Dental Epidemiology Survey (5 year olds) privacy notice for parents and carers
We keep this privacy notice under regular review and it was last updated in March 2022.
This notice explains what personal data (information) we hold about you and how we collect, use and may share information about you. We are required to give you this information under data protection law.
Who we are
Kent County Council (KCC) collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the United Kingdom General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018). We are responsible as ‘controller’ of that personal information. Our Data Protection Officer is Benjamin Watts, whose contact details are set out at the bottom of this privacy notice.
The Dental Epidemiology Survey is delivered by Kent Community Health Foundation Trust (KCHFT), on behalf of KCC, every 2 years. This survey enables us to collect information on the health of people’s teeth and mouths (their oral health), so that we can plan and improve local dental services. This year the survey will be collecting information about the oral health of 5 year old children across Thanet, Gravesham, Dartford and Swale. Parents and carers who have a child aged 5 in participating schools in these districts will be asked if they give permission (called a ‘common law consent’) for their child to take part in the survey and have a brief dental check (examination) at their school, to take place during Terms 4 to 6 (April to July 2022).
The personal information we collect and use
Information collected by us
If you give permission to your child taking part in the survey and having a dental check, we will collect the following personal information when you provide it to us:
- Your child’s personal details, including their name, address (including postcode), date of birth, sex, school name and district and school class.
- Your full name (as the child’s parent or carer) and, if you choose to provide it, your contact telephone number so that we can contact you to offer advice if there are any concerns about your child’s teeth or mouth.
We also collect the following ‘special category data’ (personal data which is more sensitive and is treated with extra care and protection) when you provide it to us:
- Information about your child’s racial or ethnic origin
- Information relating to your child’s oral health (e.g. the number of decayed, filled, or missing teeth that they may have).
How we use your personal information
We use your personal information for the following purposes:
- To plan, organise and deliver the survey, and make sure we only carry out a dental check on children who are aged 5 at the time of the survey.
- So that we can contact you to offer advice and support if we find any concerns about your child’s teeth or mouth during the dental check.
- To better understand children’s oral health across Thanet, Gravesham, Dartford and Swale, and how this may have changed over the last 2 years.
- To plan and improve how we can best support children and families to care for their mouths and teeth.
Reasons we can collect and use your personal information
When we collect your personal data, we rely on the following legal bases:
- Article 6(1)(c) - processing is necessary for compliance with a legal obligation to which the controller is subject.
- Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
When we collect your ‘special categories of personal data’, (such as health, race, ethnicity) we rely on the following legal bases:
- Article (9)(2)(h) - processing is necessary for the provision of health or social care or treatment or the management of health or social care systems and services.
We rely on the health or social care purpose and public health conditions from Schedule 1 of the Data Protection Act 2018 when relying on Article(9)(2)(h) to process your special category data.
We take the following appropriate safeguards in respect of your special category and/or criminal convictions data when relying on the conditions above:
- We have a retention schedule which explains how long data is retained
- We maintain a record of our processing in our ‘Record of Processing Activities’ and record in it any reasons for deviating from the periods in our Retention Schedule.
How long your personal data will be kept
In line with the NHS Records Management Code of Practice, we will hold and use your child’s personal information until their 25th birthday, after which the information is made inaccessible to system users or securely destroyed. Any paper copies will be securely destroyed after 1 year.
We will hold your telephone number, when you provide it to us, for 1 year after which time this information will be securely destroyed.
Who we share your personal information with
In the course of working with you, we may collect information from, or share it, with some of the following third parties (non exhaustive list):
- Kent Community Health Foundation Trust (KCHFT) will be conducting the Dental Epidemiology Survey on KCC’s behalf. KCHFT will remove as much as possible of the identifiable information that you provide.
We will also share a limited, de-identified data set with Kent Public Health Observatory (part of KCC) who will be analysing the survey results.
We will share personal information with law enforcement or other authorities if required by applicable law or in connection with legal proceedings.
We will share personal information with our legal and professional advisers in the event of a dispute, complaint or claim. We rely on Article 9(2)(f) where the processing of special category data is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
Transferring your information outside of the UK
KCHFT uses Wordpress as part of processing your personal data which is hosted using Microsoft Azure cloud services, within the EU. This means that we will transfer your data outside of the UK to the EU for processing. This is based on an adequacy decision by the Secretary of State/safeguards prescribed by the UK GDPR. More information can be found on the ICO’s website.
Under the UK GDPR you have rights which you can exercise free of charge which allow you to:
- know what we are doing with your information and why we are doing it
- ask to see what information we hold about you (subject access request)
- ask us to correct any mistakes in the information we hold about you
- object to direct marketing
- make a complaint to the Information Commissioners Office
- withdraw consent at any time (if applicable)
Depending on our reason for using your information you may also be entitled to:
- ask us to delete information we hold about you
- have your information transferred electronically to yourself or to another organisation
- object to decisions being made that significantly affect you
- object to how we are using your information
- stop us using your information in certain ways
We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note, your request may delay or prevent us delivering a service to you.
For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the United Kingdom General Data Protection Regulation.
If you would like to exercise a right, please contact the Information Resilience and Transparency Team at firstname.lastname@example.org.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Please contact the Information Resilience and Transparency Team at email@example.com to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.
You can contact our Data Protection Officer, Benjamin Watts, at firstname.lastname@example.org.
Read our corporate privacy statement.