PRIVACY NOTICE

This Privacy Notice explains how The Chiropody Clinic Limited (TCC) collect, use, store, share and protect personal information.

TCC is committed to protecting your privacy and handling your information in accordance with:

UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Common Law Duty of Confidentiality
Current NHS Records Management Code of Practice
Health and Care Professional Council (HCPC) Standards
Applicable NHS contractual requirements

Throughout this notice, "we", "our" and "us" refers to TCC.

Who We Are

The Chiropody Clinic Limited provides private podiatry services and delivers certain NHS-funded podiatry services under subcontracting arrangements with North East Podiatry Limited. TCC is registered with the Information Commissioner's Office (ICO) as a Data Controller.

ICO Registration Number: Z2549730

Information We Collect

We may collect and process the following information:

Personal Information

Name
Address
Date of birth
Telephone numbers
Email addresses
NHS number (where applicable)
Next of kin or emergency contact details

Health Information

To provide safe and effective treatment we may collect:

Medical history
Medication details
Allergies
Clinical assessments
Treatment records
Referral information
Test results
Correspondence from healthcare professionals

Health information is classified as Special Category Data under UK GDPR.

Financial Information

Where applicable we may collect:

Payment records
Invoices
Deposit information
Transaction details

We do not store full payment card details.

Equality and Accessibility Information

Where relevant, we may record information regarding:

Communication requirements
Disability or accessibility needs
Reasonable adjustments required to access services

Website and Online Enquiries

Where you contact us through our website, we may collect:

Name
Telephone number
Email address
Information contained within your enquiry

CCTV

Our clinic premises operate CCTV systems for:

Prevention and detection of crime
Protection of staff, patients and visitors
Investigation of incidents

Appropriate signage is displayed where CCTV is in operation.

Why We Use Your Information

We process information to:

Assess, diagnose and treat patients
Arrange appointments
Maintain accurate clinical records
Communicate with patients and carers
Provide continuity of care
Manage complaints and incidents
Meet legal and regulatory requirements
Protect patients, staff and visitors
Prevent and detect fraud or crime
Manage employment and contractual relationships

Our Legal Basis for Processing

We process personal information under one or more of the following lawful bases:

Healthcare Provision

Article 6(1)(e) UK GDPR – Public Task (NHS services)

Article 6(1)(b) UK GDPR – Contract (private services)

Article 9(2)(h) UK GDPR – Provision and management of health or social care

Legal and Regulatory Requirements

Article 6(1)(c) UK GDPR – Legal Obligation

Legitimate Interests

Article 6(1)(f) UK GDPR – Legitimate Interests

Examples include:

Clinical audit
Business administration
Information security
Fraud prevention
CCTV monitoring

Consent

Where consent is required, we will obtain it separately and explain how it may be withdrawn. Withdrawal of consent will not affect processing already undertaken lawfully.

Who We May Share Information With

We only share information where necessary and lawful. Recipients may include, but are not limited to:

General Practitioners
Hospitals and NHS Trusts
Other healthcare professionals involved in your care
Social care services
Local authorities

Where third parties process information on our behalf, appropriate data protection agreements are in place.

Information may be processed by approved software suppliers and IT service providers who support the delivery, security and maintenance of our clinical systems. These organisations only process information in accordance with contractual arrangements and applicable data protection legislation.

Where NHS services are delivered from premises operated by The Chiropody Clinic Limited on behalf of North East Podiatry Limited, patient information may be accessed by authorised staff of either company where necessary for the provision, administration and governance of NHS podiatry services.

NHS National Data Opt-Out

For NHS-funded services, confidential patient information may occasionally be used for purposes beyond individual care, such as healthcare planning or research. Where applicable, we will comply with the National Data Opt-Out policy. Further information is available at: https://www.nhs.uk/your-nhs-data-matters

Clinical Records

Records are created and maintained in accordance with HCPC standards and recognised professional guidance, to:

Support safe and effective patient care
Ensure continuity of treatment
Meet professional and regulatory requirements
Support clinical audit and quality improvement
Investigate complaints and incidents
Defend legal claims where necessary

How We Store Information

Information may be stored:

Electronically on secure systems
Within clinical record systems
In secure paper records
In secure archived storage facilities

We use technical and organisational measures designed to protect information against unauthorised access, loss, misuse or disclosure. Access is restricted to authorised users.

Clinical records may be stored electronically within the Private Practice Management System (PPMS) supplied by Tynedale Computers Limited, and in secure paper records where applicable.

How Long We Keep Information

Records are retained in accordance with the current NHS Records Management Code of Practice and other applicable legal requirements. Examples include:

Adult clinical records: minimum of 8 years after last treatment
Children's records: until the patient's 25th birthday or 8 years after last treatment, whichever is longer
Financial records: normally 6 years
CCTV recordings: normally retained for approximately 30 days before automatic deletion, unless required for the investigation of an incident, complaint, insurance claim or legal matter.

Retention periods may be extended where legal, regulatory or insurance requirements apply.

Your Rights

Under data protection legislation you have the right to:

Be informed about how your information is used
Request access to your information
Request correction of inaccurate information
Request restriction of processing in certain circumstances
Object to certain processing activities
Request erasure where legally applicable
Withdraw consent where processing is based on consent

Some rights may be limited where information forms part of a healthcare record or where legal obligations apply.

Accessing Your Information

Requests for access to your information should be made in writing. We may ask for proof of identity before releasing information. Most requests are processed free of charge and within one month.

Requests may also be made by individuals legally authorised to act on behalf of a patient, such as parents of young children, individuals with parental responsibility, attorneys acting under a valid Lasting Power of Attorney, deputies appointed by the Court of Protection, or personal representatives of deceased individuals where legally entitled.

Website and Cookies

Our websites may use cookies and similar technologies to improve functionality, security and user experience.

Further information can be found in our Cookie Policies:

https://thechiropodyclinic.co.uk/cookie-policy

Data Protection Enquiries

If you have questions about this Privacy Notice, wish to exercise your data protection rights, or wish to make a Subject Access Request, please contact:

The Chiropody Clinic Limited

Email: thechiropodyclinicltd@hotmail.co.uk

Telephone: 0191 526 0070

Complaints

If you have concerns about how your information is handled, please contact us first. If you remain dissatisfied, you may complain to:

Information Commissioner's Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: www.ico.org.uk

Telephone: 0303 123 1113