Our mission is to provide the highest quality orthodontic care to all our patients, respecting choice and mutual decision making, patient dignity and comfort during their visit. Your patient experience with York Orthodontist will be patient centred to achieve your desired outcome. The following sections provide further clarity on our terms and conditions of service. If you have any queries, please email us on [email protected]
Introduction
These Terms and Conditions, together with any and all other documents referred to herein, set out the terms of use under which you may use this website, www.yorkorthodontics.co.uk (“Our Site”) and attend our clinic, these terms and conditions are in addition to our appointment and clinic policies . Please read these Terms and Conditions carefully and ensure that you understand them. Your agreement to comply with and be bound by these Terms and Conditions is deemed to occur upon your first use of Our Site or scheduling your first appointment with York Orthodontics. If you do not agree to comply with and be bound by these Terms and Conditions, you must stop using Our Site immediately equally you are bound by these terms and conditions from the moment you book your appointment.
Please be aware that any information provided through any part of our social media platforms, including our website is for guidance & informational purposes only and does not constitute professional advice.
o professional advice can be given without a clinical consultation with our Orthodontist. For professional advice we strongly recommend that you see our orthodontist for consultation.
Definitions And Interpretation
In these Terms and Conditions, unless the context otherwise requires, the following expressions have the following meanings:
“Content” means any and all text, images, audio, video, scripts, code, software, databases and any other form of information capable of being stored on a computer that appears on, or forms part of, Our Site;
“System” means any online communications infrastructure that we make available through Our Site either now or in the future. This may include, but is not limited to, contact forms, email, live chat and forums; and
“We/Us/Our” means York Orthodontics, a company registered in England under, whose registered address is 64 Marygate, York.
Information About Us
Our Site, www.yorkorthodontics.co.uk is [owned and] operated by York Orthodontics, a limited company registered in England under xx?, whose registered address is 64 Marygate, York, YO (We are a sole trader and as such, as far as I am aware, do not have to/are not registered with Companies House- JCH)
York Orthodontics undertakes to treat patients with a coordinated team approach in line with current good practice. Individual treatments are carried out with the clinician best qualified to provide the procedure and within the clinician’s individual competence level. Competence and experience are updated and reinforced by continuing professional development of all members of the staff. We undertake to be friendly and welcoming at all times, to provide a clean and comfortable environment and to offer advice and information which is relevant to the patient’s own particular situation.
York Orthodontics expects that patients will in turn respect all members of the practice team and value their own personal orthodontic journey taking advice from both the Orthodontist and all the employed clinical staff. We endeavour to make our services available at a convenient and suitable time for patients’ needs.
Appointment Cancellation
Please note York Orthodontics operates on a 72 hour cancellation policy. If you wish to cancel or rearrange appointments, we kindly ask you to give us 72 hours notice. We reserve the right to charge the cost of the appointment if there is a no show or adequate notice is not given. For initial consultations a £90 non-refundable consultation fee is taken to secure the booking. Should you decide at your consultation that you do not wish to have a treatment, this deposit will be retained to cover the practitioners time and expertise.
Should you cancel or reschedule your appointment outside of the72 hour cancellation policy this will be processed and no longer available to redeem against treatment or products.
That aside, if you are unwell or have a cold sore (herpes) or any other skin rash or condition, please phone the practice to check if you should still attend your appointment. Your general medical health is important for you and to us, and we are happy to reschedule your treatment if necessary.
To Change Or Cancel Your Appointment
Please phone York Orthodontics on 01904 671772 and speak to a member of our team if you wish to change or cancel your appointment. Changes can be made up to 72 hours before your scheduled appointment day. We strive to ensure that we are always available to you by phone or email, however you may not always be able to speak with your practitioner straight away. In this case, a message will be taken to hand over and they will call back at a convenient time for you.
Lateness for appointments
Please let us know if you are running late for any booked appointments. In the event that you may be more than 10 minutes late you may be asked to reschedule your appointment.
Please note that we would aim to complete as much work as possible at an appointment that you are late to attend but may have to finish on time as a courtesy to our booked patients that day and our clinicians.
If you arrive more than 15 minutes late without our prior agreement, we may consider that you have failed to attend, in which case you will not be eligible for a refund.
Practice Treatment Times Are:
Monday 9am – 5:00pm
Friday 9am to 5.00pm
We operate clinics on Tuesday, Wednesday and Thursdays
Practice Appointment Telephone Line:
Is 01904 671 772 open Monday – Friday 8:30am – 5.00pm
When we are busy in clinic with patients, please leave a message on our answerphone and we will return your call as soon as practicable.
