PRIVACY NOTICE
Helen Green Chiropody Limited trading as Hall Bank Podiatry Clinic
Last updated: September 2026
Helen Green Chiropody Limited, trading as Hall Bank Podiatry Clinic (“we”, “us” or “our”), is committed to protecting your privacy and handling your personal and clinical information securely, responsibly and confidentially.
This Privacy Notice explains what information we collect, why we collect it, how we use and protect it, who we may share it with, how long we retain it and your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
For the purposes of data protection law, Helen Green Chiropody Limited is the data controller for the personal information covered by this notice.
Our website is www.hallbankclinic.co.uk.
1. Information We Collect
We may collect and process personal information about patients, prospective patients and visitors to our website.
Personal and contact information
This may include:
your name;
address;
date of birth;
telephone number;
email address;
emergency or next-of-kin contact details where appropriate;
appointment information and communication records; and
payment and transaction information.
Health and clinical information
As a podiatry practice, we need to collect relevant information about your health to provide appropriate and safe care.
This may include:
relevant medical history;
current and previous health conditions;
medications and allergies;
information concerning your feet and lower limbs;
clinical assessments and findings;
diagnoses;
treatment provided and treatment plans;
clinical photographs or images where appropriate;
correspondence with other healthcare professionals; and
notes relating to your ongoing podiatry care.
Health information is classed as special category personal data under UK data protection law and receives additional protection.
Website information
When you visit our website, certain technical information may be collected. This may include:
browser and device type;
operating system;
pages visited;
approximate location derived from technical information;
how visitors interact with the website; and
cookie and analytics information where the necessary consent has been provided.
We may also use aggregated or anonymised information to understand how our website is being used. Information that has been properly anonymised so that individuals can no longer be identified is not personal data.
2. How We Collect Your Information
We may collect information:
directly from you when you contact us, book an appointment or receive treatment;
through our online booking system;
during clinic appointments and home visits;
by telephone, email or SMS;
from a relative, carer or representative where appropriate;
from another healthcare professional where relevant to your care;
through our website; and
through cookies and similar technologies, subject to applicable consent requirements.
Where information is provided to us by another person or organisation, we will handle it in accordance with applicable data protection and confidentiality requirements.
3. Why We Use Your Information
We use personal information where necessary to:
arrange and manage appointments;
provide podiatry assessments, treatment and ongoing care;
maintain accurate clinical records;
contact you about appointments, treatment and other matters relating to your care;
send appointment confirmations and reminders;
process payments and maintain appropriate financial records;
respond to enquiries;
communicate with carers, relatives or representatives where appropriate and authorised;
communicate with other healthcare professionals where necessary and appropriate;
make referrals where appropriate;
comply with our professional, regulatory, legal, accounting and insurance obligations;
maintain the security and proper operation of our systems and website; and
understand how our website is used and assess the effectiveness of advertising where the necessary consent has been obtained.
We will not use your health information for unrelated marketing purposes.
4. Our Lawful Basis for Processing Your Information
We only process personal information where we have an appropriate lawful basis for doing so.
Depending upon the circumstances, our lawful bases may include:
Contract – where processing is necessary to provide services you have requested or to take steps at your request before providing those services.
Legal obligation – where we need to process information to comply with a legal or regulatory requirement.
Legitimate interests – where processing is necessary for the legitimate operation of our podiatry practice, provided those interests do not override your rights and interests. These interests may include administering the practice, communicating with patients, maintaining appropriate records and protecting the security of our services and systems.
Consent – where we specifically ask for your consent, for example for certain optional uses of information or non-essential website technologies. Where we rely upon consent, you may withdraw it at any time.
Vital interests – in exceptional circumstances where processing is necessary to protect someone’s life.
Health information
Information concerning your health is special category personal data.
Where we process health information for the provision and management of podiatry care, we rely upon an appropriate lawful basis under Article 6 of the UK GDPR together with the relevant condition for processing special category data under Article 9, including, where appropriate, the provision of health or social care under Article 9(2)(h) and applicable provisions of the Data Protection Act 2018.
We maintain professional confidentiality in relation to your clinical information.
5. Confidentiality and Sharing Your Information
We have a professional and legal duty to respect and protect the confidentiality of our patients.
All identifiable patient information, including personal details, clinical records, health information, correspondence and clinical photographs or images, is treated as confidential.
Where it is necessary and appropriate to share information with another healthcare professional involved in your care, for example your GP, consultant or another healthcare provider, we will only disclose information that is relevant and necessary for that purpose. Where appropriate, we will discuss this with you and seek your agreement before the information is shared.
Where identifiable patient information is requested for a purpose that is not directly related to your care, for example by an insurance company or solicitor, we will normally obtain your express consent before providing the information.
If you ask us not to share information relating to your care, we will respect your wishes where appropriate. There may, however, be circumstances where information can or must be disclosed without your consent, for example where disclosure is required or permitted by law, is necessary for safeguarding purposes, is necessary to protect you or another person from serious harm, or is otherwise justified in the public interest.
When information is shared, we will only disclose the information that is necessary and relevant for the particular purpose. Where appropriate, we will maintain a record of what information has been disclosed, the reason for the disclosure and the person or organisation to whom it was disclosed.
Service providers
We may use carefully selected organisations to help us provide and administer our services. These may include:
our practice-management and appointment-booking provider;
IT, email and security providers;
website hosting and website service providers;
payment-processing providers;
accountants;
insurers; and
other professional advisers.
