Terms & Conditions

Cancellation Policy

As a mobile Foot Health Practitioner, I aim to offer flexible and convenient appointments. To ensure I can continue to provide high-quality care to all my patients, I have the following cancellation policy:

• Full Charge for Late Cancellations: If you need to cancel your appointment, please give at least 48 hours' notice. Cancellations made less than 48 hours before the scheduled appointment time will, unfortunately, incur the full appointment fee.

• Extreme Circumstances: I understand that unforeseen circumstances can arise. In cases of genuine emergencies or extreme situations, please contact me as soon as possible to discuss your situation. These will be considered on their individual merits.

Thank you for your understanding and cooperation.

Consent Form

Consent for Treatment

I, the undersigned, hereby give my full and informed consent to Healthy Steps Foot Care, a qualified and insured Foot Health Practitioner (FHP), to provide foot health services to me.

I understand that these services may include, but are not limited to:

• Routine nail care (cutting, filing, reduction of thickened or fungal nails)

• Treatment and reduction of corns and calluses

• Management of ingrown toenails (non-surgical)

• Assessment and advice for verrucae and fungal skin/nail infections

• Diabetic foot assessments and ongoing advice

• General foot health assessments and advice

• Neurovascular Assessment (NVA), involving observation, checking of foot pulses, and assessment of temperature and sensory nerve function. I understand the NVA is a painless procedure.

Understanding of Treatment and Risks

• I understand that I will be given the opportunity to ask questions and receive satisfactory answers to those questions regarding the nature, purpose, and potential benefits of the proposed treatments.

• I understand that the practitioner will explain each procedure before it is performed and will seek my verbal consent for specific actions where appropriate.

• I understand that while every effort will be made to provide effective, safe, and comfortable treatment, no guarantee can be made as to the precise outcome of any treatment.

• I understand that, as with any medical procedure, there are rare potential risks associated with foot health treatments, including but not limited to: minor bleeding, temporary discomfort, bruising, or in very rare cases, infection. I understand that the practitioner will adhere to strict hygiene and sterilisation protocols to minimise these risks.

• I agree to promptly inform the practitioner of any discomfort, pain, or concerns I experience during or after treatment.

• I understand that in the unlikely event that I suffer a minor injury, such as a cut, during a treatment, there are some simple precautionary steps that ought to be taken to prevent infection. I understand that it is possible that the injury could become more serious unless I take appropriate care. Any such incident will be recorded at the time. I agree that if I feel that there has or may have been any injury as a result of treatment, I will notify the Foot Health Practitioner at the time and seek the FHP's advice on any aftercare precaution that may be necessary. If I am in any doubt as to whether I have suffered an injury, I will consult the FHP. I accept that if I do not notify the FHP at the time, then it may be impossible to identify the cause of any infection and it will be too late to take precautionary steps. The FHP will not be responsible for the consequences of a failure by a patient to immediately notify the FHP of any possible injury.

Medical History & Information Sharing

• I confirm that I have accurately provided, to the best of my knowledge, a complete and up-to-date medical history, including all current medications (prescription and over-the-counter), known allergies, existing medical conditions (e.g., diabetes, heart conditions, circulatory problems, neurological conditions, autoimmune disorders), and any relevant past surgeries or significant health events.

• I understand it is my responsibility to inform the practitioner immediately of any changes to my medical history, medications, or health status at subsequent appointments.

• I understand that the practitioner may need to communicate with my General Practitioner (GP) or other healthcare professionals if deemed necessary for my safe and effective care (e.g., for clarification on medical history, referral, or in an emergency). I give my consent for the practitioner to share relevant information with my GP or other healthcare professionals where necessary and appropriate for my care, in strict accordance with data protection regulations.

Data Protection (GDPR Compliance)

• I understand that Healthy Steps Foot Care will collect, process, and store my personal and sensitive medical information securely and confidentially.

• I understand that this information will be used solely for the purpose of providing me with foot health care, maintaining accurate clinical records, and for legitimate administrative purposes such as, but not limited to: appointment scheduling, invoicing, communication regarding my care.

• My data will be processed in strict accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679, the Data Protection Act 2018, and other applicable data protection laws.

• I understand that I have specific rights regarding my personal data, including the right to request access to my data, request correction of inaccurate data, and request erasure of my data, subject to legal and professional obligations for record retention.

• Further detailed information regarding data privacy, how my data is stored, and my rights can be found in the Healthy Steps Foot Care Privacy Policy, which is available upon request and/or on the website at www.healthystepsfootcare.co.uk.

Cancellation Policy Acknowledgment

• I confirm that I have read, understood, and agree to the cancellation policy of Health Steps Foot Care, which states that a full appointment fee may be charged for cancellations made less than 48 hours before the scheduled appointment time, unless extreme circumstances are agreed upon.

Declaration

I confirm that I have read, fully understood, and agree to the terms and conditions outlined in this Medical Consent Form. I have had ample opportunity to ask any questions and feel fully informed about the services to be provided.

Patient Signature:

Printed Name:

Date:

Privacy Policy

At Healthy Steps Foot Care, we are committed to protecting your privacy and handling your personal data with transparency and care. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our mobile foot health services.

1. Who We Are

Healthy Steps Foot Care is a mobile Foot Health Practitioner service. Business Registered at 10 Overbrook Way, North Baddesley, Southampton SO52 9GS. Telephone: 07867 233 134. Email Address: suzie.healthysteps@gmail.com. Website: www.healthystepsfootcare.co.uk. For the purposes of data protection law, Healthy Steps Foot Care is the Data Controller of your personal data.