Treatment Courses And Charges
All treatment is provided on a private contract basis. There is no NHS provision. Our charges are calculated mainly, but not exclusively, by reference to the time spent both clinically and administratively. We also take into account a number of other factors, including the complexity of the work required. Additional charges may be applied if treatment out of normal surgery hours or requiring special re-opening of the surgery is needed. Letters and telephone calls made and received are charged on a non-clinical hourly rate according to the time used. No treatment is commenced without you being fully consulted on the fees and agreeing to the charges.
We reserve the right to increase our charges which will usually be reviewed on an annual basis.
Treatment courses are non- refundable, we offer flexible interest free payment options. Please speak to your Nurse regarding this. Please also note we may recommend a change in your treatment plan during your course of treatments to meet your individual needs.
Treatment Plans – Estimates
Written estimates are provided for all planned treatments and the fees remain valid over the whole period of treatment provided it is commenced within 60 days of the date of the estimate. Every effort is made to give cost estimates which are as accurate as possible based on the information available to us at the consultation or treatment planning appointments. Treatment plans and associated cost estimates may need to be reviewed as your treatment progresses and the issues become clearer. You will be advised of any additional items needed to be added to the course of treatment and any additional fees which will be applied at the fee rate at the time of adjustment.
Payment terms
Fees for consultations and treatments are due on the same day and can be made by BACS, credit or debit card. For longer courses of treatment the fees may be spread into instalments over the duration of the treatment time, with the final balance due on the agreed day from the payment plan. Finance packages can be set up to manage the treatment fees over a longer period of time, but these must be agreed at the time of preparation of the treatment estimate. Any variation of payment terms can only be agreed prior to commencement of the treatment.
If any account, whether interim or final, and in relation to any type of work remains unpaid for 30 days we shall be entitled to charge interest on the amount outstanding from the date of the invoice at 6% above the bank of England rate per calendar month. This will also incur an Administration charge of £20 each month.
Fees for new patient consultation, emergency appointments and facial aesthetics are to be paid at the time of booking or on attending the appointment.
Reports
Written reports to supplement treatment plans and estimates, for medico-legal purposes and for referring clinicians are charged by reference to the time required and complexity of the case at our non-clinical hourly fee rate.
Refunds
We do not provide refunds on treatments that have been provided. We encourage you to speak to your Orthodontist if you feel dissatisfied regarding treatment.
Consent
Every effort will be made to ensure that patients fully understand the treatment plan with both verbal and written supplementary information to include the options, benefits and risks associated with the proposed treatment. Patients will then be required to sign a statement of informed consent prior to treatment commencement.
Referrals
York Orthodontics undertakes to cooperate with referring dentists and other healthcare professionals to ensure successful outcomes for the patient including appropriate maintenance. Where appropriate treatment cannot be offered at York Orthodontics, referrals to NHS or private specialists will be made to meet the best interests of the patient.
Emergencies
York Orthodontics maintains an emergency contact facility so that patients can reach and speak to an Orthodontist out of normal surgery hours. This service is available at no extra cost for the post-operative care of patients currently in treatment. We reserve the right to make a charge for telephone advice and a fee for recalling the Orthodontist and re-opening the surgery out of normal hours in addition to the normal clinical fees.
Access
York Orthodontics offers access to orthodontic care for disabled and limited mobility patients.
Access to medical records
From time to time it is necessary to obtain additional information to assist with treatment from the patient’s doctor, previous dentist or medical specialist. This is carried out in accordance with the Access to Medical Reports Act 1988 and you have a right to withhold your consent or to see the medical report before it is sent to York Orthodontics. Please refer to Privacy Policy.
Confidentiality
York Orthodontics is under a legal obligation to keep the affairs of patients confidential and this is the responsibility of all members of staff according to the General Dental Council guidelines. Copies of the York Orthodontics Confidentiality policy are available on request.
Facial Aesthetics
Suitability For Treatment
A full medical history is required to enable your product to be ordered for you. We will not be held responsible for any omission or incorrect information given. We will always assess whether treatment is suitable for you, or likely to be successful, prior to any treatment being carried out. If not, we will inform you as to the reasons why.
We will provide a “top-up” following 14 days of anti-wrinkle treatment at no further cost to the client, at the discretion of the practitioner and subject to review. This will only apply to the area treated during the original visit.
All of our treatments are not eligible for refund. No additional treatment or ‘top up’ is provided once the review period of 2-3 weeks has passed.
Liability
York Orthodontics will not be liable in contract, tort or otherwise for any economic loss (including, without limitation, loss of profit), or for any other special, indirect or consequential loss or damage arising out of, or in connection with, its provision of any goods and/or services to the client.
