Last Updated: [Insert Date]
Foot Factor is committed to protecting and respecting your privacy. This policy outlines how we collect, use, store, and protect your personal information when you use our website, contact us, or receive treatment at our clinic.
1. Who We Are
Foot Factor
5th Floor, Edinburgh House
40 Great Portland Street
London W1W 7LZ
Email: [Insert Email]
Phone: [Insert Number]
Data Controller: Foot Factor
ICO Registration: [Insert if applicable]
2. Information We Collect
We may collect and process the following data about you:
a) Personal Identification:
- Name
- Date of birth
- Email address
- Telephone number
- Billing and shipping address
b) Health & Clinical Data:
- Medical history relevant to treatment
- Gait analysis data, posture assessments, orthotic specifications
- Notes from consultations and referrals
c) Website Data:
- IP address and device data
- Pages visited, duration, browser type
- Form submissions or booking interactions
d) Communication Data:
- Emails, calls, and messages related to your appointment or care
- Feedback or testimonials provided voluntarily
3. How We Use Your Information
Your personal information is used for the following purposes:
- To schedule, manage, and deliver your appointments and treatments
- To assess your health needs and provide personalized care
- To manage payments, invoices, and refunds
- To comply with legal, insurance, and medical record-keeping obligations
- To respond to queries or feedback
- To improve our website and user experience
4. Legal Basis for Processing
We rely on the following lawful grounds:
- Consent – where required (e.g., marketing communications)
- Contract – for providing you with treatment and managing your bookings
- Legal obligation – for medical records, insurance, and tax compliance
- Legitimate interest – to improve services, monitor usage, and prevent fraud
5. Sharing Your Information
We will never sell your data. We may share your data only when necessary:
- With healthcare professionals for clinical referrals or collaboration
- With our booking and payment processors (e.g., Cliniko, Stripe)
- With IT providers who support our systems under strict confidentiality agreements
- If legally required (e.g., safeguarding concerns, court orders)
6. Data Retention
- Medical records are kept in accordance with UK law and clinical guidelines (typically 8 years after your last appointment, or until age 25 if you were under 18).
- Booking, payment, and communication data may be retained for up to 7 years for accounting and legal purposes.
7. Your Rights
Under the UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data where appropriate
- Object to or restrict processing in certain circumstances
- Withdraw consent (e.g., unsubscribe from marketing)
- Lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk
To exercise any of your rights, please contact us at [Insert Email].
8. Cookies and Tracking
Our website uses cookies to improve user experience and gather anonymous usage statistics. For details, see our Cookie Policy.
9. Data Security
We take appropriate technical and organisational measures to protect your data, including:
- Secure cloud hosting
- Encrypted communications (SSL)
- Restricted staff access based on role
- Regular software and system updates
10. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website.