Legal
Privacy policy.
What we collect, why, how long we keep it and how to ask us about it.
What we collect
When you use the appointment form we collect your name, phone number, email address and postcode, what the appointment is for, a day if you give one, and anything you write. The form also records the time it was sent and your IP address, used only to block automated submissions.
As a registered healthcare provider we keep a clinical record for every patient: your health history, medication, the results of the circulation, sensation and other checks, what we found and what we did at each appointment, any photographs of your feet taken with your consent, consent forms for procedures, and letters to and from your GP or consultant. This is special category data, held because providing healthcare requires it.
Why we use it
- To arrange and provide your care (our contract with you, and the provision of healthcare).
- To keep the clinical records the HCPC and our insurers require (a legal and professional obligation).
- To write to your GP, diabetes team or consultant about your feet, with your agreement, or without it if there is an urgent risk to your health.
- To keep accounting records (a legal obligation).
- To ask for a review after an appointment, which you can decline by replying.
Who sees it
Helen and Arjun, and the receptionist for booking details only. Your GP or other health professionals involved in your care, when we refer or report. The orthotics laboratory, a 3D scan of your feet and a prescription, without your name. Our insurer, only if a claim is made. The review platform receives your email address once. We never sell or share your details for marketing.
How long we keep it
Appointment requests that do not lead to an appointment are deleted after six months. Clinical records are kept for eight years after your last appointment, or for a child until their twenty-fifth birthday, as guidance for health records requires, then securely destroyed. Accounting records are kept for six years.
Your rights
You can ask for a copy of your record, ask us to correct it, or object to how we use it; some of it we must keep by law. Email hello@solefootclinic.co.uk or ask at the clinic. We answer within a month. If you are unhappy with how we handle your data you can complain to the Information Commissioner's Office at ico.org.uk.
Cookies
This website sets a session cookie only when you send the appointment form, to limit repeat submissions; it expires when you close the browser. There are no analytics or advertising cookies. The map on the find-us page is loaded from Google, which may set its own cookies when it is displayed; the page works without it.