It is the client’s responsibility to ensure that he or she provides the designated practitioner with all relevant medical details prior to each treatment. York Orthodontics will not be liable for any damage that occurs as a result of the client’s failure to disclose such details.
The client agrees to comply with all instructions and/or recommendations given to them by York Orthodontics regarding the care of a treated area. Nothing in these terms of business shall exclude or limit York Orthodontics liability for death or any personal injury resulting from York Orthodontics negligence.
Treatment Results
Your Orthodontist will discuss treatment expectations at your consultation and will strive to achieve the best result for you, However, treatment results may vary from person to person and no guarantee of an exact result can be provided.
Personal Details
It is important that you provide a full and accurate medical history with details of any medications that you may be taking. It is also a requirement that we have your correct contact details on the system. Should these change it is very important for you to tell your dentist and the reception team.
Whilst we will ask and try to keep all information updated on each visit, it is the patient’s responsibility to inform the clinic of any changes in either personal details and/or their medical history.
All records are kept in accordance with strict Data Protection guidelines.
Data Protection Act (see privacy statement for further information)
All patient details are stored on a secure computer system in accordance with the Data Protection Act.
All clinical notes, radiographs (x-rays), photographs are the property of York Orthodontics.
Copies of notes, radiographs (x-rays) and 3D Scans (CBCT) can be made available on written request and we reserve the right to charge an administration fee for these.
All staff undergo Data Protection training and understand the importance of information handling.
Use of Images & X-rays
York Orthodontics may use images and x-rays of your smile and teeth only for educational purposes, for our website, promotional and educational literature. Your name will never be published and your identity will never be disclosed unless you consent to do so.
We ensure we receive permission prior to using any media, however if you do not wish for us to use your images and x-rays in this way please inform us in writing.
Contact
We like to keep you updated about pending appointments so we will send reminders, via calls, emails, SMS (text message) or post. If you would prefer that we did not contact you by any one or other reminder system please ensure you inform reception during your next visit. We do this to minimise your late cancellations and failure to attend, which has a direct impact on the use of our service and on-going registration.
Rest assured we do not use your details for anything else and will not pass on your information to third parties. See privacy Policy.
Policy On Children
Safeguarding is of paramount importance to York Orthodontics. If your child is attending treatment with us we will discuss with you how, when and who needs to accompany your child to their appointments.
We regret that we are unable to allow children under 13 years of age to remain unaccompanied in the reception area. Our Front of House staff are neither trained nor insured to look after children, and we respectfully ask our clients to refrain from asking our receptionist to watch their children during treatments.
Promotional Offers
All offers are limited to one offer per person and cannot be used in conjunction with any other offer or product purchases.
Online Prizes and Competitions (facebook, Instagram, twitter, mobile and email):
· Valid monday to sunday, appointments subject to availability.
· Valid for single treatment, cannot be used on multiple treatments.
· Valid for 3 calendar months from announcement of winner.
· Cannot be gifted to another person.
· Cannot be used on training days.
· Must satisfy medical requirements and be over 18 years old.
· If the value of any prize is not used in full, no change for unused differences can be issued.
Gift Vouchers
Gift Vouchers are non-refundable, cannot be exchanged for cash and will state how long they are valid for. Limited to one voucher per person. Gift Vouchers cannot be used in conjunction with any other offers. Please bring your gift voucher with you to your appointment.
Attending the Practice
Car parking is conveniently located outside the practice and there is a pay and display car park situated next to the practice.
Smoking is not permitted inside or on practice premises.
York orthodontics accepts no liability for loss or damage to any personal items whilst you attend the practice.
We regret that we are unable to allow pets in the clinic for hygiene reasons.
Compliments And Complaints Policy
We have many happy patients and if you are particularly pleased with your treatments we would love you to tell others about the great service they could receive with us too.
Whilst we strive to achieve your goals, if we haven’t quite met your expectations, please allow us the opportunity to discuss this with you. In the first instance we encourage you to speak with your Orthodontist. If you still feel that the issue has not been resolved to your satisfaction then a formal complaint should be made by e-mail to the Practice Manager, Lucie Hunter, at [email protected] yorkorthodontics.co.uk using the term “FORMAL COMPLAINT” in the subject line. We aim to acknowledge complaints within 5 working days. A copy of our complaints policy is available upon request. Please see our complaints policy for further information.
COVID 19 Update
Given the unprecedented situation in the UK regarding the Coronavirus (COVID-19) pandemic, it is important to reassure you that we are continuing to keep our practice clean and safe, for you and our team.
