Privacy Notice (UK GDPR)

For Foot Health & Mentoring Services Provided by The Considerate Practice

This Privacy Policy explains how and why I collect, use, and protect your personal information when you attend an appointment, purchase a service or product, join a mentoring programme, contact me, or otherwise engage with my business. This notice ensures compliance with the UK General Data Protection Regulation (UK GDPR).

You will receive this information when registering as a foot health patient or when booking/engaging in mentoring services.

Information I Collect

Depending on the service you use, you may provide information such as:

Your name, contact details, postal address
Medical information (foot health clients only)
Consultation notes and treatment details
Payment information
Lifestyle or business information relevant to mentoring
Any information shared through email, messages, or booking forms

Your information is stored securely on an encrypted, password-protected electronic system.

Use of AI Technology for Consultation Notes (Foot Health Only)

To support accurate record-keeping, I may use a secure, GDPR-compliant AI transcription tool during clinical appointments.

Audio is used only to create accurate notes
Transcriptions are anonymised and checked before being added to your clinical record
All audio and draft transcripts are permanently deleted after processing
No patient-identifiable data is retained by the AI provider

This process helps maintain accurate, timely records while fully protecting your confidentiality.

Why I Collect Your Information

I rely on several lawful bases under UK GDPR:

Foot Health Services

To provide safe and appropriate health care
To maintain accurate clinical records
To contact you about appointments, aftercare, or essential service updates

Mentoring Services

To deliver mentoring sessions and resources
To manage your bookings and provide follow-up support
To provide customer service
With your consent, to send newsletters or updates (you may withdraw consent at any time)

Legal and Necessary Purposes

To comply with tax, legal, or regulatory obligations
To retain required clinical records
To respond to legal requests if applicable

Information Sharing & Disclosure

Your information is shared only when necessary and only in limited, controlled circumstances:

Foot Health Clients

Medical professionals: With your consent, I may share relevant clinical information with your GP or consultant for continuity of care.
Another practitioner: With your consent, I may share your clinical notes with a Foot Health Practitioner or Podiatrist if you require cover or onward care.

Mentoring Clients

Information shared with me during mentoring remains confidential and is used solely for service delivery. It is not shared with third parties unless legally required.

Both Services

Service providers: Trusted software or administrative providers may receive limited information only as needed to run my business (e.g., booking software).
Business transfers: If I sell or merge the business, information may be shared lawfully and with prior notice.
Legal compliance: Information may be disclosed if required by law.

Marketing Communications

From time to time I may contact you about important operational updates (e.g., clinic closures or changes). This is part of normal service delivery.

Optional marketing—such as newsletters, course announcements, or special offers—will only be sent with your consent. You can change your preferences or opt out at any time.

Data Retention

Foot Health Records: Retained for a minimum of 8 years after your last appointment, in line with professional guidance.
Mentoring Clients & Product Purchases: Data relating to invoices or purchases is kept for at least 6 years for tax purposes.
Information is retained only for as long as necessary to fulfil the purposes outlined in this notice.

International Transfers

Some third-party software providers may process your data outside the UK/EU (e.g., booking systems). Where this occurs, I rely on approved safeguards such as the EU-US Data Privacy Framework (DPF) or equivalent measures to ensure your information remains protected.

Your Rights

You have several rights under UK GDPR, including:

Access: Request a copy of your information
Correction: Ask for corrections to your data
Restriction or deletion: In some cases you may restrict or request deletion of your information (health records are generally exempt from deletion requests)
Object: Withdraw consent for marketing or object to processing based on legitimate interest
Complain: Raise concerns with the ICO at www.ico.org.uk