FOOT WORKS PODIATRY PRIVACY NOTICE
Last updated: 20 September 2026
Foot Works Podiatry is committed to protecting your privacy and handling your personal information responsibly, securely and lawfully.
This Privacy Notice explains what personal information we collect, why we collect it, how we use it, who we may share it with, how long we keep it and the rights you have in relation to your information.
Because we provide healthcare services, some of the information we hold about you will relate to your health. Health information is classed as special category personal data and receives additional protection under UK data protection law.
1. Who we are
Foot Works Podiatry is the data controller responsible for personal information processed in connection with the healthcare services we provide.
You can contact us at:
Foot Works Podiatry
Unit 13
2-4 Balloo Avenue
Bangor
BT19 7QT
Northern Ireland
Email: footworkspodiatryni@gmail.com
Telephone: 07725 885818
If you have any questions about this Privacy Notice or how we use your personal information, please contact us using the details above.
2. What information we may collect
Depending on your relationship with Foot Works Podiatry and the services or treatment you receive, we may collect and process information including:
your name;
date of birth;
postal address;
email address;
telephone number;
emergency contact or next-of-kin details;
appointment information;
referral information;
information submitted through our website, booking system, email, telephone or social media;
payment and billing information;
details of treatment and services you receive;
correspondence between you and Foot Works Podiatry;
information supplied by another healthcare professional where relevant to your treatment; and
technical information relating to your use of our website.
3. Health and special category information
To provide safe and appropriate podiatry care, we may need to collect information about your health.
This may include:
current and previous health conditions;
relevant medical history;
medications;
allergies;
previous treatments;
symptoms;
diagnoses;
clinical findings;
treatment plans;
treatment outcomes;
relevant photographs or clinical images where appropriate;
information concerning diabetes or other conditions relevant to your foot health; and
information received from other healthcare professionals involved in your care.
We only collect and use health information where it is relevant and necessary to provide healthcare, manage your treatment, meet our professional responsibilities or comply with legal requirements.
4. How we collect your information
We may collect personal information directly from you when you:
make an appointment;
use our online booking system;
contact us by telephone, email, website form or social media;
attend the clinic;
receive a home visit;
complete a medical history, consent or treatment form;
make a payment;
provide information during a consultation or treatment; or
otherwise communicate with us.
We may also receive relevant information from other sources where appropriate, including:
your GP;
another healthcare professional;
a hospital or healthcare provider;
a parent, guardian or carer;
a person acting on your behalf;
an insurer where relevant; or
another organisation involved in your healthcare.
Where information is received from another healthcare professional or organisation, we will only use information that is relevant to your care or another legitimate purpose.
5. Why we use your information
We may use your personal information to:
register you as a patient;
arrange and manage appointments;
provide podiatry assessment, treatment and care;
maintain accurate clinical records;
communicate with you about appointments or treatment;
send appointment reminders;
respond to questions and enquiries;
process payments;
maintain financial and accounting records;
manage referrals;
communicate with another healthcare professional where appropriate;
respond to complaints or concerns;
monitor and improve the quality and safety of our services;
manage and operate the clinic;
meet professional, regulatory, insurance and legal requirements;
establish, exercise or defend legal claims;
maintain the security and operation of our website and systems; and
send marketing communications where we have an appropriate lawful basis to do so.
We will not use your personal information for a purpose that is incompatible with the reason it was originally collected unless we have a lawful basis for doing so.
6. Our lawful basis for using your information
Under UK data protection law, we must have a lawful basis for processing your personal information.
Depending on the circumstances, we may rely on one or more of the following.
Contract
We may process information where it is necessary to take steps at your request before providing services or to fulfil our agreement with you to provide healthcare services.
Legal obligation
We may process information where necessary to comply with a legal, regulatory or professional obligation.
Legitimate interests
We may process information where it is necessary for the legitimate operation of Foot Works Podiatry, provided those interests do not override your rights and freedoms.
This may include:
managing the clinic;
maintaining appropriate business records;
improving our services;
dealing with enquiries and complaints;
protecting our systems;
preventing fraud or misuse; and
understanding how our website and services are used.
Consent
In some circumstances, we may rely on your consent.
Where processing is based on consent, you can withdraw that consent at any time.
Withdrawing consent will not affect processing that took place before consent was withdrawn.
7. How we use health information
Health information is classed as special category personal data.
