Dental records: your right to a copy
A patient has the right to access their clinical record and to obtain a copy of the documents it contains, including radiographs and digital scans, and the clinic must keep that record for a minimum of five years from the end of the episode of care.
gelisted editorial team · Updated 15 August 2026
The short version
- The minimum retention period is 5 years from the end of the episode.
- The right of access covers radiographs, scans and reports.
- Access is free; only the material cost of reproduction may be charged.
- An unpaid bill is not a reason to withhold the record.
Changing clinic without taking the record means repeating tests and starting from nothing. It is a right, not a favour, and it is exercised in writing.
What the record contains
Identification data, the history and examination, complementary tests, radiographs and intraoral scans, the course of treatment, signed informed consents, accepted treatment plans, and the discharge report. All of it forms the clinical record and all of it falls within the patient's right of access.
| Document | Right to a copy | Note |
|---|---|---|
| Progress notes | yes | in legible form |
| Radiographs and scans | yes | in the original digital format |
| Signed consents | yes | copy of the document |
| Treatment plans and invoices | yes | evidence what was agreed |
| Subjective notes by the clinician | limited | may be withheld |
| Third party data | no | excluded |
| Minimum retention | 5 years | from end of episode |
| Reproduction cost | 5 to 25 € | material only |
How to request it
In writing, identifying yourself with official documentation and specifying which documents are requested. An email with acknowledgement or a letter registered at the clinic serves as evidence of the date, which is what allows a complaint if there is no reply. State the format wanted: three dimensional radiographs in their original file are far more useful to another clinician than a paper print.
What a clinic may charge
Access to the information is free. What may be passed on is the material cost of reproduction where a specific medium is requested: printing, a physical copy or postage. That amount should be reasonable and proportionate to the actual cost, in the order of 5 € to 25 €. Making delivery conditional on paying outstanding treatment invoices is not acceptable: they are separate matters.
Where a reasonable period passes with no reply, a complaint may be made to the data protection authority and to the health administration.
Minors and deceased patients
For minors, access lies with those holding parental responsibility, with qualifications from the age of 16 depending on maturity and the type of information. On death, relatives and persons with a factual connection may access the record unless the patient expressly prohibited it in life, and always excluding the clinician's subjective annotations and any data affecting third parties.
The value of holding the record is measured in what it saves. Repeating a three dimensional radiographic study costs 80 € to 200 €, a set of periapical radiographs 30 € to 60 €, and an intraoral scan 40 € to 90 €. Changing clinic without the documentation therefore means 150 € to 350 € of repeated tests plus 2 or 3 weeks of delay.
Frequently asked
+Can I get a copy of my dental record?
Yes, including radiographs, scans, consents and accepted treatment plans.
+How long must it be kept?
A minimum of five years from the end of the episode of care.
+Can the clinic charge me?
Access is free. Only the material cost of reproduction may be passed on, around 5 € to 25 €.
+Can they withhold it if I owe money?
No. The treatment debt and the right of access to the record are separate matters.
+What if the clinic has closed?
The retention obligation continues, and the health administration can indicate where the archives are held.
Sources
- 1Boletín Oficial del Estado, BOE (August 2026)
- 2Ministerio de Sanidad, Gobierno de España (August 2026)