You will appreciate that as an orthodontic practice, we work in an environment where prevention of the spread of a whole range of infections is woven into everything that we do. Nevertheless, we are paying close attention to the latest government guidance of the transmission of coronavirus.
If you become unwell with COVID symptoms and you have a booked appointment with us, do NOT attend your appointment. Please call us 01904 671772 or email us at [email protected] to rearrange your appointment. We would be happy to schedule an alternative date for you. There may be circumstances that we can conduct your appointment remotely.
Your visit will feel different. There will be more safety measures in place and consequently, our practices may feel more ‘clinical’. Our dentists, hygienists and nurses will be wearing more safety clothing and face wear, and our reception teams will be behind screens and wearing masks too.
We’ll ask you to use hand sanitiser and wear a face mask while in practice, but it’s only for everyone’s protection. We’re still the same friendly people and we will continue to look after you and put your care first.
At your next appointment
You will receive an email asking you some health questions to ensure you are fit to attend your appointment. Please complete this form and return to us. WIthout completing this you will be unable to attend your appointment.
Patients must not, under any circumstances, simply turn up and hope to be seen – you will not have access to the practice unless we are expecting you and will not be seen.
Except for children and patients with carers, please attend your appointment alone and arrive at the practice at your allotted time – if you arrive early please wait outside. If you have any symptoms of COVID-19 after booking your appointment please contact us and we will reschedule.
Attending your appointment
When you arrive at the practice you will be asked to use alcohol gel as soon as you reach the practice and your temperature will be taken via a contactless thermometer. If you have a high temperature you will not be able to attend your appointment. You will be asked to leave and we will call you to rearrange your appointment.
You are required to wear a mask at all times in the practice. A member of the team will advise you when you can remove it for your treatment.
Our team members will look different, they will all be wearing PPE (personal protective equipment) which includes face masks, face visor, glasses, plastic aprons. After each patient we remove our PPE and dispose of it.
We ask you to respect social distancing throughout the practice. We will aim to book your next appointment whilst you are in the clinic room. If this is not possible we will call you to arrange. We are asking you to pay contactless rather than cash or cheque.
Please bear in mind that we are a small team. If any of our team feel unwell with COVID symptoms they will follow government guidance which could result in us running a reduced service.We ask for your understanding should we need to rebook your appointment.
Our clinical decontamination procedures are robust and more than adequate to prevent the spread of coronavirus but we will be performing extra cleaning duties in our non-clinical areas, including cleaning our entrance door handle and PDQ/card machine between patients.
We will be removing magazines and cups from our waiting area, cleaning our fridge door, coffee machine, toilet door handles and other common touch surfaces every 30 minutes.
We are offering virtual consultation (mainly via Zoom or alternatively FaceTime or WhatsApp) where possible.
We are not concerned about our supply chains as we have adequate stock levels in the practice and continue to replace stock as we are using it. Dental practices have been advised against stock piling, to enable as many practices as possible to continue running.
In the event that the practice should have to close unexpectedly, we have a close working relationship with other practices within close vicinity to the practice and have made agreements to see each other’s patients for urgent treatment.
Finally
We are keeping updated with the latest government advice. As and when this affects your treatment we will discuss this with you. If you have any questions or concerns please do not hesitate to contact us. Your health and safety is of paramount importance to us. As government guidelines change, so too may our policies and protocols but we will keep you up to date along the way.
If you have any concerns when you attend the practice please talk to a member of staff immediately. Our aim is to ensure that you feel safe in our practice.
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Website
We do not guarantee that our site, or any content on it, will be free from errors or omissions and may be out-of-date at any given time including personnel and practice changes or information. We will not be liable to you if for any reason our website is unavailable at any time or for any period.
Please be aware that any information provided through any part of our website is provided for interest purposes only and does not constitute personalised professional advice. For personal professional dental advice, we strongly recommend that you see a dentist for consultation.
Access To Our Site
Access to Our Site is free of charge.
It is your responsibility to make any and all arrangements necessary in order to access Our Site.
Access to Our Site is provided “as is” and on an “as available” basis. We may alter, suspend or discontinue Our Site (or any part of it) at any time and without notice. We will not be liable to you in any way if Our Site (or any part of it) is unavailable at any time and for any period.
Intellectual Property Rights
All Content included on Our Site and the copyright and other intellectual property rights subsisting in that Content, unless specifically labelled otherwise, belongs to or has been licensed by Us. All Content is protected by applicable United Kingdom and international intellectual property laws and treaties.
For personal use (including research and private study) only, you may:
- Access, view and use Our Site in a web browser (including any web browsing capability built into other types of software or app);
- Download Our Site (or any part of it) for caching;
- Print [one copy of any] page[s] from Our Site;
- Download, copy, clip, print, or otherwise save extracts from pages on Our Site; and
- Save pages from Our Site for later and/or offline viewing.
