Privacy Policy

Last updated: 12 October 2026

Manor Podiatry is committed to protecting your privacy and handling your personal information securely, fairly and lawfully.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, contact us, book an appointment or receive podiatry treatment at our clinic.

1. Who We Are

Manor Podiatry is operated by Eloise Caton, who is responsible for deciding how and why personal information is processed.

Data controller: Eloise Caton, trading as Manor Podiatry

Clinic address: 10b Manor Road, Slyne, Lancaster, LA2 7EQ

Email: Contact@manorpodiatry.co.uk

Telephone: 07841 987195

Manor Podiatry is registered with the Information Commissioner's Office (ICO).

2. Personal Information We Collect

We collect information that is necessary to manage appointments, assess your foot health, provide safe treatment and fulfil our professional responsibilities.

2.1 Information you provide

Depending on your circumstances, we may collect:

Your full name and date of birth.
Contact details, including telephone number, email address and address.
Medical history and relevant health information.
Details of medication, allergies, circulatory conditions and other relevant medical concerns.
Clinical assessments, treatment notes, treatment plans and aftercare advice.
Appointment information, communications and relevant preferences.
Payment and invoicing information.
Feedback provided through follow-up questionnaires.
Photographs taken with your permission for clinical records and monitoring.

We may also receive enquiries submitted through our website contact form.

2.2 Information collected automatically

When you visit our website, technical information may be collected by our website provider or other enabled services. Depending on the configuration of our website, this may include:

IP address or technical network information.
Browser type and version.
Device and operating system information.
Pages visited and information about website usage.
Cookies and similar technologies.

The information collected depends on the website services and tracking technologies enabled. Please refer to our cookie information and consent settings for further details.

3. Why We Use Your Information

We process personal information for the following purposes:

Managing appointments, confirmations and reminders.
Assessing your medical history and foot health.
Providing appropriate podiatry treatment and clinical advice.
Maintaining accurate, complete and secure clinical records.
Preparing and sending treatment plans and aftercare information.
Processing payments and maintaining financial records.
Sending occasional follow-up questionnaires to obtain feedback and improve our services.
Responding to enquiries and requests concerning your personal information.
Meeting applicable legal, professional, regulatory and insurance obligations.
Maintaining the security and proper functioning of our website and business systems.

We do not use clinical photographs for advertising or promotional purposes. Photographs are taken for clinical record-keeping and monitoring where appropriate and with your permission.

4. Our Lawful Bases for Processing

Under the UK General Data Protection Regulation (UK GDPR), we must identify a lawful basis for processing personal information. Health information is special-category personal data and requires an additional condition for processing.

Depending on the purpose, we may rely on the following bases.

4.1 Provision of healthcare

We process relevant personal and health information to assess your condition, plan and provide treatment, maintain clinical records and support the delivery of healthcare.

The relevant lawful basis under Article 6 UK GDPR and the applicable condition under Article 9 UK GDPR will depend on the particular processing activity. These may include the provision of health or social care under Article 9(2)(h), subject to the applicable legal requirements and professional confidentiality obligations.

4.2 Legal and professional obligations

We maintain appropriate clinical records and process information where necessary to meet applicable legal, professional and regulatory obligations.

The specific lawful basis and special-category condition will depend on the obligation concerned.

4.3 Appointment administration and communication

We process relevant contact and appointment information to manage bookings, send appointment confirmations and reminders, respond to enquiries and provide information connected with your care.

The lawful basis will depend on the nature of the communication and the relationship with the patient.

4.4 Feedback and service improvement

We may send occasional questionnaires following an appointment to obtain feedback and improve our services. We will use the information for this purpose in accordance with the applicable data protection requirements.

We do not rely on your consent to treatment as a blanket substitute for identifying the lawful basis for all personal data processing.

5. Medical History and Treatment

We require an appropriate medical history before providing treatment because this information helps us assess clinical risks and determine whether treatment is suitable and safe.

If you do not provide sufficient relevant medical information, we may be unable to make a safe clinical assessment or proceed with treatment.

We will explain any relevant concerns and may postpone or decline treatment where necessary.

Providing consent to a clinical procedure is separate from the legal basis on which we process your personal information.

6. Where Your Information Is Stored

We use Cliniko for patient records, clinical notes, appointment management and related administrative functions, including payments and invoicing.

We also use:

Gmail to send treatment plans and relevant patient communications.
A work mobile phone and WhatsApp for patient communications.
IONOS Website Builder to operate our website and receive enquiries submitted through our contact form.

Information may therefore be processed or stored by these service providers as part of delivering their services.

We take appropriate steps to protect personal information and review the security and data protection arrangements of the systems we use.

The location of all data storage, international transfer arrangements and applicable contractual safeguards are subject to verification with the relevant service providers.

7. How Long We Keep Your Information

We retain personal information only for as long as necessary for the purposes for which it was collected, taking account of applicable legal, professional, regulatory and insurance requirements.

