Privacy & Data Protection Policy
Last updated: 5 May 2026
Privacy at a Glance
At FOOT CARE, we want every patient, client, and guest to feel confident about how their personal information is handled when visiting our clinics. This policy provides a clear and friendly overview of what information we collect, why we collect it, how it is used, and how it is kept safe.
Our ICO Registration
FOOT CARE is fully registered with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection. This registration demonstrates our commitment to meeting — and exceeding — the UK’s legal standards for privacy, security, and responsible data handling.
ICO Certificate Number: ZB920318
This means we are accountable, compliant, and regularly reviewed to ensure your information is handled with the highest level of care and professionalism.
Why We Collect Your Details
When you visit us for treatment, we ask for a small amount of essential personal and medical information. This enables us to:
- Contact you regarding appointments and reminders
- Record clinical notes accurately and securely
- Ensure treatment is appropriate and tailored to your needs
- Maintain safety and clinical standards during your visit
As part of your first appointment, you will usually complete a New Patient Onboarding Form, which includes a consent and waiver section. By completing this form, you confirm that the information provided is accurate and that you understand how your information will be used.
Your Role in Keeping Treatment Safe
To deliver safe and appropriate care, we rely on honest and accurate information from you. This may include telling your practitioner about:
- Medical conditions (for example, diabetes or circulatory issues)
- Medications (especially blood thinners or anticoagulants)
- Allergies
- Past procedures or relevant medical history
Providing this information allows us to tailor treatment safely — for example, adjusting techniques for diabetic patients or avoiding procedures that may present avoidable risk.
Your Right to Withhold Information
You always have the right not to disclose personal or medical information. However:
- Without full information, your practitioner may not be able to proceed safely
- If you choose not to disclose essential information but still wish to continue treatment, you may be asked to sign an additional waiver
This confirms that you understand treatment decisions may differ when information is withheld. This process protects both you and our practitioners and ensures transparency.
Practitioner Right to Refuse or Stop Treatment
Your safety is our priority. For this reason, our practitioners have the professional right to refuse or stop treatment if:
- Essential information is missing or unclear
- They believe treatment could place you at risk
- The service requested is judged to be clinically inappropriate
Any such decision is always made in your best interests and in line with professional standards and clinical governance.
How We Keep Your Data Safe
We use Private Practice Software systems designed specifically for healthcare, to manage patient information securely. Security measures include:
- Individual staff logins
- Role‑based access (only relevant areas of the system are accessible)
- Logged and monitored access for accountability and safety
Where Your Clinical Data Is Stored
- All medical and clinical records are stored on our secure company server located within the company, data is not stored outside the country
- Connected clinics access this system directly — no clinical data is stored locally on clinic devices
- Clinical data is never stored in the cloud, on USB devices, or on personal computers
How OneDrive Is Used for Non‑Clinical Files
Non‑clinical documents (such as general administration files) may be stored using Microsoft OneDrive, which includes:
- Encryption during storage and transfer
- Multi‑factor authentication and strict access controls
- Secure, world‑class data centres
- Continuous monitoring for unusual activity
Clinical data is never stored in OneDrive.
Additional Security Measures
Your data is further protected using:
- BitLocker encryption
- Microsoft Intune & Entra for device and identity management
- Microsoft Endpoint Protection
- Active Directory permissions
- Group Policy enforcement across all clinic computers
These measures ensure a consistent, high level of security across all systems and locations.
Your Rights
You can ask us at any time to:
- Confirm what personal data we hold about you
- Correct inaccurate or incomplete information
- Request deletion of information (where legally appropriate)
- Understand how and why your information is used
- Raise any concerns directly with us
We comply fully with UK GDPR, the Data Protection Act 2018, and all applicable data‑protection legislation.
Responsibility & Contact
FOOT CARE is owned and operated by Taylor Organisation Ltd, trading as FOOT CARE. Taylor Organisation Ltd is responsible for data protection compliance across all FOOT CARE locations. If you have any questions about this policy or how your information is handled, our reception team will be happy to assist.