- You may not use any Content downloaded, copied, clipped, printed or otherwise saved from Our Site for commercial purposes without first obtaining a licence from Us (or our licensors, as appropriate) to do so. [This does not prohibit the normal access, viewing and use of Our Site for general information purposes whether by business users or consumers].
You may not systematically copy Content from Our Site with a view to creating or compiling any form of comprehensive collection, compilation, directory, or database unless given Our express permission to do so.
Subject to above you may not otherwise reproduce, copy, distribute, sell, rent, sub-licence, store, or in any other manner re-use Content or any other material from Our Site unless given express written permission to do so by Us. For further information, please contact Us at xxx
Our status as the owner and author of the Content on Our Site (or that of identified licensors, as appropriate) must always be acknowledged.
Links To Our Site
You may link to Our Site provided that:
You do so in a fair and legal manner;
You do not do so in a manner that suggests any form of association, endorsement or approval on Our part where none exists;
You do not use any logos or trade marks displayed on Our Site without Our express written permission; and
You do not do so in a way that is calculated to damage Our reputation or to take unfair advantage of it.
You may link to any page of Our Site. You may not link to Our Site from any other site where the content of which contains material that:
is sexually explicit;
is obscene, deliberately offensive, hateful or otherwise inflammatory;
promotes violence;
promotes or assists in any form of unlawful activity;
discriminates against, or is in any way defamatory of, any person, group or class of persons, race, sex, religion, nationality, disability, sexual orientation, or age;
is intended or is otherwise likely to threaten, harass, annoy, alarm, inconvenience, upset, or embarrass another person;
is calculated or is otherwise likely to deceive another person;
is intended or is otherwise likely to infringe (or to threaten to infringe) another person’s privacy;
misleadingly impersonates any person or otherwise misrepresents the identity or affiliation of a particular person in a way that is calculated to deceive (obvious parodies are not included in this definition provided that they do not fall within any of the other provisions of this sub-Clause 5.4);
implies any form of affiliation with Us where none exists;
infringes, or assists in the infringement of, the intellectual property rights (including, but not limited to, copyright, trade marks and database rights) of any other party; or
is made in breach of any legal duty owed to a third party including, but not limited to, contractual duties and duties of confidence.
The content restrictions do not apply to content submitted to sites by other users provided that the primary purpose of the site accords with these provisions. You are not, for example, prohibited from posting links on general-purpose social networking sites merely because another user may post such content. You are, however, prohibited from posting links on websites which focus on or encourage the submission of such content from users.
Links To Other Sites
Links to other sites may be included on Our Site. Unless expressly stated, these sites are not under Our control. We neither assume nor accept responsibility or liability for the content of third party sites. The inclusion of a link to another site on Our Site is for information only and does not imply any endorsement of the sites themselves or of those in control of them.
Advertising
We may feature advertising on Our Site. We will not be responsible for any advertising on Our Site including, but not limited to, any errors, inaccuracies, or omissions.
Use Of Our System
You may use Our System at any time to contact Us, provided you abide by the following rules. You must not communicate in a way, submit information, or otherwise do anything that:
is sexually explicit;
is obscene, deliberately offensive, hateful or otherwise inflammatory;
promotes violence;
promotes or assists in any form of unlawful activity;
discriminates against, or is in any way defamatory of, any person, group or class of persons, race, sex, religion, nationality, disability, sexual orientation or age;
is intended or is otherwise likely to threaten, harass, annoy, alarm, inconvenience, upset, or embarrass another person;
is calculated or is otherwise likely to deceive;
is intended or is otherwise likely to infringe (or to threaten to infringe) another person’s privacy;
misleadingly impersonates any person or otherwise misrepresents your identity or affiliation in a way that is calculated to deceive;
implies any form of affiliation with Us where none exists;
infringes, or assists in the infringement of, the intellectual property rights (including, but not limited to, copyright, trademarks and database rights) of any other party; or
is in breach of any legal duty owed to a third party including, but not limited to, contractual duties and duties of confidence.
We may monitor any and all communications made using Our System.
Any information that you send to Us through Our System may be modified by Us and, by sending us such information, you waive your moral right to be identified as the author of that information.
Any personal information sent to Us, whether through Our System or otherwise, will be collected, used and held in accordance with your rights and Our obligations under the Data Protection Act 1998, as set out below.
Disclaimers And Legal Rights
Nothing on Our Site constitutes advice on which you should rely. It is provided for general information purposes only. Professional or specialist advice should always be sought before taking any action relating to medical aesthetic treatments.
