Privacy Policy

Who we are

Aire Podiatry Clinic is a home visit podiatry service covering Leeds and Bradford. For the purposes of UK data protection law, Aire Podiatry Clinic is the “data controller” of the personal information described in this policy. That means we decide how and why your information is used, and we are responsible for looking after it.

All care is provided by a podiatrist registered with the Health and Care Professions Council (HCPC), who is bound by professional duties of confidentiality.

What information we collect

When you enquire or book

• Your name, phone number, email address and postcode.
• Your preferred appointment times and anything you choose to tell us in the notes box or in a message.
• If you are booking for a parent, relative or someone you care for: your details and theirs.

When you become a patient

• Your home address, so that we can visit you.
• Your date of birth and GP details.
• Health information relevant to your foot care, such as your medical history, medications, allergies, and conditions like diabetes or circulation problems.
• Clinical records of each visit: assessments, treatment given, advice and any photographs taken with your agreement to monitor a condition.
• Records of appointments and payments.

Health information is classed as “special category” data and is given extra protection under the law. We only collect what is needed to treat you safely.

How we collect it

• The booking form on this website. When you press “Request appointment”, your details are sent to us by email through a form delivery service called Web3Forms.
• Phone, email and WhatsApp, when you contact us directly.
• In person, during your appointment.
• From other people, where a family member, carer, care home or healthcare professional contacts us on your behalf.

Please only include brief, necessary details in the website form or a WhatsApp message. We will take a full medical history in person or by phone.

Why we use it and our legal basis

We use your information to:

• reply to your enquiry and arrange, confirm and remind you about appointments;
• assess and treat you safely, and keep accurate clinical records, as our professional standards require;
• communicate with your GP or other healthcare professionals where that is part of your care;
• take payment and keep business and tax records;
• respond to complaints or legal claims, and meet our regulatory and insurance obligations.

Under the UK General Data Protection Regulation (UK GDPR), our legal bases are:

• Contract — to take steps you ask for before booking, and to provide the service you have booked.
• Legal obligation — for example keeping financial records, and the record-keeping duties that apply to registered health professionals.
• Legitimate interests — to run and administer the practice, respond to enquiries and deal with complaints or claims.

For health information, we also rely on Article 9(2)(h) of the UK GDPR and Schedule 1, paragraph 2 of the Data Protection Act 2018: the provision of health care or treatment by, or under the responsibility of, a health professional who owes a duty of confidentiality.

We do not use your information for marketing, we never sell it, and we do not make automated decisions about you.

Who we share it with

Your information is kept confidential. We share it only where necessary:

• Your GP or other healthcare professionals involved in your care, normally with your knowledge and agreement — for example, a written summary after a diabetic foot assessment, or an urgent referral.
• A family member, carer or care home, where you have asked us to involve them or they arranged your care.
• Service providers who process data on our behalf: Web3Forms (delivers booking form submissions to our inbox), our email provider, Cloudflare (hosts this website) and WhatsApp, which is provided by Meta, if you choose to message us that way.
• Professional advisers, insurers and regulators such as the HCPC, if required in connection with a complaint, claim or investigation.
• Authorities, where the law requires it or where it is necessary to protect someone from serious harm (safeguarding).

Transfers outside the UK

Some of the service providers listed above are based, or store data, outside the United Kingdom. Where that happens, we rely on the safeguards permitted by UK data protection law, such as UK adequacy regulations or approved contractual clauses put in place by those providers.

How long we keep it

• Patient records are kept for 8 years after your last appointment, in line with healthcare record-keeping guidance. Records for anyone treated under the age of 18 are kept until their 25th birthday.
• Enquiries that do not lead to an appointment are deleted within 12 months.
• Financial records are kept for 6 years, as tax law requires.

When information is no longer needed it is securely deleted or destroyed.

How we keep it secure

We take appropriate steps to protect your information, including password-protected and encrypted devices, restricted access, secure storage of any paper records, and care when working in patients’ homes. This website is served over an encrypted (HTTPS) connection. No payment card details are collected through this website.

No method of sending information over the internet is completely secure, so if you would rather not send details online, please call us instead.

Cookies and this website

This website does not use advertising or analytics cookies, and we do not track you across other sites.

• Cloudflare, which hosts the site, may set strictly necessary cookies to protect the site from malicious traffic, and keeps short-term technical logs such as IP addresses.
• Google Fonts supplies the typefaces used on this site. When a page loads, your browser requests the fonts from Google’s servers, which means Google receives your IP address.
• WhatsApp links take you to WhatsApp, which has its own privacy policy.

Your rights

Under data protection law you have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete your information, or to restrict how we use it, in certain circumstances;
• object to our use of your information where we rely on legitimate interests;
• ask for your information to be transferred to you or another provider, where this applies.

There is no charge for making a request, and we will respond within one month. Please note that we may need to keep clinical records for the periods set out above even if you ask us to delete them, because of our professional and legal obligations. To make a request, use the contact details below. We may need to confirm your identity first.

Questions and complaints

If you have a question or concern about how your information is handled, please contact us first and we will do our best to put it right.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection: ico.org.uk/make-a-complaint or 0303 123 1113.

Changes to this policy

We review this policy regularly and will post any updates on this page. This version was last updated on 19 September 2026.