THE CONSIDERATE PRACTICE

Privacy Notice (UK GDPR)

Foot Health Services

theconsideratepractice.co.uk

This Privacy Notice explains how and why I collect, use, and protect your personal information when you attend a foot health appointment, purchase a product or service, contact me, or otherwise engage with my practice. It ensures compliance with the UK General Data Protection Regulation (UK GDPR).

You will receive this notice when registering as a foot health patient.

1. Information I Collect

When you register or book an appointment, you may provide information such as:

Your name, contact details, and postal address
Medical history and relevant health information
Consultation notes and treatment details
Payment information
Any information shared through email, messages, or booking forms

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

2. Use of AI Technology for Consultation Notes

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 consultation 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.

3. Why I Collect Your Information

I rely on several lawful bases under UK GDPR to process your information:

To provide your foot health care:

To deliver safe and appropriate clinical treatment
To maintain accurate and up-to-date clinical records
To contact you about appointments, aftercare, or important service updates

For legal and regulatory purposes:

To comply with tax, legal, or professional obligations
To retain clinical records for the required period
To respond to legal requests where applicable

For optional marketing (with your consent):

To send newsletters or practice updates – you may withdraw consent at any time

4. Information Sharing & Disclosure

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

Medical professionals: With your consent, I may share relevant clinical information with your GP or consultant to support 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.

Service providers: Trusted software or administrative providers may receive limited information only as needed to operate my practice (e.g. booking software, payment processing).

Business transfers: If I sell or merge the practice, your information may be transferred lawfully and with prior notice.

Legal compliance: Information may be disclosed if required by law or a regulatory authority.

5. Marketing Communications

From time to time I may contact you about important operational updates, such as clinic closures or changes to services. This forms part of normal service delivery.

Optional marketing – such as newsletters or practice news – will only be sent with your consent. You can change your preferences or opt out at any time by contacting me directly.

6. Data Retention

Foot health clinical records are retained for a minimum of 8 years after your last appointment, in line with professional guidance.

Data relating to invoices or payments is kept for at least 6 years for tax and accounting purposes.

Information is retained only for as long as is necessary to fulfil the purposes outlined in this notice.

7. International Data Transfers

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

8. Your Rights

You have several rights under UK GDPR, including:

Access – you may request a copy of the information I hold about you
Correction – you may ask for inaccurate data to be corrected
Restriction or deletion – in some cases you may request restriction or deletion of your data (please note that clinical health records are generally exempt from deletion requests)
Object – you may withdraw consent for marketing at any time, or object to processing based on legitimate interest
Complain – you have the right to raise concerns with the Information Commissioner’s Office (ICO) at www.ico.org.uk

To exercise any of your rights, please contact me directly using the details on my website.

The Considerate Practice – theconsideratepractice.co.uk