Where these organisations process personal information on our behalf, appropriate arrangements are put in place to protect your information.
We may also disclose information to professional or regulatory bodies, safeguarding authorities, law-enforcement agencies or other public authorities where we are legally required or otherwise lawfully permitted to do so.
We do not sell patient information or share health information with third parties for their own marketing purposes.
6. Information Security
We take the security of personal and clinical information seriously and use appropriate technical and organisational measures to protect information against loss, damage, unauthorised access, alteration or disclosure.
Electronic clinical records are held securely and access is restricted to authorised individuals who have a legitimate reason to access the information.
Appropriate security measures, including individual user access controls, passwords and other technical safeguards, are used where applicable.
We take reasonable steps to ensure that patient records are full, clear and accurate and that clinical records are completed promptly in accordance with our professional obligations.
Where information is sent electronically, we take appropriate steps to protect its confidentiality and security.
No electronic system can be guaranteed to be completely secure, but we regularly consider the security measures appropriate to the information we hold.
7. Personal Data Breaches
If we become aware of a suspected loss, unauthorised disclosure or inappropriate access to personal information, we will investigate the incident and take appropriate steps to contain it, assess the risk and, where appropriate, take steps to prevent a recurrence.
Where required by data protection law, we will report a personal data breach to the Information Commissioner’s Office (ICO) and will inform affected individuals where we are legally required to do so.
8. How Long We Keep Your Information
We retain personal information only for as long as it is necessary for the purpose for which it was collected and in accordance with applicable data protection legislation, HCPC standards and relevant professional and healthcare record-retention guidance.
The length of time that clinical records are retained may depend upon the type of record, the age and circumstances of the patient and applicable professional, legal, regulatory and insurance requirements.
Hall Bank Podiatry Clinic maintains appropriate retention arrangements for adult patients and children and young people, taking account of recognised healthcare record-retention guidance.
Records may be retained for longer where there is a clinical, legal, regulatory, safeguarding, insurance or other legitimate reason for doing so.
At the end of the applicable retention period, records will be reviewed and, where there is no continuing reason to retain them, securely deleted or destroyed.
Other records, including financial and administrative information, are retained for the period necessary to meet applicable legal, accounting and business requirements.
9. Children and Young People
We may provide podiatry services to children and young people where appropriate.
Their personal and health information will be handled with the same care, confidentiality and security as other patient information, with appropriate consideration given to their age, understanding and individual circumstances.
Where consent or agreement is required, we will consider the age and capacity of the child or young person and, where appropriate, the involvement of a parent or person with parental responsibility.
Our website is not specifically directed at children for marketing purposes.
10. Cookies, Google Analytics and Google Ads
Our website may use cookies and similar technologies.
Some technologies are necessary for the website to operate correctly. Where consent is legally required for other technologies, they will only be used after you have been given appropriate information and have made your choice.
We may use Google Analytics to help us understand how visitors use our website and Google Ads to help us understand and measure the effectiveness of our advertising.
Where consent is required for analytics, advertising or other non-essential technologies, these technologies will only be used in accordance with the applicable consent requirements.
You can change or withdraw your cookie choices through the cookie controls available on our website.
Further information about the particular cookies used by our website should be available through our cookie notice or cookie settings.
11. International Transfers
Some organisations providing technology or other services to us may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with UK data protection law and that appropriate safeguards are in place where required.
Further information about applicable safeguards can be requested by contacting us.
12. Your Data Protection Rights
Depending upon the circumstances and the lawful basis upon which your information is being processed, you may have the right to:
request access to the personal information we hold about you;
ask us to correct inaccurate or incomplete information;
ask us to erase personal information in certain circumstances;
ask us to restrict the processing of your information in certain circumstances;
object to certain types of processing;
request the transfer of certain information to you or another organisation where the right to data portability applies; and
withdraw consent at any time where we rely upon consent.
These rights are not absolute and may not apply in every circumstance. For example, we may have professional or legal obligations requiring us to retain certain clinical records even where a request for deletion has been made.
Your right to object
Where we process your personal information on the basis of legitimate interests, you may have the right to object to that processing. Please contact us if you wish to exercise this right.
If you wish to exercise any of your data protection rights, please contact us using the details below.
13. Automated Decision-Making
We do not use patient health information to make solely automated decisions that have legal or similarly significant effects on patients.
14. Links to Other Websites
Our website may contain links to websites operated by other organisations.
We are not responsible for the privacy practices of those websites. We recommend reviewing the privacy information provided by the relevant organisation when visiting another website.
15. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to our services, technology, professional guidance, legal requirements or the way we process personal information.
The latest version will be published on our website with the date it was last updated.
16. Contact Us
If you have any questions about this Privacy Notice, how we use your personal information, or if you wish to exercise any of your data protection rights, please contact:
Helen Green Chiropody Limited
Trading as Hall Bank Podiatry Clinic
Company Number: 05764781
1a The Savoy, Hall Bank, Buxton, SK17 6EW
Email: info@hallbankclinic.co.uk
17. Complaints
If you have concerns about how we have handled your personal information, please contact us so that we have an opportunity to investigate and respond to your concerns.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Further information about your data protection rights and how to make a complaint is available from the Information Commissioner’s Office.