Privacy Policy
 

Introduction

Your privacy is important to us. This Privacy Policy explains how we collect, use, store and protect your personal information when you interact with our website, contact our clinics, or receive treatment from us.

We are committed to handling your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Irish data protection laws.

By using our website or services, you agree to the practices described in this Privacy Policy.

Information We Collect

We may collect and process the following types of personal information:

Personal Information

• Name
• Address
• Phone number
• Email address
• Date of birth
• PPS/Medical Card Number

Medical and Clinical Information

• Dental and medical history
• Clinical notes and treatment records
• X-rays, scans, and photographs
• Treatment plans and appointment records

Communication Information

• Phone calls
• Emails
• Online enquiries or website forms
• Messages through our patient portal

Technical Data (Website Use)

• IP address
• Browser type
• Website usage data through cookies or analytics tools

How We Use Your Information

We collect and process personal data in order to:

• Provide dental care and treatment
• Maintain accurate clinical records
• Communicate with you about appointments or treatment
• Respond to enquiries
• Improve our services
• Train staff and monitor quality
• Send relevant communications where you have opted in

Call Recording

Phone calls to and from our clinics may be recorded for training, monitoring, and quality assurance purposes.

Recordings may also be used to review patient interactions and improve our services. Access to call recordings is restricted to authorised personnel only.

 

Third-Party Service Providers

We may use trusted third-party companies to help operate our services. These may include providers for:

• Practice management and patient record systems
• Payment processing
• Website hosting and maintenance
• Marketing and communication platforms
• Appointment booking systems
• Analytics and website performance tools

These third parties only process personal data on our behalf and are required to comply with GDPR and appropriate data protection standards.

 

Retention of Clinical Records

In accordance with legal and professional obligations, we retain patient clinical records for the following periods:

• Adults: Clinical records are retained for 8 years after the patient’s last visit.
• Children: Clinical records are retained until the patient’s 25th birthday (or 26 if they were 17 when last seen).

After these periods, records are securely deleted or destroyed.

 

Accessing Your Personal Data

You have the right to request access to your personal data and clinical records.

To request a copy of your records, please contact us by email. We may request identification to verify your identity before releasing any information.

Personal data is only used and disclosed for the purpose of your care

All members of the dental team adhere to the practice’s Code on Confidentiality in compliance with the Data Protection Acts, 1988 and 2003, and the Dental Council’s Code of Practice relating to Professional Behaviour and Ethical Conduct, 2012.

Any disclosure of personal data, without your consent, can only be done for specified, legitimate reasons (Data Protection Act, 1988; Section 10, Dental Council’s Code of Practice relating to Professional Behaviour and Ethical Conduct, 2012).

Access to your personal data is on a ‘need-to-know’ basis.  This prohibits the release of your information to a spouse, partner or family member without your explicit consent.  A guardian or carer may have the right to access information in the case of vulnerable adults or those with diminished mental capacity.  A parent or guardian will have access to your personal information if you are less than 16 years of age.

A copy of your dental records will be transferred to another practice or healthcare professional upon your written request.

Your consent will be sought before the release of any data to other healthcare professionals and then only the relevant part of your records will be released. All healthcare professionals are required to treat your personal data to the same standard of privacy as outlined in this statement.

Your consent will be sought in the case of:

• A report to dental insurance company
• A medico-legal report
• Any documentation relating to a “third party” Dental Scheme (e.g.  PRSI scheme)

There are certain activities where patient information may be used.

• Continuing Professional Development. Case studies are a very useful learning tool
• Quality Assurance/Internal audit. Audit is a necessary tool in assessing and assuring the quality of your care
• Research

Online Payments

Online payments are processed by Stripe. Stripe is fully GDPR-compliant. No financial information is obtained by Shields Dental & Orthodontic Clinic when payments are made via the Stripe payment form.

 

Marketing Communications

If you have opted in to receive communications from us, you may receive information about services, updates, or promotions.

You can unsubscribe at any time through your patient portal or by contacting us directly.

 

Data Security

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, or unauthorised access.

Access to personal and clinical information is restricted to authorised staff only.

 

Your Data Protection Rights

Under GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate information
• Request deletion of your data where legally permitted
• Restrict or object to certain types of processing
• Lodge a complaint with the Data Protection Commission

More information can be found at the Data Protection Commission (DPC) website.

 

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services or legal requirements. The most recent version will always be available on our website.

 

Contact Us

If you have any questions about this Privacy Policy or how we process your personal data, please contact us:

Email: hello@shieldsdentalclinic.ie
Phone: 061 480070