PRIVACY POLICY
This Privacy Policy explains how and when Footopia collects, uses, and shares information when you attend an appointment, purchase a product, contact us, or otherwise use our services. It looks after the personal information you give us or what we learn by having you as a client and the choices you make about marketing communications you agree we may send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you. This is to comply with the General Data Protection Regulations (GDPR) 2018.
TOPICS:
- What information we collect about you
- Why we require this information and how it will be used
- Direct Marketing
- Information Sharing and Disclosure
- Data Retention
- Your Rights
- Cookies
- Changes to our Privacy Policy
- How to contact us
WHAT INFORMATION WE COLLECT ABOUT YOU
To aid your treatment or as part of purchasing a product from Footopia, you will normally provide us with certain information, such as your name, DOB, email address, postal address, phone number(s), medical information, payment information, and relevant history which may suggest that a service or treatment should not go ahead or certain products should not be used (e.g. allergies, pregnancy, skin conditions).
For clients under the age of 16, we will only keep and use their personal information with the consent of a parent, carer or guardian.
Your information is stored on an electronic patient record and diary management system which is fully password protected and can be accessed only by authorised company employees.
Any paper medical records are held in a locked cabinet, which is accessible by the Podiatrist only.
WHY WE REQUIRE THIS INFORMATION AND HOW IT WILL BE USED
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.
- To fulfill a contract with you i.e. to provide the service or treatment you have requested and to communicate with you about your appointments – this will be by phone, email or SMS. We consider your having made the appointment as consent to undertake this activity but, if you wish, you may opt-out at any time by contacting us.
- If necessary to comply with a legal obligation or court order or in connection with a legal claim, such as retaining information about your purchases if required by tax law.
Some of the people working in our salon/clinic are self-employed. Where software systems and reception facilities are shared, our self-employed colleagues will have access to your basic information, only the Podiatrist has access to any medical information.
DIRECT MARKETING
We may email you to inform you about products, services and treatments provided by our salon/clinic. You have the opportunity to unsubscribe from receiving marketing information at any time by using the “unsubscribe” link or contacting Footopia directly.
INFORMATION SHARING AND DISCLOSURE
Information about patients/customers is very important to Footopia and personal information is shared for very limited reasons and in limited circumstances, as follows:
- Medical professionals – with your consent, we will share information with medical professionals such as your GP or consultant to allow continuity of care.
- Service providers – we engage certain trusted third parties to perform functions and provide services, and we will share your personal information with these third parties, but only to the extent necessary to perform these services.
- We will not share or sell your information to any other third party without your consent except to help prevent fraud, or if required to do so by law.
- 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 consent.
- Compliance with laws – we may collect, use, retain, and share your information if legally required to.
DATA RETENTION
Footopia retains personal information only for as long as necessary to provide you with services and as described in this Privacy Policy. 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. For customers who are not patients but may have purchased products from Footopia we will keep any data you may have provided for a minimum of 6 years in line with tax legislation.
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:
- Access – you have the right to access and receive a copy of the personal information we hold about you by contacting Footopia using the contact information below. This will normally be free, unless we consider the request to be unfounded or excessive, in which case we may charge a fee to cover our administration costs.
- Change, restrict, delete – you may also have rights 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. We always strive to ensure that your personal information is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate.
- Object – you can object to (i) our processing of some of your information based on our legitimate interests and (ii) receiving marketing messages from Footopia 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.
- Complain – if you wish to raise 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 at www.ico.org.uk
COOKIES
- Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. This is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org
- You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
CHANGES TO OUR PRIVACY POLICY
We keep our privacy policy under regular review and we will place any updates on this webpage or on the printed copy. This privacy policy was last updated on 25th May 2018. It may be updated from time to time, so you may want to check it each time you provide personal information.
HOW TO CONTACT US
Footopia is registered in England and Wales with company registration no. 04809940.
For purposes of the GDPR, Dipesh Raja is the data controller of your personal information. If you have any questions or concerns, you may contact him at Dipesh@footopia-london.com. Alternatively you may write to him at Footopia, 76 Chelsea Manor St., London SW3 5QE
Responses to requests will be made within 30 days.
