Privacy Policy

Data Protection Privacy Notice

We will keep your records safely This Practice complies with the Data Protection Bill and General Data Protection Regulation (GDPR) 2018. This means that we will ensure that your information is processed fairly and lawfully. Jonathan & Moyra Aspey are the Data Controllers.

How we obtain your personal data You provide us with your personal data either over the phone, when completing forms at our practice or given to our dentist, hygienist or receptionists during consultations or practice visits.

Third parties We do not obtain information from any third parties routinely. If you have joined our membership scheme we share information with the company that administers the scheme on our behalf. This would be in relation to personal data, payments made by you, change of address/name, or changes to/cessation of plan membership. Clinical data may need to be provided if a claim is made to the company in regards to the cover the plan provides.

What personal information do we need to hold?

    • Your past and current medical & dental condition, personal details such as your age, address, telephone numbers & medical practitioner
    • Radiographs, clinical photographs & study models
    • Information about treatment we have provided and it’s cost
    • Notes of conversations or incidents that might occur for which a record needs to be kept
    • Records of consent to treatment
    • Any correspondence relating to you with other health care professionals, for example in the hospital or specialist services

Why do we hold this information? We need to keep accurate personal data about patients in order to provide you with safe & appropriate dental care. We also need to process personal data about you if we are referring you to NHS/private hospitals or dental specialists.

How we use your personal data other than for clinical uses We will use your personal data to communicate to you regarding upcoming appointments, when you are due or overdue to attend the practice for recall appointments, outstanding accounts and for marketing purposes, where you have allowed this.

Retaining information We will hold dental and medical records including radiographs (X-rays) and study models while you are a patient of this practice and after you cease to be a patient for at least 11 years or until age 25, whichever is longer. This is dictated by medico-legal requirements.

Security Your information is held in the practice’s computer system and in a secure manual filing system. The information is only accessible to authorised personnel. Personal information will not be shared by this practice without the patient’s authorised consent, for example when a referral is made to a specialist, such as an orthodontist or implantologist, or with the company that administers our membership plan. Personal information is carefully protected by the staff at this practice. Staff contracts include a confidentiality clause. All access to information is held securely and can only be accessed by passwords. Data is encrypted and computer terminals are closed if unattended. Manual filing systems are kept under lock and key.

Disclosure of information. In order to provide proper and safe care we may need to disclose your information to:

  • Your general medical practitioner or medical specialist in a hospital,
  • Other dental or health professionals caring for you
  • Private dental schemes of which you are a member

Disclosure will take place on a ‘need to know’ basis, so that only those individuals/organisations who need to know in order to provide care to you and the proper administration of Government (whose personnel are covered by strict confidentiality rules) will be given the information.

Only information that the recipient needs to know will be disclosed. In very limited circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by this code of practice will only occur when we have your specific consent. Where possible you will be informed of these requests for disclosure.

Data Subject Rights You have the right to access particular personal information we hold about you. This is referred to as a subject access request. We shall respond promptly and certainly within one month from the point of receiving the request. No charges will be incurred for providing this information. You have the right to request that we rectify any inaccurate information we hold and the right of erasure of certain information, although we may need to retain some data for medico-legal purposes for the time frame previously mentioned.

Accuracy of information In order to provide the highest level of customer service possible we need to keep accurate personal data about you. We take reasonable steps to ensure the accuracy of any personal data or sensitive information we obtain. You can help us by keeping us informed of any changes such as name or address when they occur.

Questions and Queries If you have any questions or queries which are not answered by this Privacy Policy or have any potential concerns about how we may use the personal data we hold, please write to

Moyra Aspey,
Practice Manager,
Hilton Dental Practice,
2 Hilton Street,
AB24 4QX

or email

Complaints If you have a complaint regarding the use of your personal data then please contact us in writing to the practice manager at the address detailed above. If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioner’s Office (ICO) you can contact them on 01625 545745 or 0303 123 1113.