Privacy Policy
Last reviewed: August 2026
The Caerleon Foot Clinic is committed to protecting your privacy, confidentiality and personal information. This Privacy Policy explains what information we collect, why we collect it, how it is used and stored, and your rights regarding your information.
1. Who is responsible for your information?
The data controller is:
Camille Watkins
The Caerleon Foot Clinic
29 High Street
Caerleon
Newport
NP18 1AE
Telephone: 07506 954 643
Email: camille@thecaerleonfootclinic.co.uk
Website: www.thecaerleonfootclinic.co.uk
The Caerleon Foot Clinic determines how and why your personal and clinical information is used.
2. Information we may collect
To provide safe and appropriate foot care, we may collect information including:
Your name and date of birth
Telephone number and email address
Address where it is required, for example for a home visit or referral
Emergency contact details where appropriate
Medical history and relevant health conditions
Current medication and allergies
Diabetes and vascular or neurological history where relevant
Information about previous or current foot problems
Clinical assessment findings
Treatment provided and advice given
Appointment and attendance history
Referral information and correspondence with other healthcare professionals
Relevant photographs, where clinically appropriate and with appropriate consent
Payment and transaction information
Communications relating to your appointments or care
Health and medical information is particularly sensitive personal information and is treated accordingly.
We aim to collect only information that is relevant and necessary for your care and the administration of the clinic.
3. Why we use your information
We may use your information to:
Assess your foot health and provide appropriate treatment
Maintain an accurate clinical record of your care
Identify medical conditions or medicines that may affect treatment
Contact you regarding appointments and your care
Send appointment confirmations and reminders
Arrange home visits where required
Make referrals or communicate with another healthcare professional where appropriate
Process payments and maintain appropriate financial records
Respond to questions, complaints or concerns
Meet professional, legal, safeguarding, insurance and regulatory responsibilities
Establish, exercise or defend legal claims where necessary
4. Our lawful basis for using your information
The Caerleon Foot Clinic processes personal information only where there is an appropriate lawful basis for doing so.
Depending on the purpose, this may include:
Contract – where information is necessary to provide the service you have requested or manage your appointment.
Legitimate interests – where information is reasonably necessary for the safe and effective administration of the clinic, maintaining appropriate records and protecting the clinic's legitimate business interests.
Legal obligation – where information must be processed to comply with a legal requirement.
Vital interests – in exceptional circumstances where processing is necessary to protect someone's life.
Health information is classed as special category data. Where appropriate, it is processed because it is necessary for the provision of health care or treatment and is handled subject to duties of confidentiality.
Information may also be retained or used where necessary for the establishment, exercise or defence of legal claims.
Your consent to clinical assessment or treatment is separate from the legal basis used to maintain your clinical records.
5. Clinical confidentiality
Information you provide about your health and treatment will be treated confidentially.
Your information will not ordinarily be disclosed to another person or organisation without an appropriate reason.
Information may be shared where necessary with:
Your GP or another healthcare professional involved in your care
NHS or private healthcare services where a referral is made
Emergency services where necessary
A parent, guardian or authorised representative where appropriate
Professional advisers or insurers where necessary
Regulatory, safeguarding or legal authorities where disclosure is required or justified by law
Where appropriate, your knowledge or consent will be sought before information is shared for your direct care.
There may, however, be exceptional circumstances in which information must be disclosed without consent, for example where required by law or where there is a serious safeguarding concern.
6. Cliniko and electronic clinical records
The Caerleon Foot Clinic uses Cliniko as its practice-management and clinical-record system.
Cliniko may process information on behalf of the clinic in order to provide services including:
Secure clinical record storage
Appointment management
Online booking
Appointment confirmations and reminders
Communications
Invoicing and administrative functions
Appropriate contractual and data-protection safeguards are used where personal information is processed outside the United Kingdom.
The clinic takes reasonable steps to protect electronic information, including appropriate account security and access controls.
7. Appointment reminders
We may use your telephone number or email address to send information directly connected with your appointment or care, including:
Appointment confirmations
Appointment reminders
Cancellation or rescheduling information
Important administrative information relating to your treatment
These are administrative communications rather than promotional marketing.
You may tell us if you would prefer not to receive appointment reminders by a particular method.
8. Marketing
The Caerleon Foot Clinic will not use your health information for marketing purposes.
Where electronic marketing is undertaken, it will be managed separately from clinical communications and in accordance with applicable data-protection and electronic-marketing requirements.
You may withdraw from marketing communications at any time without this affecting your clinical care.
9. How long we keep your information
Clinical records are retained for an appropriate period having regard to professional guidance, patient safety, legal limitation periods, insurance requirements and applicable healthcare record-retention standards.
As a general retention standard:
Adult clinical records will normally be retained for at least 8 years after the last treatment or appointment.
Records relating to children and young people will normally be retained until at least their 25th birthday, or longer where professional, legal or clinical circumstances require it.
Some information may need to be kept for longer where there is an ongoing complaint, safeguarding concern, insurance matter, legal claim or other legitimate requirement.
Financial and accounting information will be retained for the period required by applicable tax and accounting requirements.
When personal information is no longer required, it will be securely deleted, destroyed or anonymised as appropriate.
10. Keeping your information secure
Reasonable technical and organisational measures are used to protect personal and clinical information against:
Unauthorised access
Accidental loss
Inappropriate disclosure
Alteration
Destruction
Access to clinical records is restricted to those who have a legitimate need to access them.
Paper records containing confidential information will be stored securely and disposed of using appropriate confidential-waste procedures.
11. Your rights
Depending on the circumstances and the lawful basis used, you may have rights relating to your personal information, including the right to:
Request access to information held about you
Ask for inaccurate information to be corrected
Request restriction of certain processing
Object to certain uses of your information
Request erasure of information in circumstances where there is no lawful reason for it to continue to be held
Request transfer of certain information where applicable
Withdraw consent where consent is specifically being relied upon
These rights are not absolute in every circumstance. For example, the clinic may need to retain clinical records despite a request for deletion where there is an appropriate legal, clinical, professional or insurance reason for doing so.
Requests regarding your personal information can be made to:
camille@thecaerleonfootclinic.co.uk
12. Concerns or complaints
If you have concerns about the way your personal information is being handled, please contact The Caerleon Foot Clinic in the first instance so that the matter can be investigated.
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data-protection regulator.
13. Changes to this policy
This Privacy Policy will be reviewed periodically and may be updated where legislation, professional guidance or the way the clinic handles information changes.