Insofar as is permitted by law, We make no representation, warranty, or guarantee that Our Site will meet your requirements, that it will not infringe the rights of third parties, that it will be compatible with all software and hardware, or that it will be secure.
If, as a result of Our failure to exercise reasonable care and skill, any digital content from Our Site damages your device or other digital content belonging to you, as a consumer you may be entitled to certain legal remedies. For more details concerning your rights and remedies as a consumer, please contact your local Citizens Advice Bureau or Trading Standards Office.
We make reasonable efforts to ensure that the Content on Our Site is complete, accurate, and up-to-date. We do not, however, make any representations, warranties or guarantees (whether express or implied) that the Content is complete, accurate, or up-to-date.
Our Liability
To the fullest extent permissible by law, We accept no liability to any user for any loss or damage, whether foreseeable or otherwise, in contract, tort (including negligence), for breach of statutory duty, or otherwise, arising out of or in connection with the use of (or inability to use) Our Site or the use of or reliance upon any Content included on Our Site.
To the fullest extent permissible by law, We exclude all representations, warranties, and guarantees (whether express or implied) that may apply to Our Site or any Content included on Our Site.
If you are a business user, We accept no liability for loss of profits, sales, business or revenue; loss of business opportunity, goodwill or reputation; loss of anticipated savings; business interruption; or for any indirect or consequential loss or damage.
We exercise all reasonable skill and care to ensure that Our Site is free from viruses and other malware. Subject to sub-Clause 9.3, We accept no liability for any loss or damage resulting from a virus or other malware, a distributed denial of service attack, or other harmful material or event that may adversely affect your hardware, software, data or other material that occurs as a result of your use of Our Site (including the downloading of any Content from it) or any other site referred to on Our Site.
We neither assume nor accept responsibility or liability arising out of any disruption or non-availability of Our Site resulting from external causes including, but not limited to, ISP equipment failure, host equipment failure, communications network failure, natural events, acts of war, or legal restrictions and censorship.
Nothing in these Terms and Conditions excludes or restricts Our liability for fraud or fraudulent misrepresentation, for death or personal injury resulting from negligence, or for any other forms of liability which cannot be excluded or restricted by law. For full details of consumers’ legal rights, including those relating to digital content, please contact your local Citizens’ Advice Bureau or Trading Standards Office.
Viruses, Malware And Security
We exercise all reasonable skill and care to ensure that Our Site is secure and free from viruses and other malware.
You are responsible for protecting your hardware, software, data and other material from viruses, malware, and other internet security risks.
You must not deliberately introduce viruses or other malware, or any other material which is malicious or technologically harmful either to or via Our Site.
You must not attempt to gain unauthorised access to any part of Our Site, the server on which Our Site is stored, or any other server, computer, or database connected to Our Site.
You must not attack Our Site by means of a denial of service attack, a distributed denial of service attack, or by any other means.
By breaching these provisions you may be committing a criminal offence under the Computer Misuse Act 1990. Any and all such breaches will be reported to the relevant law enforcement authorities and We will cooperate fully with those authorities by disclosing your identity to them. Your right to use Our Site will cease immediately in the event of such a breach.
Acceptable Usage Policy
You may only use Our Site in a manner that is lawful. Specifically:
you must ensure that you comply fully with any and all local, national or international laws and/or regulations;
you must not use Our Site in any way, or for any purpose, that is unlawful or fraudulent;
you must not use Our Site to knowingly send, upload, or in any other way transmit data that contains any form of virus or other malware, or any other code designed to adversely affect computer hardware, software, or data of any kind; and
you must not use Our Site in any way, or for any purpose, that is intended to harm any person or persons in any way.
We reserve the right to suspend or terminate your access to Our Site if you materially breach the provisions of this Clause or any of the other provisions of these Terms and Conditions. Specifically, We may take one or more of the following actions:
suspend, whether temporarily or permanently, your right to access Our Site;
issue you with a written warning;
take legal proceedings against you for reimbursement of any and all relevant costs on an indemnity basis resulting from your breach;
take further legal action against you as appropriate;
disclose such information to law enforcement authorities as required or as We deem reasonably necessary; and/or
any other actions which We deem reasonably appropriate (and lawful).
We hereby exclude any and all liability arising out of any actions (including, but not limited to those set out above) that We may take in response to breaches of these Terms and Conditions.
Privacy Policy
York Orthodontics aims to meet the requirements of the Data Protection Act 2018, the General Data Protection Regulation (GDPR), the guidelines on the Information Commissioner’s website as well as our professional guidelines and requirements.
