Privacy Policy
Appointed Person with responsibility for Data Protection: Scott Campbell
Registered with the ICO: YES as A Foot Ahead Ltd Reg Number ZB184761
Information Held
The following information is collected: Patient name, address, date of birth, email address, phone numbers, GP details, past medical history, family medical history and case history about the presenting complaint for which the person is attending the clinic. Information collected is sufficient for the purpose of making informed clinical decisions and to make appointments.
Data Collection
Data is collected orally on the phone by reception staff or practitioners to book appointments and take contact details. Medical information is collected by clinicians orally at a face to face appointment. All information is given by the patient or their carer, parent or legal guardian. We only collect data that is necessary in order to carry out treatment in accordance with the HCPC regulations.
Data Processing and Consent
Data is collected orally on the phone by reception staff or practitioners to book appointments and take contact details. Medical information is collected by clinicians orally at a face to face appointment. All information is given by the patient or their carer, parent or legal guardian. We only collect data that is necessary to carry out treatment in accordance with the HCPC regulations.
Data Processing and Consent
By requesting treatment and our offer to provide that care constitutes a contract. Data will be processed to meet our legal contractual obligations and provide you with the best possible treatment. You can withdraw your consent but we could not then continue to treat you. We have “legitimate” interest when collecting information about you so that we can do our job safely and efficiently.
Making contact with you to respond to enquiries, confirm appointments and update you on matters relating to your medical care constitutes as legitimate interest to you as a patient of our clinic.
For any marketing activities - explicit consent will be obtained by asking you to opt in on the New Patient Information form. We would like to send you the occasional newsletters/health information/update on clinic opening times etc. The program we use for distributing email newsletters is Mailchimp. If you consent your email address will be stored on a Mailchimp Account. To unsubscribe you can contact A Foot Ahead at any time to remove your email from this list.
When a patient returns after a break in treatment, of a year or more, we will recheck their preferences for appointment conformation/reminders and for receiving newsletters.
We do not communicate directly with patients under the age of 16, all communication will go through their parent/guardian. There is a separate Patient Information and Consent Form for under 16’s.
Data Storage
Online data for contacting patients and to book appointments is stored on Cliniko. Cliniko uses Amazon Web Services (AWS) and is a member of the Association of Cloud Infrastructure Service Providers in Europe. Cliniko is GDPR compliant.
Clinical records are stored on the Cliniko system.
Data disposal (minimum 8 years, 25 years of age for children)
Records cannot be deleted before statutory requirements for data retention – 8 years or up to 25 years of age for children. After this period, you can request that your records are deleted. Otherwise we will retain your records indefinitely in order that we can provide you with the best possible care should you need treatment at some future date. If requested by the patient, or we know the patient will no longer be able to attend the clinic due to relocating etc. (after the minimum statutory requirements) records are destroyed by shredding or incineration, electronic records are permanently deleted from the system.
Data Sharing
Only practitioners who work for A Foot Ahead Ltd will have access to your treatment records but the admin team at A Foot Ahead Ltd Practice will have access to your contact details, so they can make appointments and manage your account. Information is only shared with other persons with patient’s permission. This would usually be with other health professionals. We will ask for your permission at the time of any referral for contact to a health care practitioner for example your GP, which you may refuse. Patient information is never passed on to other practitioners, persons, or companies, unless to compelled to in order to meet legal obligations, regulations or valid governmental requests.
Data Checks
If a patient returns after a year or more break from treatment, we will ask them to update us with any changes to ensure our records are up to date and to recheck consent to receive email conformation/reminders and newsletters. Changes to general health and medication will be recorded on an ongoing basis as part of the case history taking at the beginning of every treatment session.
Subject Access Requests
Request to access what personal data is held should be directed to Scott Campbell. Identification will be required. A minimum of one piece of photographic ID listed and a second supporting document is required - copy of your driving licence, passport, birth certificate and a utility bill, not older than three months. If dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to info@afootahead.co.uk.
Data is only released on receipt of a signed request from patients or in exceptional circumstances. Any data sharing is detailed in the patient record.