Confidentiality Policy

White House Dental, 1 Ivy Mill Lane, Godstone, Surrey, RH9 8NH


White House Dental Practice is fully committed to protecting the confidentiality of all patient information. This policy complies with the Access to Health Records Act 1990, the Caldicott Guidelines 1997, the Confidentiality Code of Practice 1998, the Data Protection Act 2018, the General Data Protection Regulation (GDPR), and the current General Dental Council (GDC) Standards.

 

Definition of Confidential Information


Confidential information includes all data obtained in the course of professional duties, such as:


  • Personal details: name, age, address, contact information, race, gender, sexual orientation, etc.
  • Medical and dental history
  • Current treatment and proposed treatment plans
  • Payment and cost information
  • The fact that a person is even a patient at the practice


This information may be stored or transmitted via paper records, computer systems, images, video or audio recordings, or shared verbally. All formats are treated with the same strict confidentiality.


Staff Responsibilities


All team members are responsible for maintaining the confidentiality and security of patient data. Every member of staff receives training on data protection legislation and professional confidentiality standards. They are required to:


  • Never share confidential information without explicit patient consent.
  • Fully inform patients about what information will be shared, with whom, and why.
  • Ensure patients have the opportunity to refuse permission unless exceptional circumstances apply.
  • Record the patient’s decision clearly in their clinical notes.
  • Share information only with those who also uphold similar professional confidentiality standards (e.g., referring dentists, medical colleagues).


Use of Data for Research, Marketing, or Images


If patient data or images are requested for research, educational, or marketing purposes:


  • The patient must be fully informed of how the information will be used.
  • Consent must be obtained in writing.
  • Only the minimum necessary data should be released.
  • The patient must be informed that they may withdraw consent at any time.


No identifiable photographs, videos, or audio recordings will be made or used without the patient's written permission. This includes content recorded on mobile devices. Patient confidentiality continues after death.


Disclosure Without Consent


There are very limited circumstances where patient data may be disclosed without consent:


  • Where it is in the public or patient’s best interests and may prevent serious crime or harm.
  • When there is concern that a patient may be at risk of significant harm or abuse, in which case appropriate agencies or the police will be informed.
  • When ordered to do so by a court or legal authority, in which case only the minimum required information will be disclosed.


Before any non-consensual disclosure, staff will:


  • Attempt to obtain consent or allow the patient to share the information themselves.
  • Document discussions fully.
  • Seek advice from the practice’s indemnity provider or Data Protection Officer (if needed).


Policy Enforcement



White House Dental treats any breach of this policy as a serious disciplinary matter. Team members must not knowingly misuse or share confidential data, and must report any suspected breach immediately. Failure to comply may result in formal disciplinary action.


Last Modified: July 2025