The data controller is Lucie Hunter who is also the information Governance Lead and the Data Protection Officer.
This Privacy Notice is available on the practice website at www.yorkorthodontics.co.uk/ at reception/ by email if you contact [email protected] / by calling 01904 671772.
You will be asked to provide personal information when joining the practice. The purpose of us processing this data is to provide optimum health care to you.
The categories of data we process are:
- Personal data for the purposes of staff and self-employed team member management
- Personal data for all patients to enable management of patient’s health
- Personal data for the purposes of direct mail/email/text and possible future marketing
- Special category data including health records for the purposes of the delivery of health care
- Special category data including health records and details of criminal record checks for managing employees and contracted team members
We never pass your personal details to a third party unless we have a contract for them to process data on our behalf and will otherwise keep it confidential. If we intend to refer a patient to another practitioner or to secondary care such as a hospital we will gain the individual’s permission before the referral is made and the personal data is shared.
- Personal data is stored in the EU whether in digital or hard copy format (will be updated post 1 January Bretix)
- Personal data is stored in the US in digital format when the data storage company is certified with the EU-US Privacy Shield
- Personal data is obtained when a patient joins the practice; when a patient is referred to the practice; when a patient contacts the practice via social media and or website; and when a patient subscribes to an email list.
The lawful basis for processing special category data such as patients’ and employees’ health data is:
- Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional
The lawful basis of processing personal data such as name, address, email or phone number is:
- Consent of the data subject
- Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
The retention period for special data in patient records is a minimum of 10 years and may be longer for complex records in order to meet our legal requirements. The retention period for staff records is 6 years. The retention periods for other personal data is 2 years after it was last processed.
You have the following personal data rights:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure (clinical records must be retained for a certain time period)
- The right to restrict processing
- The right to data portability
- The right to object
Further details of these rights can be seen in our Information Governance Procedures or at the Information Commissioner’s website.
Here are some practical examples of your rights:
- If you are a patient of the practice you have the right to withdraw consent for important notifications, newsletters, surveys or marketing. You can inform us to correct errors in your personal details or withdraw consent from communication methods such as telephone, email or text. You have the right to obtain a free copy of your patient records within one month.
- If you are not a patient of the practice you have the right to withdraw consent for processing personal data, to have a free copy of it within one month, to correct errors in it or to ask us to delete it. You can also withdraw consent from communication methods such as telephone, email or text.
We have carried out a Privacy Impact Assessment and you can request a copy from the details below. The details of how we ensure security of personal data is in our Security Risk Assessment and Information Governance Procedures.
What personal data do we hold?
- your past and current medical and dental condition; personal details such as your age, address, telephone number and your general dental practitioner
- radiographs, clinical photographs and study models
- information about the treatment that we have provided or propose to provide and its cost
- notes of conversations/incidents that might occur for which a record needs to be kept
- records of consent to treatment
- any correspondence relating to you with other health care professionals, for example in the hospital or community services.
Why do we hold information about you?
We need to keep comprehensive and accurate personal data about our patients in order to provide them with safe and appropriate dental care.
Security of information
Personal data about you is held in the practice’s computer system and/or in a manual filing system. The information is not accessible to the public and only authorised members of staff have access to it. Our computer system has secure audit trails and we back up information routinely.
Disclosure of information
In order to provide proper and safe dental care, we may need to disclose personal information about you to:
- your general dental practitioner
- the hospital or community dental services
- other health professionals caring for you
Disclosure will take place on a ‘need-to-know’ basis, so that only those individuals/organisations who need to know in order to provide care to you and for the proper administration of Government (whose personnel are covered by strict confidentiality rules) will be given the information. Only that information that the recipient needs to know will be disclosed.
In very limited circumstances or when required by law or a court order, personal data may have to be disclosed to a third party not connected with your health care. In all other situations, disclosure that is not covered by this Code of Practice will only occur when we have your specific consent.
Where possible you will be informed of these requests for disclosure.
Comments, suggestions and complaints
Please contact Nicola Bridge at the practice for a comment, suggestion or a complaint about your data processing at [email protected], or 01225 424051 or by writing to or visiting the practice at Circus Orthodontics, 20 The Circus, Bath, BA1 2EU. We take complaints very seriously.
If you are unhappy with our response or if you need any advice you should contact the Information Commissioner’s Office (ICO). Their telephone number is 0303 123 1113, you can also chat online with an advisor. The ICO can investigate your claim and take action against anyone who’s misused personal data. You can also visit their website for information on how to make a data protection complaint.
