Privacy Policy

1. Who we are

Solestice Podiatry and Wellness Ltd is a health and wellness collective based at 2a Kenwood Road, Sheffield. We provide podiatry and a range of complementary health and wellness services delivered by self-employed practitioners working from our clinical space.

For the purposes of data protection law, Solestice Podiatry and Wellness Ltd is the data controller for personal data collected in connection with the booking and administration of appointments. Each individual practitioner is independently responsible, as a data controller in their own right, for the clinical records they hold about their patients.

If you have any questions about this privacy policy or about how your personal data is handled, please contact us at solesticepodiatry@gmail.com or speak to a member of our team.

2. What personal data we collect

When you book an appointment or receive treatment at Solestice, we may collect and process the following categories of personal data:

Your name, date of birth, address, telephone number, and email address
Your appointment history and booking details
Payment records (note: we do not store card details; payments are processed through each practitioner’s own payment system)
Details of the practitioner you are seeing and the type of appointment booked

Your treating practitioner will also collect and hold clinical information about you as part of providing your care. This may include:

Your medical history, current medications, and relevant health conditions
Clinical assessment findings, diagnosis, and treatment records
Correspondence with other healthcare practitioners, including referral letters and GP communications

This clinical information is special category data under the UK GDPR (health data) and is handled with the highest level of care and protection.

3. Why we collect your data and our lawful basis

We collect and process your personal data for the following purposes:

To book, manage, and administer your appointments
To enable your practitioner to provide you with safe and appropriate clinical care
To maintain accurate clinical records as required by law and professional regulatory standards
To process payment records in our accounting system, in compliance with applicable financial and tax legislation
To send you appointment reminders and, where clinically appropriate, aftercare information following your treatment
To respond to communications you send to us by email, telephone, or message

Our lawful bases for processing your data under the UK GDPR are:

Article 6(1)(b) — processing is necessary for the performance of a contract (your appointment booking)
Article 6(1)(c) — processing is necessary to comply with a legal obligation (including clinical record-keeping requirements)
Article 9(2)(h) — processing of health data is necessary for the provision of healthcare and treatment
Article 6(1)(a) and Article 9(2)(a) — your explicit consent, where we rely on consent for specific uses of your data (such as sharing your information with another healthcare practitioner)

4. How we store your data

Appointment and booking data is stored in Cliniko, a cloud-based practice management system used across the Solestice clinic. Cliniko is hosted on servers within a jurisdiction that meets UK GDPR adequacy standards and operates under appropriate technical and organisational security measures.

Payment records are entered into our online accounting system in compliance with applicable financial record-keeping obligations.

Clinical records held by your treating practitioner may be stored within Cliniko or within the practitioner’s own secure records system, depending on their individual practice arrangements.

5. How long we keep your data

We are legally required to retain healthcare records for minimum periods, which vary depending on the patient’s age and circumstances. Our retention periods are as follows:

Adult patient records: a minimum of 8 years from the date of the last entry
Children’s records: until the patient’s 25th birthday, or a minimum of 8 years from the date of the last entry if that is longer — in practice this typically means records are retained for up to 25 years
Financial and accounting records: a minimum of 6 years in accordance with HMRC requirements

These retention periods reflect the NHS Records Management Code of Practice 2021 and the requirements of our practitioners’ professional regulatory bodies. At the end of the applicable retention period, records will be securely deleted or destroyed.

6. Who we share your data with

We do not sell, rent, or share your personal data with third parties for marketing or commercial purposes.

Your clinical information will only be shared with another healthcare practitioner — for example, your GP, a specialist, or a practitioner at another clinic — with your explicit consent. We will ask for your permission before making any such referral or sending any clinical correspondence.

We may share your data with third parties in the following limited circumstances without requiring separate consent:

With Cliniko and our accounting software provider, as data processors acting on our instructions under appropriate data processing agreements
Where we are legally required to do so, for example in response to a court order, a request from a regulatory body, or a statutory safeguarding obligation

7. Marketing and communications

Solestice Podiatry and Wellness Ltd will not use your personal data to send you marketing emails or promotional communications.

We may contact you by email or other means for the following purposes, which are directly related to your care or your relationship with us:

Appointment reminders
Aftercare information or advice following your treatment, where clinically appropriate
Responses to messages, emails, or telephone calls you have sent to us

8. Your rights

Under the UK GDPR you have the following rights in relation to your personal data:

Right of access — you have the right to request a copy of the personal data we hold about you. This is known as a Subject Access Request (SAR). We will respond within one month of receiving your request.
Right to rectification — you have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
Right to erasure — in some circumstances you have the right to ask us to delete your personal data. Please note that this right is limited where we are required by law to retain records — for example, clinical records must be retained for the minimum periods set out in Section 5.
Right to restriction of processing — you have the right to ask us to restrict the way we process your data in certain circumstances.
Right to data portability — where processing is based on consent or contract and is carried out by automated means, you have the right to receive your data in a structured, commonly used, machine-readable format.
Right to object — you have the right to object to processing based on legitimate interests.
Right to withdraw consent — where we rely on your consent to process your data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

To exercise any of these rights, please contact us in writing at solesticepodiatry@gmail.com or by post to Solestice Podiatry and Wellness Ltd 2a Kenwood Rod, Sheffield S7 1NP. We may need to verify your identity before processing your request.

9. Complaints

If you are unhappy with the way we have handled your personal data, we would ask that you contact us in the first instance so that we have the opportunity to address your concern.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator:

Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

10. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or in applicable data protection law. The current version will always be available on request from our team. We will notify you of any material changes where we are able to do so.

11. How to contact us

If you have any questions about this privacy policy, about how your personal data is held, or if you would like to make a Subject Access Request, please contact us:

Email: solesticepodiatry@gmail.com
In person: speak to a member of our team at the clinic
Post: Solestice Podiatry and Wellness Ltd, 2a Kenwood Road, Sheffield S7 1NP

We are happy to help and will always do our best to answer your questions clearly and promptly.