Where we process health information as part of providing podiatry services, this will generally be because the processing is necessary for the provision of healthcare or treatment.
We may also process special category information where necessary:
for the establishment, exercise or defence of legal claims;
to protect someone's vital interests in appropriate circumstances;
for reasons of substantial public interest where permitted by law; or
where you have provided explicit consent and this is the appropriate legal basis.
We only process health and other special category information where an appropriate condition under data protection law applies.
8. Appointments and reminders
We may use the contact information you provide to:
confirm appointments;
send appointment reminders;
inform you of changes to an appointment;
contact you regarding your treatment; or
provide other important information relating to the services you receive.
Depending on the contact information you provide, we may communicate with you by telephone, text message or email.
Please let us know if your contact information changes.
9. Jane appointment and patient management system
Foot Works Podiatry uses Jane to help manage appointments and relevant patient information.
When you book an appointment or provide information through the Jane system, information you enter may be processed and stored through Jane in order to:
arrange and manage appointments;
maintain patient information;
support clinical administration;
communicate with patients; and
assist with the provision of our services.
Jane provides technology services to Foot Works Podiatry and may process personal information on our behalf.
Information processed through Jane is handled in accordance with applicable data protection requirements and Jane's own privacy and security arrangements.
10. Payments and Stripe
Foot Works Podiatry uses Stripe to process certain payments.
Where you make a payment through Stripe, payment information may be processed by Stripe for the purpose of completing and managing the transaction.
Where Stripe processes card information directly, Foot Works Podiatry does not need to store your full payment card details itself.
Stripe may process personal information in accordance with its own privacy policy and applicable data protection requirements.
We may retain transaction records, payment status and related financial information where necessary for accounting, legal and business purposes.
11. Our website
When you use our website, certain technical information may be collected automatically.
This may include:
your IP address;
device type;
browser type;
pages visited;
approximate location information;
referral source;
date and time of visits; and
information about how visitors interact with the website.
We may use website hosting, security and analytics services to understand how the website is being used, maintain its security and improve the visitor experience.
Where cookies or similar technologies require consent, they will only be used in accordance with applicable data protection and electronic communications requirements.
Further information about cookies may be provided through the website's cookie settings or cookie notice.
12. Website analytics
We may use analytics tools, including Google Analytics, to help us understand how visitors find and use our website.
Analytics information can help us understand:
which pages are visited;
how visitors find the website;
which devices are used;
how visitors move through the website;
which pages perform well; and
whether important website actions are completed.
Where analytics cookies require consent, they will only be used where the appropriate permission has been given through the website's cookie controls.
Analytics information is used to help us understand and improve the website.
It is not used to make clinical decisions about patients.
13. Who we may share information with
We do not sell your personal information.
Where necessary and lawful, we may share relevant information with organisations or individuals including:
healthcare professionals involved in your treatment;
your GP where appropriate;
hospitals or other healthcare providers;
people you have authorised us to communicate with;
a parent, guardian or carer where appropriate;
emergency contacts where appropriate;
insurers where relevant;
professional advisers;
accountants;
legal advisers;
insurers acting for Foot Works Podiatry;
Jane;
Stripe;
IT and technology providers;
website hosting providers;
analytics providers;
organisations providing secure data storage or software services;
regulators or professional bodies where required; and
police, courts, government bodies or other authorities where disclosure is required or permitted by law.
Where an organisation processes personal information on our behalf, we take reasonable steps to ensure that appropriate data protection arrangements are in place.
We only share information that is reasonably necessary for the purpose concerned.
14. Sharing information with healthcare professionals
There may be circumstances where sharing information with another healthcare professional is important for your treatment or safety.
For example, we may need to communicate with:
your GP;
a hospital;
a specialist;
another podiatrist; or
another healthcare professional involved in your care.
Where appropriate, we will explain this to you.
There may also be circumstances where information must be shared without consent because there is a legal requirement, safeguarding concern or another lawful reason for doing so.
15. Children and young people
Foot Works Podiatry may provide treatment to children and young people.
Where appropriate, information may be provided by or shared with a parent, guardian or person with parental responsibility.
How information and consent are managed will depend on the circumstances, the young person's age, their level of understanding and the relevant legal and professional requirements.