Related practice procedures
You can also use these contact details to request copies of the following practice policies or procedures:
- Data Protection and Information Security Policy
- Consent Policy
- Privacy Impact Assessment
- Information Governance Procedures
- Website privacy policy
Key details
This practice Privacy Policy describes how this uses and protects the information you give us when you use this website.
If you provide information when using this website, it will only be used in the ways described in this Privacy Policy.
This Policy is updated from time to time. The latest version is published on this page.
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Introduction
We gather and use patient information in order to provide products and services and to enable certain functions on this website.
We also collect information to better understand how visitors use this website and to present timely, relevant information to them online.
Website Forms
Forms on this website do collect personal data that you submit, which will be emailed with the intent to store that data on industry standard UK email hosting and practice management records for the purpose of providing you a service.
General Data Protection Regulation
Our practice is Notified with the Information Commissioner’s Office (ICO).
Our Data Controller Jonathan Hunter can be contacted at our practice address, York orthodontics, 64 Marygate, York, YO30 7BH or by telephone 01904 671772 with any questions you may have or details concerning the protection of your personal data.
Patient Records
Our Practice is Registered with the Care Quality Commission (CQC). Details of our Registration can be seen at www.cqc.org.uk. Our practice has to comply with the CQC data protection policy for Patient Records both offline and online.
What data we gather
We may collect your data in a variety of ways on this website. Our lawful basis for processing your data will be your explicit consent to us to do so. We may store this data indefinitely.
We may collect the following information:
- Contact information including your email address
- Demographic information, such as postcode, preferences and interests
- Website usage data
- Other information relevant to patient enquiries
- Other information pertaining to special offers and surveys
How we use this data
Collecting this data helps us understand what you expect from your practice, enabling us to deliver improved products and services.
Specifically, we may use data:
- For our own internal records
- To transfer or share sensitive patient data with other registered dental or medical professionals
- To improve the products and services we provide
- To contact you in response to a specific enquiry
- To customise the website for you
- To send you promotional emails about products, services, offers and other things we think might be relevant to you.
- To send you promotional mailings or to call you about products, services, offers and other things we think might be relevant to you.
- To contact you via email, telephone or mail for research reasons.
Your individual rights
As an individual, you have the following rights in regard to the data that we collect and store:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling.
Should you wish to exercise any of these rights, please call the practice and speak to our Data Controller or Data Protection Officer.
Cookies and how we use them
What is a cookie?
A cookie is a small file placed on your computer’s hard drive. It enables our website to identify your computer as you view different pages on our website.
Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific to you. They also enable us to see information like how many people use the website and what pages they tend to visit.
How we use cookies
We may use cookies to:
- Analyse our web traffic using an analytics package. Aggregated usage data helps us improve the website structure, design, content and functions.
- Identify whether you are signed in to our website. A cookie allows us to check whether you are signed in to the site.
- Test content on our website. For example, 50% of our users might see one piece of content, the other 50% a different piece of content.
- Store information about your preferences. The website can then present you with information you will find more relevant and interesting.
- To recognise when you return to our website. We may show your relevant content, or provide functionality you used previously.
- Cookies do not provide us with access to your computer or any information about you, other than that which you choose to share with us.
Controlling cookies
You can use your web browser’s cookie settings to determine how our website uses cookies. If you do not want our website to store cookies on your computer or device, you should set your web browser to refuse cookies.
However, please note that doing this may affect how our website functions. Some pages and services may become unavailable to you.
Unless you have changed your browser to refuse cookies, our website will issue cookies when you visit it.
Controlling information about you
When you fill in an e- form or provide your personal details on our website, you may see one or more tick boxes allowing you to:
- Opt-in to receive marketing communications from us by email, telephone, text message or post.
- Opt-in to receive marketing communications from our third-party partners by email, telephone, text message or post.
- If you have agreed that we can use your information for marketing purposes, you can change your mind easily, via one of these methods:
- Send an email to .
- Write to .
Any personal information we hold about you is stored and processed under our data protection policy, in compliance with the General Data Protection Regulation (GDPR).
Security
We will always hold your information securely.
To prevent unlawful disclosure or access to your information, we have implemented strong physical and electronic security safeguards.
We also follow stringent procedures to ensure we work with all personal data in accordance with the General Data Protection Regulation (GDPR).
Links from our site
Our website may contain links to other websites.
Please note that we have no control of websites outside of the domain. If you provide information to a website to which we link, we are not responsible for your data protection and privacy.
Always be wary when submitting data via interactive website templates. Study the website data protection policy and the status of the website itself – is it padlocked or using https:// or green bar transfer protocols?).
Feedback
If you feel that there is a problem with the way that we are handling your data, you may complain to the ICO directly.