PRIVACY NOTICE

Last updated: 16 December 2025

Thank you for choosing to be part of our community at Coxhoe Chiropody (also referred to as “we”, “us” or “our”). We are committed to protecting your personal data and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this Privacy Notice or how we handle your personal data, please contact us using the details set out in Section 12.

ABOUT THIS PRIVACY NOTICE

This Privacy Notice explains how we collect, use, store and protect your personal data when you:

• Visit our website: https://www.durhamchiropodist.co.uk (and any related domains used by Coxhoe Chiropody)

• Contact us via phone, email, online forms or social media

• Book or enquire about appointments or services

• Engage with us in relation to treatments, marketing or events

In this Privacy Notice:

• “Website” refers to our website and any pages linking to this notice

• “Services” refers to our clinical services, website, communications, and related activities

If you do not agree with any part of this Privacy Notice, please do not use our Website or Services.

TABLE OF CONTENTS

1. What information do we collect?

2. How do we use your information?

3. What is our lawful basis for processing?

4. Will your information be shared with anyone?

5. Cookies and tracking technologies

6. How long do we keep your information?

7. How do we keep your information safe?

8. Do we collect information from children?

9. Your data protection rights (UK & EEA)

10. Changes to this Privacy Notice

11. How to contact us

12. How to exercise your rights

1. WHAT INFORMATION DO WE COLLECT?

Personal data you provide to us

We may collect and process the following personal data when you contact us or use our Services:

• Name

• Address

• Email address

• Telephone number

• Appointment and enquiry details

• Any information you choose to provide when contacting us

When you become a patient, additional medical and health information will be collected and processed separately under our Patient Privacy & Confidentiality Policy, in line with healthcare and professional regulatory requirements.

You are responsible for ensuring that the information you provide is accurate and up to date.

2. HOW DO WE USE YOUR INFORMATION?

We use your personal data to:

• Respond to enquiries and requests

• Manage appointments and deliver our services

• Communicate with you regarding your care or bookings

• Improve our Website and Services

• Comply with legal, regulatory and professional obligations

• Manage our business operations

We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that another purpose is compatible with the original purpose.

3. WHAT IS OUR LAWFUL BASIS FOR PROCESSING?

Under UK GDPR, we rely on the following lawful bases:

• Contract – where processing is necessary to provide healthcare services or manage bookings

• Legal obligation – where we must comply with healthcare, tax or regulatory requirements

• Legitimate interests – for running and improving our business (where your rights do not override these interests)

• Consent – where you have explicitly agreed (e.g. marketing communications)

You may withdraw your consent at any time.

4. WILL YOUR INFORMATION BE SHARED WITH ANYONE?

We do not sell your personal data.

We may share your data only where necessary, including with:

• IT and website service providers

• Appointment and practice management systems

• Professional advisers (e.g. accountants, insurers)

• Regulatory or legal authorities where required by law

All third parties are required to keep your information secure and use it only for the agreed purpose.

5. COOKIES AND TRACKING TECHNOLOGIES

Our Website may use cookies and similar technologies to ensure it functions correctly and to improve user experience.

For detailed information, please see our Cookie Policy, which explains what cookies we use and how you can manage them.

6. HOW LONG DO WE KEEP YOUR INFORMATION?

We retain personal data only for as long as necessary:

• Enquiry data: typically up to 12 months

• Patient records: retained in line with NHS, professional and legal guidance (usually 8 years for adults, longer for children)

• Financial records: as required by tax law

Data is securely deleted or anonymised once it is no longer required.

7. HOW DO WE KEEP YOUR INFORMATION SAFE?

We use appropriate technical and organisational measures to protect your data, including:

• Secure systems and password protection

• Access controls

• Confidentiality obligations for staff and contractors

While we take all reasonable steps to protect your information, no online system can be guaranteed to be completely secure.

8. DO WE COLLECT INFORMATION FROM CHILDREN?

Our Services may be provided to children as patients with parental or guardian consent.

We do not knowingly collect personal data from children via our Website without appropriate consent.

9. YOUR DATA PROTECTION RIGHTS (UK & EEA)

You have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request erasure (where applicable)

• Restrict or object to processing

• Request data portability

• Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: https://www.ico.org.uk

10. CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice from time to time. The latest version will always be available on our Website and the revision date will be updated accordingly.

11. HOW TO CONTACT US

If you have any questions about this Privacy Notice or how we use your data, please contact:

Coxhoe Chiropody
Coxhoe Chiropody Clinic
1 Anchor Cottages
Coxhoe
Durham DH6 4AZ
United Kingdom

📧 Email: enquiries@durhamchiropodist.co.uk

12. HOW TO EXERCISE YOUR RIGHTS

To request access, correction or deletion of your personal data, please contact us using the details above. We may need to verify your identity before processing your request.

This Privacy Notice replaces all previous versions.