Privacy policy

Privacy Policy

Chertsey House Dental Group

Effective Date: 30 May 2023

Last Updated: 07 August 2026

Privacy Notice

This Privacy Notice explains how Chertsey House Dental Group collects, uses, stores and protects your personal information. It is provided in accordance with the Data Protection (Bailiwick of Guernsey) Law, 2017 (“the Law”).

At Chertsey House Dental Group, we are committed to protecting the privacy, confidentiality and security of your personal information. We process personal information fairly, lawfully and transparently, and only for legitimate purposes connected with the provision of dental care and the operation of our practice.

Please read this Privacy Notice carefully to understand how we process your personal information.

Who We Are

Chertsey House Dental Group

Les Cornus

St Martin

Guernsey

GY4 6PR

Telephone: 01481 237781

Email: pm@chertseyhouse.com

Personal Information We Collect

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

• Name, address and date of birth
• Telephone numbers and email addresses
• Emergency contact details
• Medical history and dental records
• Medical questionnaires and health declarations
• Clinical photographs, radiographs, scans, study models and treatment plans
• Appointment history and correspondence
• Payment and billing information
• Insurance details where applicable
• Information relating to referrals
• Records of communications with you, including emails, letters and telephone calls
• CCTV images where CCTV operates within the practice
• Information submitted through our website or online booking system

Where required, we may also process Special Category Data, including health information and other sensitive personal information necessary for the provision of your dental care.

Information Collected Through Our Website

When you use our website or online booking system, we may collect:

• IP address
• Device information
• Browser type
• Operating system
• Cookies and similar technologies
• Website usage information

This information helps us maintain the security of our website and improve our online services.

Why We Process Your Personal Information

We process personal information for the following purposes:

• To provide safe and appropriate dental care.
• To maintain accurate clinical records.
• To arrange, confirm and manage appointments.
• To communicate with you regarding your treatment.
• To process payments and insurance claims.
• To respond to enquiries.
• To administer the practice efficiently.
• To improve the quality of our services.
• To comply with legal, professional and regulatory obligations.
• To safeguard patients, staff and visitors.
• To investigate, manage and respond to complaints, concerns, incidents and feedback relating to the care and services we provide.
• To obtain professional, legal and regulatory advice where necessary.
• To communicate with our professional indemnity providers, insurers, legal advisers and expert advisers where required.
• To establish, exercise or defend legal claims.
• To retain clinical and administrative records in accordance with applicable legal, regulatory and professional retention requirements.

Lawful Basis for Processing

Under the Data Protection (Bailiwick of Guernsey) Law, 2017, we process personal information because it is necessary for one or more of the following reasons:

• The provision of healthcare.
• Compliance with our legal and regulatory obligations.
• The performance of our contract with you.
• Our legitimate interests in operating and protecting the practice.
• The establishment, exercise or defence of legal claims.
• Your consent, where consent is specifically required by law.

Where processing is based upon consent, you have the right to withdraw that consent at any time, although this will not affect processing already carried out lawfully.

Sharing Your Information

We will only disclose your personal information where necessary and appropriate.

Your information may be shared with:

• Your General Medical Practitioner (GP)
• The Princess Elizabeth Hospital
• Other healthcare professionals involved in your care
• Dental laboratories
• Specialists to whom you are referred
• Guernsey Social Security
• Private dental insurers or schemes
• Medical Specialist Group
• Professional indemnity organisations
• Insurers
• Solicitors and legal advisers
• Expert witnesses
• Regulatory authorities
• Courts and tribunals
• Government authorities where disclosure is required by law
• Third-party service providers who support the operation of our practice

All disclosures are made on a strict need-to-know basis.

Complaints, Claims and Legal Proceedings

If you make a complaint about our services, or if we are required to investigate an incident, complaint, claim or legal matter, we may process personal information, including clinical records, correspondence and other relevant documentation, for the purposes of:

• investigating and responding to complaints;
• obtaining professional, legal or regulatory advice;
• communicating with our professional indemnity providers and insurers;
• complying with regulatory requirements;
• establishing, exercising or defending legal claims.

We will only process information that is necessary and proportionate for these purposes.

Retention of Records

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected.

Clinical records, complaint files, correspondence and related documentation are retained in accordance with applicable legal, regulatory and professional requirements, together with our approved records retention schedule.

When records are no longer required, they are securely destroyed or permanently anonymised where appropriate.

Data Security

We take appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration or disclosure.

Whilst we use robust security measures, no method of electronic transmission or storage can be guaranteed to be completely secure.

Your Rights

Subject to the provisions of the Law, you have the right to:

• Request access to your personal information.
• Request correction of inaccurate or incomplete information.
• Request erasure of personal information where appropriate.
• Request restriction of processing in certain circumstances.
• Object to certain types of processing.
• Withdraw consent where processing is based on consent.
• Request information about how your personal information is processed.
• Lodge a complaint with the Office of the Data Protection Authority.

Access to Your Records

You are entitled to request a copy of the personal information we hold about you.

Requests should be made in writing to the Practice Manager.

Parents or those with parental responsibility may request access to a child’s records where this is considered to be in the child’s best interests and not contrary to the wishes of a competent child.

International Transfers

Where it is necessary to transfer your personal information outside the Bailiwick of Guernsey, we will ensure that appropriate safeguards are in place to protect your information in accordance with applicable data protection legislation.

Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of external websites and encourage you to review their privacy notices before submitting personal information.

Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, professional guidance or our working practices.

The most current version will always be available on our website.

Contact Us

If you have any questions regarding this Privacy Notice or the way we process your personal information, please contact:

Practice Manager

Chertsey House Dental Group

Les Cornus

St Martin

Guernsey

GY4 6PR

Telephone: 01481 237781

Email: pm@chertseyhouse.com

Contacting the Office of the Data Protection Authority

If you are dissatisfied with how we have handled your personal information, you have the right to make a complaint to:

The Office of the Data Protection Authority

Block A

Lefebvre Court

Lefebvre Street

St Peter Port

Guernsey

GY1 2JP

Telephone: 01481 742074

Email: info@odpa.gg

Website: www.odpa.gg

Further information