This Privacy Policy describes how and when we collect, use, and share information when you attend an appointment at the clinic, your home, purchase a product from us, contact us, or otherwise use our services. This is to comply with the General Data Protection Regulations (GDPR) 2018, and Data (Use and Access) Act 2025.

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Information we collect

To aid your treatment or as part of purchasing something from the business you will normally provide certain information, such as your name, email address, postal address, medical information and payment information.  We will store these on an electronic patient record and diary system which is fully password protected. Payment information is stored on a separate password protected system. Both of which have trusted security features.

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Why we need your information and how we use it

We rely on a number of legal bases to collect, use, and share your information, including:

• Where it is necessary for the purposes of the provision of health care as needed to provide services, such as when we use your information to fulfil your podiatry assessment and treatment, or to provide customer support.
• When you have provided your affirmative consent, which you may revoke at any time, such as by signing up for the mailing list.
• If necessary to comply with a legal obligation or court order or in connection with a legal claim, law enforcement investigation. Or retaining information about your purchases if required by tax law.
• Any information will be held securely. Minimally without duplication whenever possible. Only for the reasons of ensuring safe provision of patient healthcare treatments and conducting financial transactions under UK law.

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Marketing

From time to time we may wish to send you direct marketing material which may include product offers and newsletters. If you are happy for us to do this please indicate in what forms you would like to receive this information at the bottom of this document:

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Please note if opting out of any or all the above you will still receive an ‘appointment confirmation’ when booking and ‘reminder’ 48 hours before the appointment as this is not ‘marketing’. Due to the nature of Podiatry appointments usually being several weeks apart the confirmation and reminder service helps you to be on time, add it to your diary, and not incur any additional charges such as for non-attendance with less than 24 hours notice which is 50% of the price for the booked treatment fee.

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Information sharing and disclosure

Information about patients is important for the business to function and continue your care as laid out in your care plan. We only share your personal information for very limited reasons and in limited circumstances, as follows:

• Medical professionals.  Only with your consent we will share information with medical professionals such as your GP or Consultant to allow continuity of your care.
• Service providers. We engage certain trusted third parties to perform functions and provide services to the business, such as external reception/appointment services. We will share your personal information with these third parties, but only to the extent necessary to perform these services.
• Business transfers. If we sell or merge the business, we may disclose your information as part of that transaction, only to the extent permitted by law and with your knowledge.
• Compliance with laws. We may collect, use, retain, and share your information if we are legally required to.

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Data retention

We retain your personal information only for as long as necessary to provide you with podiatry services and as described in the Privacy Policy. However, we may also be required to retain this information to comply with legal and regulatory obligations, to resolve disputes, and to enforce agreements. The retention of podiatry records is normally a minimum of 8 years, after the last appointment.  For customers who are not patients but may have bought products from the business we will keep any data you may have provided for a minimum of 6 years in line with tax legislation.

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Transfers of personal information outside the UK

We may store and process your information through third-party hosting services in other jurisdictions. As a result, we may transfer your personal information to a jurisdiction with different data protection and government surveillance laws than your jurisdiction. Medical notes on Cliniko are held on a UK based server. Financial details such as credit card purchases are stored by the credit card service providers. These are ‘Sum Up’, and ‘Stripe’. Both companies have to conform to UK legislation and security in order to provide their services.

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Your rights

You have a number of rights in relation to your personal information. While some of these rights apply generally, certain rights apply only in certain limited cases as below:

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• Access. You have the right to access and receive a copy of the personal information we hold about you by contacting us using the contact information below.
• Change, restrict, delete. You also have rights to change, restrict the use of, or delete your personal information. In the case of health records these are normally exempt from change and deletion requests. 
• Object. You can object to (i) processing of some of your information based on legitimate interests and (ii) receiving marketing messages from us after providing your express consent to receive them. In such cases, we will delete your personal information unless we have compelling and legitimate grounds to continue using that information or if it is needed for legal reasons.
• Correction. Any personal data we hold about you that you find to be incorrect will be amended. Please advise us for the correction to be implemented.
• Complain. If you wish to raise a concern about the use of your information (and without prejudice to any other rights you may have), you have the right to do so. Please see our Complaints Policy to make a complaint. If this does not resolve your issue you can then make a complaint with the Information Commissioner’s Office, of which we are registered. www.ico.org.uk

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In the event of a breach

Given our security measures and encryptions breaches are highly unlikely. However, should a breach come to light we will advise any affected patients of that breach as quickly as possible and report the breach to the information commissioner along with our investigation of the facts.

How to contact us

For purposes of the GDPR, and ICO, Mr Simon Barnes is the data controller of your personal information. If you have any questions or concerns, you may contact him by e-mail or in writing;

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admin@newtonpodiatry.co.uk

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Mr Simon Barnes,
Newton Podiatry Ltd,
152B The Elms
Newton Le Willows,
Merseyside
WA12 9SG

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(V3. June 2026)