South Down Dental Clinic

Privacy Policy

About us

We are South Down Healthcare Limited, Trading as South Down Clinic. This privacy notice applies to all personal information processing activities carried out by South Down Healthcare Limited. South Down Healthcare is the data controller in respect of personal information that we process in connection with our business. Our principal address 22 Merchants Quay Newry Co. Down BT35 6AH

For data protection queries please email

What information do we collect?

We may collect the following information about you:

  • Personal details such as your name, date of birth, gender, national insurance number, NHS number, address, telephone number, email address
  • 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, CT scans, clinical photographs and models of your mouth and teeth
  • Medical and dental histories
  • Treatment plans
  • Consent to treatments
  • Notes of conversations with you about your care
  • Correspondence from other health professionals or institutions involved in your care
  • Details of the payment amounts and payments exemptions (NHS) and some payment details
  • Feedback and complaints
  • CCTV images
  • Online profile and social media information and activity, based on your interaction with us and
  • 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

How we obtain information

You may give us information about you through the following:

  • Filling in forms at our practices or on our websites.
  • Corresponding with us by phone, e-mail or otherwise.
  • Through the technology you use to access our services

How we use your information

We may use this information to:

  • To provide you with the dental care and treatment that you need
  • 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 telephone, email or letter.
  • We may use your information for our own analysis to understand the effectiveness of our marketing activities.

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.

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 dentist
  • Your doctor
  • The hospital or community dental services or other health professionals caring for you
  • Dental laboratories
  • Private dental schemes of which you are a member

We also share your information with third parties in order to deliver the following services to you:

  • Managing new enquiries from our website
  • Sending reminders for your dental appointments
  • Processing online referrals from your dentist
  • Collecting feedback from our patients
  • Managing email communications to our patients

We will limit any information that we share to the minimum necessary.

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 law enforcement or government agencies.

How we will keep your information safe

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.

This includes:

  • Password protection
  • Locked cabinets and rooms
  • Practice security systems (including CCTV)
  • Secure patient management system (SOE)

How long will we keep your information?

We keep your dental records for the period of time in which you are undergoing treatment at the clinic and suitable period after should any follow up treatment be required.

Data 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


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).


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.


You have a right to data portability; this could include supplying your information to another dentist.


If you have any concerns about how South Down Clinic uses your information please contact