This Dental Practice is committed to ensuring the security of personal data held by the practice. Should any staff have concerns about the security of personal data within the practice they should contact [Fran Brown].

All members of the team must complying with this policy.

Confidentiality

1. All employment contracts and contracts for services contain a confidentiality clause, which includes a commitment to comply with the practice confidentiality policy.
2. Access to personal data is on a “need to know” basis only. Access to information is monitored and breaches of security will be dealt with swiftly by [Fran Brown].
3. We have procedures in place to ensure that personal data is regularly reviewed, updated and deleted in a confidential manner when no longer required. For example, we keep patient records for at least 10 years or until the patient is aged 25 – whichever is the longer.

Physical Security Measures

4. Personal data is only taken away from the practice premises in exceptional circumstances and when authorised by [Fran Brown]. If personal data is taken from the premises it must never be left unattended in a car or in a public place.
5. Some records are kept in a lockable fireproof cabinet, which is not easily accessible by patients and visitors to the practice. Main files are kept in Office which has a lockable door.
6. Efforts have been made to secure the practice against theft by the use of intruder alarms, lockable windows and doors.
7. The practice has in place a business continuity plan in case of a disaster. This includes procedures set out for protecting and restoring personal data.

Information Held On Computer

8. Appropriate software controls are used to protect computerised records, for example the use of passwords and encryption. Passwords are only known to those who require access to the information, are changed on a regular basis and are not written down or kept near or on the computer for others to see.
9. Daily and weekly back-ups of computerised data are taken off site by High Tide Ltd off-site. Back-ups are also tested at prescribed intervals to ensure that the information being stored is usable should it be needed. Back ups run 11a.m. 12.40 p.m. and 17.10.  A full back up of the entire system runs 18.30 which is then taken off site by High Tide Ltd.
10. Staff using practice computers will undertake computer training to avoid unintentional deletion or corruption of information.
11. Dental computer systems all have a full audit trail facility preventing the erasure or overwriting of data. The system records details of any amendments made to data, who made them and when.
12. Precautions are taken to avoid loss of data through the introduction of computer viruses.
13. Staff are aware of how to correct errors and how to ensure accuracy.

Reviewed Nov 24

Next review Nov 2025 unless circumstances dictate sooner Fran Brown