Privacy Policy

Last Updated: August 2026

1. Introduction

At The Foot Clinic Leeds, we respect your privacy and are committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, or receive podiatry services from us.

We process your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable healthcare confidentiality requirements.

2. Data Controller

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, S&D Podiatry Ltd, trading as The Foot Clinic Leeds, is the Data Controller responsible for the personal information that we collect and process.

As the Data Controller, we are responsible for ensuring that your personal information is collected, used, stored and protected in accordance with applicable data protection legislation.

If you have any questions about this Privacy Policy or how we process your personal information, please contact us:

The Foot Clinic Leeds
S&D Podiatry Ltd
Email: info@thefootclinicleeds.co.uk
Telephone: 0113 266 7884

3. Information We Collect

We may collect and process the following types of personal information:

Personal Information

  • Name
  • Address
  • Telephone number
  • Email address
  • Date of birth
  • Appointment details
  • Payment and transaction information

Health Information

As a healthcare provider, we collect information relating to your health, medical history and treatment. This may include:

  • Current and previous medical conditions
  • Medication information
  • Details of foot problems and symptoms
  • Treatment notes
  • Clinical assessments
  • Relevant information provided by other healthcare professionals

Health information is considered special category personal data under UK GDPR and receives additional protection.

4. Our Lawful Basis for Processing Your Information

Under UK GDPR, organisations must have a lawful basis for collecting and using personal information.

At The Foot Clinic Leeds, we only process your personal information where we have a valid legal reason to do so.

Providing Your Care

We process your personal information because it is necessary to provide the podiatry services you request, including:

  • Managing appointments
  • Assessing your condition
  • Providing treatment
  • Maintaining clinical records
  • Communicating with you about your care
  • Arranging follow-up appointments

Health Information (Special Category Data)

We process health information because it is necessary for the provision of healthcare and the management of health services.

This enables us to:

  • Assess your foot health and medical history.
  • Diagnose and provide appropriate treatment.
  • Maintain accurate clinical records.
  • Monitor your care and treatment outcomes.
  • Provide continuity of care.
  • Meet our legal and professional responsibilities.

We process this information in accordance with UK GDPR, the Data Protection Act 2018, and professional standards expected by the Health and Care Professions Council (HCPC) and the Royal College of Podiatry.

Legal Obligations

We may process your information where necessary to comply with legal, regulatory and professional obligations, including maintaining appropriate healthcare records and responding to lawful requests from regulatory bodies.

Legitimate Interests

We may process information where it is necessary for our legitimate interests, including:

  • Managing appointments.
  • Sending appointment reminders.
  • Responding to enquiries.
  • Improving our services.
  • Maintaining the security of our systems and premises.

Marketing Communications

Where marketing communications require consent, we will obtain your consent before sending them.

You can withdraw your consent or unsubscribe from marketing communications at any time.

We will never use your health information for marketing purposes without your explicit consent.

5. Who We May Share Your Information With

We treat your personal information as confidential and only share it where necessary to provide your care, where you have given consent, or where we are legally required to do so.

We may share information with:

  • Healthcare professionals involved in your care, such as your GP or consultant, where appropriate.
  • Laboratories or diagnostic providers where necessary for treatment.
  • WriteUpp, our secure practice management system, which stores patient records, manages appointments and sends appointment confirmations, reminders and other communications on our behalf.
  • Payment processing providers for secure payment processing. We do not store your full payment card details.
  • IT providers who support our systems and security.
  • Professional advisers such as accountants, insurers or legal advisers where necessary.
  • Regulatory authorities or public bodies where we are legally required or authorised to do so.

Any third-party organisations processing information on our behalf are required to maintain appropriate confidentiality and security measures.

We will never sell, rent or trade your personal information.

6. International Transfers of Personal Information

We primarily store and process personal information within the United Kingdom and the European Economic Area (EEA).

Some trusted service providers we use, such as WriteUpp, store data within the European Union for European customers.

Where personal information is transferred outside the UK, we ensure appropriate safeguards are in place to protect your information in accordance with UK data protection legislation.

7. How Long We Keep Your Information

We only retain personal information for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, regulatory and professional obligations.

Clinical records are retained in accordance with applicable legislation, professional guidance and recognised healthcare record-keeping standards, including requirements and guidance provided by the HCPC and Royal College of Podiatry.

This may include:

  • Clinical and treatment records – retained for as long as required to provide care and meet professional obligations.
  • Appointment and communication records – retained for appropriate periods to manage care and maintain accurate records.
  • Website enquiries – retained only for as long as necessary to respond and manage the enquiry.
  • Financial records – retained for periods required by tax and accounting legislation.

We regularly review the information we hold and securely delete information that is no longer required.

8. Patient Communications and Marketing

We communicate with patients to provide and manage their care.

Service Communications

We may contact you regarding:

  • Appointment confirmations.
  • Appointment reminders.
  • Appointment changes or cancellations.
  • Treatment-related information.
  • Responses to enquiries.
  • Feedback about your experience.

These communications are necessary to provide effective care and manage appointments.

We use WriteUpp to manage appointments and send some patient communications on our behalf.

Marketing Communications

Where we send information about services, promotions, clinic updates or other marketing communications, we will only do so where permitted by law.

You can unsubscribe from marketing communications at any time.

Your decision to opt out of marketing will not affect your ability to receive treatment or service-related communications.

9. Contact Forms and Website Enquiries

When you contact us through our website, we collect the information you provide so that we can respond to your enquiry.

This may include:

  • Name
  • Email address
  • Telephone number
  • Information included within your message

We use this information to:

  • Respond to enquiries.
  • Answer questions about our services.
  • Provide appointment information.

Please avoid sending detailed medical information through our website contact form unless specifically requested.

Information submitted through our contact form is treated confidentially and only accessed by authorised members of our team.

10. Cookies

Our website uses cookies and similar technologies to provide a secure and user-friendly experience.

Cookies help websites function correctly, remember preferences and, where consent has been provided, help us understand how visitors use our website.

We may use cookies for:

  • Essential website functionality.
  • Website performance.
  • Analytics through services such as Google Analytics.
  • Embedded content including Vimeo videos.
  • Google Maps functionality.
  • Social media features relating to Facebook and Instagram.

Third-party providers may place cookies when you interact with their content.

Non-essential cookies are only activated after you provide consent through our cookie banner.

You can change or withdraw your cookie preferences at any time through our cookie settings.

11. Confidentiality and Security

We take appropriate technical and organisational measures to protect your personal information.

Access to patient information is restricted to authorised team members who require it to carry out their professional duties.

All members of our clinical and administrative teams are required to maintain confidentiality and handle patient information securely in accordance with professional standards and legal requirements.

We regularly review our security practices and securely dispose of information that is no longer required.

12. Your Rights

Under UK GDPR, you have rights regarding your personal information, including:

  • The right to access your information.
  • The right to request correction of inaccurate information.
  • The right to request deletion where appropriate.
  • The right to restrict or object to certain processing.
  • The right to withdraw consent where processing relies on consent.

To exercise these rights, please contact us using the details provided above.

13. Complaints and Your Right to Contact the ICO

If you have concerns about how we handle your personal information, please contact us first so we can investigate and respond.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent authority responsible for protecting information rights.

Information Commissioner's Office (ICO)
Website: https://ico.org.uk
Telephone: 0303 123 1113

We would appreciate the opportunity to resolve any concerns before you contact the ICO.