HACH Healthcare TA Molesworth Clinic.
This privacy notice applies to anyone who interacts with us about our products or services in any way (for example, by e-mail, through our website, by phone).
What information do we collect?
We may collect the following kinds of information about you:
- Personal details such as your name, date of birth, gender, PPS number, address, telephone number, email address, occupation
- Information about your dental and general health, including clinical records made by dentists and other dental professionals involved with your care and treatment
- X-rays, clinical photographs, digital scans of your mouth and teeth, and study models
- Medical and dental histories
- Treatment plans and consent
- Notes of conversations with you about your care, for example details of any queries, complaints and any related communications.
- Correspondence from other health professionals or institutions involved in your care
- Details of the fees we have charged, payments exemptions, the amounts you have paid and some payment details
- Feedback and complaints
- CCTV images
- Online profile and social media information and activity, based on your interaction with us
- Our websites, including for example Internet Protocol (IP) address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and
- Statistical data about your browsing actions and patterns – including the full URL clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), and methods used to browse away from the page.
- Any other personal information you provide to us
How we obtain information
You may give us information about you through the following:
- By filling in forms at our practices, through social media, or on our websites.
- Corresponding with us by phone, e-mail, chat or otherwise.
- Through the technology you use to access our services
- By entering competitions, through social media, our website or face-to-face.
- Sources that are available to the public, such as social media
Our website, like many others, uses third party cookies, helping us improve the performance of our website and digital marketing, to provide you with a better user experience.
These cookies monitor activity throughout our website using third-party providers. We track which sources are effective at helping visitors find our website and make calls to us, navigation journeys throughout, and pages visited. We may use IP addresses, geo-location data and caller telephone numbers.
What are ‘cookies’?
‘Cookies’ are small text files that are stored by the website browser (for example, Internet Explorer or Safari) on your computer or mobile device. They are widely used in order to make websites work, or work in a better, more efficient way. They can do this because websites use them to recognise you and remember important information that will make your use of a website more convenient.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.
How we use your information – the purpose
We may use this information to:
- To perform our relationship with you, including to handle any queries or complaints
- To manage our social media or online relationship with you, in some cases we may rely on your consent for example should you provide us with a video, photograph or content to use.
- To provide you with the dental care and treatment that you need, we require up-to-date and accurate information about you.
- We may contact you to conduct patient surveys or to find out if you are happy with the treatment you received for quality control purposes.
- We will seek your preference for how we contact you about your dental care. Our usual methods are SMS, telephone, email or letter.
- If we wish to use your information for dental research or dental education, we will discuss this with you and seek your consent. Depending on the purpose and if possible, we will anonymise your information. If this is not possible we will inform you and discuss your options.
- We may use your contact details to inform you of products and services available at our practices.
We have CCTV at some of our practices for the purposes of security and patient and staff safety.
Our website, events, promotions, social media, content, blogs and materials we provide are intended for use by individuals 13 years or older, and we do not knowingly collect personal information relating to anyone under the age of 13 years.
However, we may in some cases collect limited personal information related to children if they are connected to someone is under 13 years, for example a child of a responsible adult who is sharing information. If we become aware that we have collected personal information from a child under the relevant age without parental consent, we take steps to delete that information.
Sharing your information
Your information is normally used only by those working at the practice but there may be instances where we need to share it – for example, with:
- Your doctor
- The hospital or community dental services or other health professionals caring for you
- Dental laboratories
- The Department for Work and Pensions and its agencies. Private dental schemes of which you are a member
- Debt collection companies
We also share your information with third parties in order to deliver the following services to you:
- Managing new enquiries from our website, chat or social media
- Contacting you to check if you wish to remain a client of ours
- Sending reminders for your dental appointments
- Processing on-line booking appointments
- Collecting feedback from our patients
- Managing email communications to our patients
- Providing troubleshooting and support services for our various IT systems
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary. We also have third party agreements in place to protect your information.
In certain circumstances or if required by law, we may need to disclose your information to a third party not connected with your health care, including Irish Revenue or other law enforcement or government agencies.
Safety of your infomation
We employ administrative, electronic and physical security measures to ensure that the information that we collect about you is protected from access by unauthorised persons and protected against unlawful processing, accidental loss, destruction and damage.
- Password protection
- Locked cabinets/rooms
- Practice security systems (including CCTV)
- Virus protection
- Secure servers
- Back-up facilities
- Secure cloud-based storage
In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality to us.
How long will we keep your information?
We keep your dental records for 10 years after the date of your last visit.
We have a retention schedule listing all documents and the timeframes for disposal. Retention periods may be changed from time to time based on business or legal and regulatory requirements.
You have a right to access the information that we hold about you and to receive a copy. You can make a request by contacting your practice or by e-mailing Huw@molesworthclinic.ie.
You have a right to correct any information that you believe is inaccurate or incomplete. Please contact your practice to request a change in information.
You have a right to request that we delete your personal information, although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). Please contact your practice to make this request.
You have the right to request us to restrict the processing of your personal information for example, sending you reminders for appointments or information about our service. Please contact your practice to make this request.
You have a right to data portability, this could include supplying your information to another dentist. Please contact your practice to make this request.
This website uses Google Analytics to help analyze how users use the site. The tool uses “cookies,” which are text files placed on your computer, to collect standard Internet log information and visitor behaviour information in an anonymous form. The information generated by the cookie about your use of the website (including IP address) is transmitted to Google. This information is then used to evaluate visitors’ use of the website and to compile statistical reports on website activity.
We will never (and will not allow any third party to) use the statistical analytics tool to track or to collect any Personally Identifiable Information (PII) of visitors to our site. Google will not associate your IP address with any other data held by Google. Neither we nor Google will link, or seek to link, an IP address with the identity of a computer user. We will not associate any data gathered from this site with any Personally Identifiable Information from any source, unless you explicitly submit that information via a fill-in form on our website.