Privacy Policy

Seven Hills Podiatry Privacy Notice

Introduction

Seven Hills Podiatry is committed to respecting and protecting your privacy. This Privacy Policy explains how we collect, use, and share your personal data when you attend an appointment, purchase a product, contact us, or otherwise use our services. We comply with the UK General Data Protection Regulation (GDPR) 2018 and other applicable data protection legislation.

Please take the time to read this policy carefully. If you have any questions, you can contact us using the details provided below.

 

What Information We Collect

When you interact with Seven Hills Podiatry, we may collect the following personal data:

• Title/Name
• Date of Birth
• Sex
• Personal Email
• Home Telephone Number
• Work Title
• Referral Source
• Medical Information
• GP/Consultant Details
• Payment Information

We treat medical information as sensitive special category data under GDPR and apply additional safeguards for its protection.

Seven Hills Podiatry is becoming a paperless practice. During this process any paper files are kept securely in a locked filing cabinet within a password locked room. Your information is held on a secure medical software, Cliniko, and is fully password protected.

 

How and Why We Use Your Information

We process your personal data based on the following lawful bases:

1. 1. Provision of Healthcare: To deliver podiatry assessment, treatment, and ongoing care.
      – This includes sharing information with other medical professionals, such as your GP or consultant, only with your explicit consent.
   2. Consent: To send marketing communications such as newsletters or product offers. You may withdraw your consent at any time.
   3. Legal Obligations: To comply with laws or respond to legal claims, such as retaining purchase records for tax purposes.
   4. Legitimate Interests: For day-to-day operational needs, such as improving our services and ensuring the security of patient data.

 

Marketing Communications

We may occasionally send you marketing materials. We will only do so with your explicit consent. You can specify how you would like to receive marketing communications:

• Mail
• Email
• Text
• Phone
• No Marketing

You can opt out of marketing communications at any time by contacting us.

 

Data Sharing and Processors

We may share your personal information with the following trusted third parties:

1. 1. Medical Professionals: With your consent, we may share data with your GP or consultant to ensure continuity of care.
   2. Service Providers: Trusted providers such as external reception services and Cliniko medical software. These parties process data only under strict confidentiality agreements.
   3. Business Transfers: If the business is sold or merged, personal data will only be shared to the extent permitted by law, and you will be notified beforehand.
   4. Compliance with Laws: If legally required, we may share your data to comply with legal obligations.

Data Processors:

• Cliniko: Used for booking appointments, electronic record-keeping, and storage. All data is encrypted and securely stored.
• iZettle: Processes card payments, including transaction history and encrypted card data.

 

Retention of Personal Data

We retain your personal information only as long as necessary:

• Clinical Records: Minimum of 8 years for adults, and until the 25th birthday for children.
• Financial Records: Minimum of 6 years to comply with tax legislation.
• Marketing Data: Retained only as long as consent is valid.

However, I may also be required to retain this information to comply with my legal and regulatory obligations, to resolve disputes, and to enforce my agreements.

 

Consent

Seven Hills Podiatry takes your privacy seriously and will only process data with your consent and in accordance with the terms stated in our Privacy Notice. On your first visit you will be given a copy of this privacy policy to read and asked to acknowledge our data protection policy. It is also available in the waiting room, and upon request.

 

Your Rights

Under GDPR, you have several rights regarding your personal data:

1. 1. Access: You can request a copy of the data we hold about you.
   2. Correction: You can request corrections to inaccurate or incomplete data.
   3. Deletion: You can request the deletion of your personal data, subject to legal or healthcare exemptions.
   4. Restriction: You can request that we limit the processing of your data.
   5. Data Portability: You can request your data in a structured, machine-readable format.
   6. Object: You can object to data processing based on legitimate interests or withdraw consent for marketing communications.
   7. Complain: You can lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

 

Data Security

Your data is stored securely in encrypted systems. Physical records are kept in a locked filing cabinet within a password-secured room. We follow industry best practices to protect your data and minimize risks of unauthorized access or breaches.

In the event of a data breach, we will notify affected individuals and the ICO, as required by law.

 

Website Cookies and Analytics

If you use our website, we may collect cookie and analytics data. This includes:

• Website usage statistics
• IP address
• Browser type

You can manage your cookie preferences through your browser settings.

 

Updates to This Policy

We may update this privacy policy from time to time. Any significant changes will be communicated to you. The latest version of the policy will always be available on our website and in our clinic.

 

Contact Us

For any questions or to exercise your rights, please contact:

Sinead O’Doherty
Podiatrist and Data Controller
Seven Hills Podiatry
416b Sharrow Vale Road
Sheffield
S11 8ZP

Email: info@sevenhillspodiatry.co.uk
Tel: 0114 408 1135