A&A Podiatrists Privacy Statement

Updated: July 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):

1. 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 Jane, 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.

2. We have a Legitimate Interest in collecting that information, because without it we couldn’t do our job effectively and safely.
3. 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.
4. 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.
5. 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.

6. Your records are stored electronically (“in the cloud”) using Jane, a specialist clinic and patient management platform. Jane stores UK customer data on UK-based servers, and is UK GDPR and EU GDPR compliant, holding a formal Data Processing Agreement with us as required under Article 28 of the GDPR. Data is protected with 256-bit encryption at rest and 128-bit encryption in transit, and access to Jane 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 Jane.

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:

• Jane, 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.

7. You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors.
8. Provided the legal minimum period has elapsed, you can also ask us to erase your records.
9. 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.

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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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