A&A Podiatrists Privacy Policy

A&A Podiatrists Privacy Statement

Updated: October 2026

(Why we collect your personal data and what we do with it)

When you supply your personal details to this clinic they are stored and processed for the reasons below (the bits in bold are the relevant terms used in the Data Protection Act 2018, which includes the General Data Protection Regulation):

We need to collect personal information about your health in order to provide you with the best possible treatment. Your requesting treatment and our agreement to provide that care constitutes a contract. You can, of course, refuse to provide the information, but if you do that we would not be able to provide treatment. We collect this data via a medical registration form, which is also available to complete online, with your information synced directly into your clinical record held in Cliniko, our practice and patient management system. This data is encrypted and does not permit unauthorised access to your clinical record.

During your consultation, your practitioner may also use Heidi Health, an AI-powered clinical assistant, to help produce accurate clinical notes, letters and summaries. Heidi listens to your consultation to create a transcript, uses this to generate the notes, letter or summary, and then permanently deletes the audio recording once this is done — no audio is ever retained. You will be told when Heidi is in use and can ask for it not to be used at any time, without this affecting your treatment.
We have a Legitimate Interest in collecting that information, because without it we couldn’t do our job effectively and safely.
We also think that it is important that we can contact you in order to confirm your appointments with us or to update you on matters related to your medical care. This again constitutes Legitimate Interest, but this time it is your legitimate interest.
Provided we have your consent, we may occasionally send you general health information in the form of articles, advice or newsletters. You may withdraw this consent at any time – just let us know by any convenient method. Emails that are not related to specific appointments or advice sent to you regarding a treatment plan provide an opt out option.
We have a legal obligation to retain your records for 8 years after your most recent appointment (or age 25, if this is longer). Notes are held electronically and any paper records scanned and then shredded. Notes can be permanently deleted after 8 years or at 25 years of age for children.
Your records are stored electronically (“in the cloud”) using Cliniko, a specialist clinic and patient management platform. Cliniko acts as a data processor on our behalf and stores our data on UK-based servers. Data is protected with encryption in transit (HTTPS) and AES-256 encryption at rest, backed up daily, and access to Cliniko is password protected, with role-based access levels and two-step verification, and passwords changed regularly on our office computers.

Where Heidi Health is used to help generate clinical notes, letters or summaries, Heidi is also UK GDPR and GDPR compliant. It automatically removes identifying details from what it processes, stores only the resulting transcript and notes (not audio) on secure, NHS-compliant UK servers, and does not use your data to train its AI. Your practitioner remains in control of that documentation, and it is deleted once transferred into your permanent clinical record in Cliniko.

When you call us or use the chat on our website, you may be speaking to Aeva AI, an automated assistant that answers calls and messages on our behalf, including outside clinic hours. It may collect the details you give it, such as your name, contact details and the reason for your enquiry, so that we can respond or book you in. Please do not share detailed health information with it; leave that for your appointment. Aeva states that it stores data on encrypted servers in Australia and meets UK and EU GDPR requirements. Aeva is not used to make clinical decisions.

We will never share your data with anyone who does not need access without your written consent. Only the following people/agencies will have routine access to your data:

Cliniko, our patient management provider, and Heidi Health, our AI clinical documentation assistant, who store and process elements of our files as described above.
Your practitioner(s), in order that they can provide you with treatment.
Your GP or Consultant, if you have been referred to us or we need to request tests, antibiotics or have had a surgical procedure.
Our reception staff, because they prepare notes for practitioners, organise our practitioners’ diaries, and coordinate appointments and reminders. This also includes our external answering service, who are also GDPR compliant.
Other administrative staff, such as our accountant. Other administrative staff will not have access to your medical notes, just your essential contact details.
From time to time, we may have to employ consultants to perform tasks which might give them access to your personal data. We will ensure that they are fully aware that they must treat that information as confidential, and we will ensure that they sign a non-disclosure agreement.
If the practice is sold you agree that the clinic list can transfer to a new Podiatrist who would treat your data sensitively and use it to inform you of a change of provider.

You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors.
Provided the legal minimum period has elapsed, you can also ask us to erase your records.
We want you to be absolutely confident that we are treating your personal data responsibly, and that we are doing everything we can to make sure that the only people who can access that data have a genuine need to do so.

Of course, if you feel that we are mishandling your personal data in some way, you have the right to complain. Please contact us in the first instance, and we will acknowledge your complaint within 30 days and tell you how we will deal with it. If you are not satisfied, you also have the right to take your complaint to the Information Commissioner’s Office (ICO).

Complaints need to be sent to what is referred to in the jargon as the “Data Controller”. Here are the details you need for that:

Director: Michael Abrahams
Email: feet@painfreefeet.co.uk
By Post: 9 Station Road, Radlett, WD7 8JY

If you are not satisfied with our response, then you have the right to raise the matter with the Information Commissioner’s Office.

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Google will use your personal data when you consent to our Cookies and Privacy Policies. More information about how Google uses your data can be found here: Google’s Privacy & Terms site.

Our Contacts

9 Station Road, Radlett, Herts, WD7 8JY
01923 856 235
Practice Manager in Clinic: 9am-4pm Mon-Thu, 9am-2pm Fri (Remote Appointments Line: 8am-6pm)
feet@painfreefeet.co.uk