Our intended retention arrangements are as follows:

Adult clinical records: generally eight years after the last treatment, subject to any applicable requirement to retain records for longer.
Children's clinical records: intended to be retained until the patient's 25th birthday, subject to confirmation of the applicable retention guidance and any longer requirement.
Website enquiries that do not result in an appointment: retained only for as long as necessary to deal with the enquiry and any related follow-up, after which they will be securely deleted in accordance with our retention procedures.
Other business and financial records: retained for the period required by applicable legal, accounting and regulatory obligations.

Some information may need to be retained for longer where necessary in connection with a complaint, claim, safeguarding matter, legal obligation or other legitimate requirement.

When information is no longer required, we will take appropriate steps to delete it securely or otherwise dispose of it in accordance with our retention procedures.

8. Who We Share Information With

We do not sell patient information or share it for third-party marketing.

We may share relevant information with:

Cliniko and other service providers that support our appointment, clinical record, communication, website and payment systems.
Your GP or another healthcare professional involved in your care, where you have given appropriate permission or another lawful basis applies.
Insurers, legal advisers or professional advisers where disclosure is necessary and lawful.
Regulators, public authorities or other relevant bodies where disclosure is required or permitted by law, or necessary to address an applicable safeguarding or other legal concern.

Only information appropriate and necessary for the relevant purpose should be shared.

9. International Data Transfers

Some of the service providers used by Manor Podiatry may use infrastructure, support services or subprocessors located outside the United Kingdom.

Where personal information is transferred internationally, we will ensure that the transfer complies with applicable UK data protection requirements, including any required adequacy arrangements or appropriate safeguards.

The specific locations and safeguards applicable to our providers are subject to review and confirmation.

10. Information Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, alteration, disclosure or destruction.

Our security measures include:

Using Cliniko for patient record management.
Protecting our work mobile phone with device security measures.
Using account security measures, including strong passwords and two-step verification where enabled.
Taking care to verify email recipients before sending treatment plans.
Limiting access to personal information to authorised persons who need it for legitimate purposes.
Using appropriate care when handling patient communications and clinical information.

No electronic system or method of transmission can be guaranteed to be completely secure. We review our arrangements and take appropriate action when a security concern is identified.

11. Data Breaches

If we become aware of a personal data breach, we will take appropriate steps to contain the incident, assess the potential risks, document what happened and implement corrective measures.

Where required by law, we will notify the Information Commissioner's Office within the applicable timeframe and inform affected individuals where the legal threshold for notification is met.

We will maintain a record of personal data breaches and the decisions taken in response.

12. Your Data Protection Rights

Under applicable data protection law, you may have the right to:

Access: request a copy of your personal information.
Rectification: request correction of inaccurate or incomplete information.
Erasure: request deletion of your information in circumstances where the right applies.
Restriction: request that the use of your information be restricted in certain circumstances.
Object: object to certain processing activities where the right applies.
Data portability: receive certain information in a portable format where the legal conditions are met.
Withdraw consent: where processing genuinely relies on your consent, withdraw it without affecting the lawfulness of processing before withdrawal.

These rights are subject to applicable legal conditions and exemptions.

For example, we may need to retain clinical records to meet professional, legal or other applicable obligations, even where deletion has been requested.

To exercise your rights, please contact us using the details in Section 1. We may need to verify your identity before providing access to sensitive information.

We aim to respond without undue delay and within the applicable statutory time limits.

13. Cookies and Website Technologies

Our website is provided through IONOS Website Builder. Cookies and similar technologies may be used to support essential website functions and, depending on the services enabled, website analytics or other functions.

Where required, we seek consent before using non-essential cookies or similar technologies.

You can manage your preferences through the cookie consent banner where available. You can also manage cookies through your browser settings, although disabling certain cookies may affect website functionality.

Further details about the cookies used on our website should be provided through our cookie information and consent settings.

14. Third-Party Services and Links

Our website or communications may contain links to third-party websites or services.

Those providers operate under their own privacy policies and terms. We are not responsible for the privacy practices of independent third parties, and we encourage you to review their policies when using their services.

Relevant providers may include Cliniko, IONOS, Google and WhatsApp, depending on the service being used.

15. Complaints

If you have concerns about how Manor Podiatry handles your personal information, please contact us first so that we can investigate and respond.

You also have the right to complain to the Information Commissioner's Office.

Website: https://ico.org.uk/

Telephone: 0303 123 1113

You may contact the ICO if you believe your personal information has been handled in a way that does not comply with data protection law.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations or data protection practices.

The latest version will be made available on our website. The date at the beginning of this policy indicates when it was last updated.

17. Contact Us

For questions about this Privacy Policy, requests concerning your personal information or other data protection matters, please contact:

Manor Podiatry

Eloise Caton

10b Manor Road, Slyne, Lancaster, LA2 7EQ

Email: Contact@manorpodiatry.co.uk

Telephone: 07841 987195