Last updated: 11 May 2026
We take your trust seriously. At Maypole Dental Surgery, we are committed to protecting your privacy with the same care and professionalism we provide to our patients. This Privacy Policy explains how we collect, use, and safeguard your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
The data controller for personal information collected through this website is Maypole Dental Surgery, registered with the Information Commissioner's Office under registration number Z7931912.
| Data Category | Examples | Legal Classification |
|---|---|---|
| Identity & Contact Data | Name, address, date of birth, phone, email, NHS number, next of kin | Personal Data |
| Financial Data | Card details (processed securely), insurance info | Personal Data |
| Special Category Data | Dental history, treatment plans, X-rays, clinical notes, health info | Special Category (Health) |
| Technical Data | IP address, browser type, OS, usage patterns | Personal Data |
| Purpose | Lawful Basis (Art 6) | Special Condition (Art 9) |
|---|---|---|
| Providing Dental Care | Performance of a contract | 9(2)(h) – Provision of healthcare |
| Appointments & Communication | Legitimate interest | 9(2)(h) |
| Billing & Payments | Legal obligation | N/A |
| Marketing (opt-in only) | Consent | N/A |
We process your personal data for the following purposes:
We use encryption, access controls, and secure storage for all records. Paper files are stored in locked facilities with restricted access.
Patient records: Retained for 11 years after last treatment, or until age 25 if treatment started under 18 — whichever is longer — in accordance with NHS and GDC guidelines.
Enquiry data: If you submit an enquiry but do not become a patient, we retain your details for up to 24 months, after which they are securely deleted.
We respect your privacy and only share your data when necessary and appropriate:
Other Healthcare Professionals
With your explicit consent or when medically necessary for your care
Trusted Service Providers
Under strict GDPR-compliant data processing agreements
Regulators & Legal Authorities
Where required by law (GDC, CQC, ICO, police, courts)
| Right | Meaning |
|---|---|
| To be informed | Understand how your data is processed (this policy) |
| Access | Request a copy of your data (Subject Access Request) |
| Rectification | Correct inaccurate or incomplete data |
| Erasure | Request deletion (limited by legal obligations) |
| Restriction | Limit how we use your data |
| Portability | Receive data in structured, machine-readable format |
| Object | Object to processing for legitimate interests or marketing |
To exercise your rights, contact us using the details below. We respond within one calendar month.
If you have any data-related queries or would like to contact our Data Protection Officer, please email us at compliance@maypoledental.com. We would appreciate the chance to deal with your concerns in the first instance; however, you also do have the right to lodge a complaint with the Information Commissioner's Office (ICO).
It is our aim to always have satisfied patients, to meet your expectations of care and service, and to resolve any complaints as efficiently, effectively, and politely as possible. We take complaints very seriously, investigate them in a full and fair way, and take great care to protect your confidentiality. We learn from complaints to improve our care and service, and we will never discriminate against patients who have made a complaint.
If you are not entirely satisfied with any aspect of our care or service, please let us know as soon as possible so that we can address your concerns promptly. We accept complaints made verbally as well as written complaints. Gay Stoakes is the Complaints Manager and will be your personal contact to assist you with any complaint.
We aim to resolve verbal complaints within 24 hours where possible. If you complain in writing, the Complaints Manager will send an acknowledgement within 3-10 working days and will aim to provide a full written response as soon as practical. If the Complaints Manager is unavailable, we will take brief details of your complaint and arrange a meeting at a time that is suitable for you and the practice.
Contact the Complaints Manager:
Maypole Dental Surgery, 1032 Alcester Road South, Kings Heath, Birmingham, B14 5NG
Call: 0121 430 5599
Email: complaints@maypoledental.com
We keep comprehensive and confidential records of all complaints. These records are stored securely and are only accessible to those who need to know about your complaint. If an investigation takes longer than anticipated, the Complaints Manager will contact you at least every ten working days to explain the reason for any delay, provide a progress update, and confirm the proposed completion date.
When the investigation has been completed, you will be informed of the outcome in writing. Our response will be clear and will address each of your concerns as fully as possible. You will also be invited to a meeting to discuss the outcome and any practical solutions we can offer, which may include replacing treatment, refunding fees paid, referring you for specialist treatment, or other solutions that meet your needs and resolve the complaint.
We regularly analyse patient complaints so we can learn from them and improve our services. We always welcome your feedback, comments, suggestions, and complaints.
Complaints relating specifically to how we handle your personal data should be directed to us or the ICO — see Sections 7 and 9 below.
Practice Contact
Maypole Dental Surgery
1032 Alcester Road South
Kings Heath, Birmingham, B14 5NG
Data protection enquiries should be sent to compliance@maypoledental.com.
Please also review our Terms of Service and Cookie Policy for more information.