16. Keeping your information secure
We take reasonable technical and organisational measures to protect personal information from:
unauthorised access;
accidental loss;
inappropriate disclosure;
alteration;
destruction; or
misuse.
Access to clinical and personal information is limited to people who have a legitimate reason to access it.
We also expect service providers processing information on our behalf to maintain appropriate security arrangements.
However, no electronic system or method of transmitting information can be guaranteed to be completely secure.
17. How long we keep your information
Foot Works Podiatry retains patient records for 7 years.
This allows us to maintain an appropriate clinical history and meet relevant professional, legal, insurance and business requirements.
Other personal information will only be retained for as long as reasonably necessary for the purpose for which it was collected.
Different types of information may therefore be kept for different periods.
For example:
patient and clinical records may be retained for 7 years;
financial and accounting information may be retained where required for legal and accounting purposes;
enquiry information may be deleted when it is no longer required; and
marketing information may be retained until you unsubscribe, withdraw consent or it is otherwise no longer needed.
When information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.
18. International transfers
Some organisations that provide technology, website, booking, payment, analytics, communications or other services to Foot Works Podiatry may process or store information outside the United Kingdom.
This may include providers such as Jane, Stripe, website service providers or analytics providers.
Where personal information is transferred outside the UK and UK data protection transfer rules apply, we will take reasonable steps to ensure an appropriate lawful transfer mechanism is in place.
This may include:
transferring information to a country recognised as providing an adequate level of data protection;
using approved contractual safeguards; or
another transfer mechanism permitted by UK data protection law.
19. Marketing
We may occasionally provide information about Foot Works Podiatry services where we are legally permitted to do so.
Where consent is required for electronic marketing, we will ask for it.
You can ask us to stop sending marketing communications at any time.
You can do this by:
using an unsubscribe option where one is provided; or
contacting us using the details at the beginning of this Privacy Notice.
Stopping marketing communications will not prevent us from contacting you about appointments, treatment, payments or other matters connected with the services you receive.
20. Automated decision-making
Foot Works Podiatry does not use solely automated decision-making to make decisions about your healthcare that produce legal or similarly significant effects.
21. Your data protection rights
Depending on the circumstances and the lawful basis on which your information is being processed, you may have a number of rights under UK data protection law.
The right of access
You may ask us to confirm whether we hold personal information about you and request a copy of that information.
The right to rectification
You may ask us to correct personal information that is inaccurate or complete information that is incomplete.
The right to erasure
In some circumstances, you may ask us to delete personal information.
This right is not absolute.
For example, we may need to retain clinical information to comply with professional, healthcare, legal or insurance obligations.
The right to restrict processing
In certain circumstances, you may ask us to restrict how your personal information is used.
The right to data portability
In certain circumstances, you may have the right to receive personal information you provided to us in a structured, commonly used and machine-readable format.
You may also have the right to ask for it to be transferred to another organisation where technically feasible.
The right to withdraw consent
Where we rely on your consent to process information, you can withdraw that consent at any time.
Withdrawal of consent does not affect processing carried out lawfully before consent was withdrawn.
22. Your right to object
You may have the right to object to the processing of your personal information in certain circumstances.
In particular, you have the right to object to the use of your personal information for direct marketing.
Where you object to direct marketing, we will stop using your personal information for that purpose.
You may also object to processing based on legitimate interests.
Whether we are required to stop processing will depend on the circumstances and whether there are compelling legitimate grounds for continuing.
23. Exercising your rights
If you wish to exercise any of your data protection rights, please contact:
Foot Works Podiatry
Unit 13
2-4 Balloo Avenue
Bangor
BT19 7QT
Northern Ireland
Email: footworkspodiatryni@gmail.com
Telephone: 07725 885818
We may need to verify your identity before responding to a request.
Data protection rights are subject to certain legal restrictions and exemptions, particularly where healthcare records are concerned.
We will respond to valid requests within the time limits required by law.
24. Complaints
If you have a concern about how Foot Works Podiatry has handled your personal information, please contact us first and we will try to resolve the matter.
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
Further information is available at:
Making a complaint to Foot Works Podiatry or the ICO does not affect any other legal rights you may have.
25. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect:
changes to our services;
changes to how information is used;
changes to our technology or service providers; or
changes to legal, regulatory or professional requirements.
The most recent version will be published on our website.
Where a significant change affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals where appropriate.
Last updated: 20 September 2026