Information on data processing for adolescent dental examinations

Information on data protection in accordance with Articles 13 and 14 of the EU General Data Protection Regulation

1. general

With this information, we are informing you how the Offenbach am Main City Health Department handles personal data in the context of youth dental check-ups and voluntary participation in intensive prophylaxis. The protection of personal data is very important, which is why the processing of personal data is carried out in accordance with the statutory provisions, in particular the provisions of the General Data Protection Regulation of the European Union.

The tasks of the municipal health department include

The regular dental examination of school and kindergarten children.
Intensive prophylaxis such as fluoride varnish touch-ups.
Health promotion and prevention work by informing the public; epidemiological surveys and analyses as well as health reporting as a decision-making aid for the municipal field of action.

2. data agreement

We need the data that we collect from you (for example in the form of forms to be completed, etc.) to fulfill the tasks listed above, taking into account the principle of data minimization.

We have taken the necessary technical and organizational measures to ensure the secure processing of your data. This includes, in particular, ensuring that only authorized specialist personnel have access to your data.

2.1 Legal basis(s) for data collection

EU General Data Protection Regulation
Social Security Code Fifth Book Section 21 Prevention of dental disease (group prophylaxis)
Hessian Law for the Public Health Service (Sections 10, 11, 18, 22)
Ordinance on the approval and organization of examinations and school health care measures
Hessian Child and Youth Welfare Code
Hessian School Act (Sections 71, 72, 141)

2.2 Consequences of not providing data

Failure to provide the tasks makes it difficult to assess the child and restricts individual counseling. Documentation is therefore not possible.

2.3 Recipients or categories of recipients of the data

The institution and, if applicable, the measure provider commissioned to promote inclusion receive the information required for their task. In addition to the personal master data (name, date of birth, address), the facilities receive results/conclusions from the overall examinations, but not the individual health data on which these are based. Other doctors, insurance companies and other institutions will only receive the data necessary for the respective case if you give us your express consent to transmit it.

If the child's welfare is at risk, the data will be transmitted to the youth welfare office.

2.4 Transfer of data to third countries

Personal data will not be transferred to a third country.

2.5 Profiling

The Offenbach City Health Department does not use any technical methods for profiling.

2.6 Data sources

According to Section 18 (2) of the Hessian Public Health Service Act, the public health authorities are entitled to collect the names, date of birth, school class, address and nationality of the children in a year group, the address including the telephone number and e-mail address of the legal guardians from the registration authorities, day-care facilities and schools in order to fulfill their tasks in accordance with Sections 10 and 11 of the Hessian Public Health Service Act.

Furthermore, the schools transmit personal data of pupils and parents to the health authorities in accordance with Section 8 of the Ordinance on the Processing of Personal Data in Schools and Statistical Surveys in Schools in the currently valid version as part of school health care in accordance with the Ordinance on the Approval and Organization of Examinations and School Health Care Measures, in particular also for school dental care examinations. The following data of the data subjects are transmitted First name and surname, date of birth, address, name and (if different from number 3) address of the parents.

2.7 Duration of data storage or criteria for determining this duration

Your data will be stored for the respective statutory periods (e.g. documents relating to school medical examinations until the end of the 23rd year of life, medical reports for 10 years, X-ray images for 30 years).

In addition to the duration of storage from a professional point of view, there may be other statutory retention obligations - for example, retention of documents relevant to the annual financial statements in accordance with Section 37 of the Hessian Municipal Budget Ordinance - which may result in data having to be stored beyond the aforementioned period. In these cases, the data is not deleted but blocked.

3. rights

According to the General Data Protection Regulation and the Hessian Data Protection and Freedom of Information Act, you have the

right of access (Article 15 of the General Data Protection Regulation, Section 33 of the Hessian Data Protection and Freedom of Information Act),
Right to rectification (Article 16 General Data Protection Regulation),
Right to erasure (Article 17 General Data Protection Regulation, Section 34 Hessian Data Protection and Freedom of Information Act),
Right to restriction of processing (Article 18 of the General Data Protection Regulation, Section 34 of the Hessian Data Protection and Freedom of Information Act); this right replaces the right to erasure in certain cases under the Hessian Data Protection and Freedom of Information Act,
Right to object (Article 21 of the General Data Protection Regulation, Section 35 of the Hessian Data Protection and Freedom of Information Act), insofar as the collection is based on your consent.
Right to withdraw consent (Article 7(3) of the General Data Protection Regulation).

4. consequences of an objection to the processing of data

If an objection is possible, the data will only be used to fulfill our legal (documentation) obligations. Access to the data is blocked to such an extent that only the aforementioned purposes can be achieved.

If you withdraw your consent (to the transfer of data), the relevant recipients will not receive any further data concerning you.

An objection/revocation is always (only) valid for the future, so that the consequences mentioned occur either upon receipt or at a later date specified by you.

6. responsible for the processing of personal data

The Magistrate of the City of Offenbach
City Health Department Department of Dentistry
63061 Offenbach am Main
E-mail: gesundheitsamtoffenbachde

You can reach the data protection officer as follows
The Municipality of Offenbach
Stabsstelle Data Protection & Anti-Corruption
Berliner Str. 100, 63065 Offenbach am Main
E-mail: datenschutzoffenbachde
Phone: 069 8065 3300

7. supervisory authority in data protection matters

The Hessian Commissioner for Data Protection and Freedom of Information
P.O. Box 3163
65021 Wiesbaden
Telephone: +49 (0)611 14080
E-mail: poststelledatenschutz.hessende

8. right of appeal

You have the right to complain to this supervisory authority about suspected or actual violations of data protection regulations.

City of Offenbach