personal information
- Request correction of inaccurate information
- Request restriction of processing
- Object to certain processing activities
- Request erasure where applicable
- Withdraw consent where consent is relied upon
Some rights may be restricted where legislation requires us to retain healthcare records.
Subject Access Requests
You may request a copy of the personal information we hold about you. We will normally respond within one calendar month of receiving your request. Please contact us directly at the practice should you wish to obtain a copy of any of your information that we hold.
Cookies and Our Website
Our website uses cookies to improve functionality, enhance your browsing experience and help us understand how visitors use our website. Where required, you will be asked to provide your consent before non-essential cookies are placed on your device.
Further information is available in our Cookie Policy.
Complaints
If you have concerns regarding how we have handled your personal information, please contact our Data Protection Lead in the first instance.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
Review of this Privacy Notice
This Privacy Notice will be reviewed annually, or sooner where changes in legislation, regulatory guidance or practice processes make this necessary. The latest version will always be available at the practice reception and on our website.
Contacting Us
You can contact us in the following ways:
• By email to reception@baycliffdentalsurgery.co.uk
• In writing to Baycliff Dental Surgery, 73 Baycliff Road, Liverpool, L12 6QT, United Kingdom for the attention of the Data Protection Officer.
• By telephone 0151 228 2200