2. What Information We Collect

We collect various types of personal data to provide you with safe and effective foot care. This includes:

Personal Identification Information

• Full Name

• Date of Birth

• Address and Postcode

• Phone Number(s)

• Email Address

• Emergency Contact Name, Relationship, and Phone Number

Sensitive Personal Data (Health Information)

• Medical history (e.g., existing medical conditions like diabetes, heart conditions, circulatory problems, neurological conditions, autoimmune disorders)

• Current medications (prescription and over-the-counter)

• Known allergies

• Relevant past surgeries or significant health events

• Foot health assessment findings

• Treatment plans and records of treatments provided

• Consent forms

3. How We Collect Your Information

We collect information in the following ways:

• Directly from You: When you contact us to book an appointment, complete our medical consent form, during your foot health assessments, and throughout your treatment.

• From Referrals: If you are referred to us by another healthcare professional (e.g., your GP), we may receive relevant medical information from them with your explicit consent.

4. How We Use Your Information (Purpose of Processing)

We use your personal data for the following purposes:

• To provide foot health services: To assess your foot health, develop appropriate treatment plans, and deliver safe and effective foot care.

• To maintain accurate clinical records: To ensure continuity of care and to meet professional and legal obligations.

• To manage appointments: To schedule, confirm, and remind you of your appointments.

• For communication: To contact you regarding your care, appointments, or other relevant information.

• For invoicing and payment processing: To manage financial transactions related to our services.

• For internal administration: For record-keeping, quality assurance, and business operations.

• For legal and regulatory compliance: To meet our obligations under healthcare regulations, data protection laws, and professional body requirements.

5. Our Lawful Basis for Processing Your Information

Under GDPR, we must have a lawful basis to process your personal data. For the purposes outlined above, our lawful bases are:

For general personal data (e.g., name, contact details):

• Contract: Processing is necessary for the performance of a contract with you (i.e., to provide you with foot health services).

• Legitimate Interests: Where processing is necessary for our legitimate interests (e.g., for administrative purposes, managing our business effectively), provided your rights and freedoms are not overridden.

For sensitive personal data (health information):

• Provision of Health Care: Processing is necessary for the provision of health care or treatment by a health professional, subject to professional secrecy.

• Explicit Consent: In some cases, we may rely on your explicit consent, particularly for sharing information with other healthcare professionals (e.g., your GP) where not directly required for treatment.

6. How We Store and Protect Your Information

Your privacy and the security of your data are paramount to us.

• Security Measures: We implement robust technical and organisational measures to protect your personal data from unauthorised access, alteration, disclosure, or destruction. This includes secure electronic record systems, password or passkey protection, and physical security for any paper records.

• Confidentiality: All practitioners and staff are trained in data protection and confidentiality protocols.

• Storage Location: Your data is stored securely within the United Kingdom.

• Electronic Records: Where electronic records are kept, they are stored on secure, encrypted systems.

• Paper Records: Any paper records are stored in locked cabinets in a secure location.

7. Who We Share Your Information With

We will only share your information in limited circumstances and with your knowledge and consent where required:

• Your General Practitioner (GP) or other healthcare professionals: With your explicit consent, we may share relevant information with your GP or other healthcare professionals involved in your care to ensure continuity and safety of treatment.

• Emergency Services: In the event of a medical emergency, we may share necessary information with emergency services.

• Legal and Regulatory Bodies: We may disclose your information if required to do so by law (e.g., a court order) or to comply with regulatory obligations.

• Professional Advisers: We may share data with professional advisers (e.g., accountants, legal advisers) who are also bound by confidentiality.

We will never sell your personal data to third parties.

8. How Long We Retain Your Information

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Typically, clinical records are retained for a minimum of 8 years after your last appointment, or for children, until they reach the age of 25 (or 26 if the treatment ended when they were 17). This is in line with professional guidelines and legal obligations for healthcare records in the UK.

After this period, your data will be securely destroyed or anonymised.

9. Your Data Protection Rights

Under GDPR, you have the following rights regarding your personal data:

• The Right to Be Informed: To know how your data is being used (as explained in this policy).

• The Right of Access: To request a copy of the personal data we hold about you.

• The Right to Rectification: To request that inaccurate or incomplete data we hold about you is corrected.

• The Right to Erasure ( "Right to be Forgotten"): To request that we delete your personal data, in certain circumstances. Please note this right is not absolute, especially for health records, due to legal retention periods.

• The Right to Restrict Processing: To request that we limit the way we use your data, in certain circumstances.

• The Right to Data Portability: To request that we transfer your data to another organisation or to you, in certain circumstances.

• The Right to Object: To object to certain types of processing, in certain circumstances.

• Rights in Relation to Automated Decision Making and Profiling: We do not use automated decision-making or profiling.

To exercise any of these rights, please contact us using the details provided in Section 1. We will respond to your request within one month.

10. How to Make a Complaint

If you have concerns about how we handle your personal data, please contact us in the first instance so we can try to resolve the issue.

You also have the right to lodge a complaint regarding data handling with the Information Commissioner's Office (ICO), the UK's independent authority for data protection. Information Commissioner's Office (ICO) Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 Website: www.ico.org.uk

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on our website and, where appropriate, notified to you directly. We encourage you to review this policy periodically.

Effective Date: 15th July 2025

End