The Vale Foot Clinic – Privacy Notice

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

Information we collect

To aid your treatment you will normally provide us with certain information, such as your name, date of birth, email address, postal address and medical information. We will store your information on an electronic patient record and diary system which is fully password protected. Any hard copies of your information are stored in the clinic and a locked filing cabinet. Access to these files is only provided to podiatrist’s and employees at the Vale foot clinic who are directly involved in your treatment.

Why we need your information and how we use it

When it is necessary for the provision of healthcare that allows us to provide a service to you, such as when we use your information to fulfil your podiatry assessment and treatment, or to provide customer support. We may also use your information to contact you to remind you of your appointments or to discuss your treatment;
When you have provided your affirmative consent which you may revoke at any time;
If necessary to comply with a legal obligation of court order or in connection with a legal claim.

Information sharing and Disclosure

Information about our patients/customers is important to our business. We share your personal information for very limited reasons and in limited circumstances, such as the following:

• Medical Professionals. With your consent we will share information with medical professionals such as your GP or consultants to allow continuity of care.
• Service providers. We engage certain trusted third parties to perform functions and provide services to our business, such as external reception services
• Best Reception is the reception service used by the Vale Foot Clinic they have limited access and have no visibility of any sensitive data or your medical history
  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 our business we may disclose your information as part of that transaction, only to the extent permitted by law and with your consent.
• Compliance with laws. We may collect, use, retain and share your information if we are legally required to.

Data Retention
We retain your personal information only for as long as necessary to provide you with our services. However, we may also be required to retain this information to comply with our legal and regulatory obligations, to resolve disputes, and to enforce our agreements. The retention of podiatry records is normally a minimum of 8 years after the last appointment.

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. We describe these rights below.

• Access
  You have the right to access and receive copies of the personal information we hold about you by contacting us using the contact information below.
• Change, Restrict, DeleteYou may also have the right to change, restrict our use of, or delete your personal information. In the case of health records these are normally exempt from change and deletion requests.
• ObjectYou can object to (i) our processing of some of your information based on our 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.
• ComplainIf you wish to A concern about our use of your information ( and without prejudice to any other rights you may have), you have the right to do so with the information commissioner www.ico.uk

How to contact us

For purposes of GDPR The Vale Foot Clinic are the data controllers of your personal information. If you have any questions or concerns, you may contact us via email clinic@podiatrywales.co.uk. Alternatively you can contact us in writing at the Vale Foot Clinic, High Street, Barry. CF62 7DY.