Sheridan Foot Health Position Statement
The General Data Protection Regulation, known as the GDPR represents a significant modernisation of data protection law and one that takes into account new developments in technology and new uses of personal data that simply did not exist at the time of the current (until May 2018 that is) legislation, the Data Protection Act 1998.
Since establishing Sheridan Foot Health in 2013, we have been registered with the Information Commissioners Office (ICO) as formal Data Protection Registration.
From May 25th 2018 the new European Privacy Regulation, General Data Protection Regulation (GDPR) means we need your approval regarding the collection, recording, storage, appropriate processing and disposal of personal information and photographic images. This covers all information held by Sheridan Foot Health both electronically and in hard copy (paper format).
What data will be collected and processed?
At the first visit to clinic or as a Home visit you will be asked for basic demographic information such as name, address, DOB, contact telephone numbers. You will also be asked for details regarding your medical history including any medications. This enables us to understand better your overall health and how this may be reflected in the health of your feet.
This information will be stored electronically on a ‘cloud- based’ database called ‘’Podware’’. It is stored on Microsofts cloud (SQL-Azure) which uses world class data security. There is a statement on the Podware website https://podiatrysoftware.co.uk/gdpr-and-data-security. This means that the data is not stored directly on clinic laptops and is held securely. All systems are password protected and the filing cabinets locked using digital locks.
Please note that Home visit client information is currently held as paper records and are stored in locked cabinets in the clinic.
Who will collect the data and be responsible for safe storage?
The data is collected by the clinical practitioners in Sheridan Foot Health and Diane Sheridan is responsible for its safe storage as Managing Director of Sheridan Foot Health Limited.
How will it be used?
This information is held only with Sheridan Foot Health and will be accessed at your clinic visits or to pull up information such as contact details should we need to contact you in between visits.
No information that is held by Sheridan Foot Health is shared with external companies, with the exception of relevant Healthcare Professionals directly related to your care. Any referrals will be written and given to you directly for you to pass on to the healthcare professional.
How will it be stored and how long will it be stored?
For those individuals who always attend clinic their clinical and ongoing treatment notes will be stored and maintained electronically on a database which is held remotely (cloud based) and not directly on the laptop.
For Home visit clients their notes are hard copy and will be stored in locked filing cabinets in the clinic reception-Please note identifiable information will be copied onto our database.
For security reasons the clinic has metal shutters which are in place and locked when the clinic premises are closed. All clinical areas are also secondary locked.
Records will be held on the database for medico-legal reasons for a period of 8 years and an audit undertaken at this time point. If clients have not otherwise informed us sooner that they no longer wish to attend the clinic then their records will be deleted and any paper held data will be shredded.
For children, records will be held until they are 21 or 8 years from their last treatment if they had treatment since they have turned 13 years of age.
How will it be destroyed?
Paper records are shredded and database records deleted on the database.
Can I see my records?
All clients have the right to see their records if they wish.
How will referrals be managed?
In some instances you may require a referral to your General Practitioner, Nurse or other Healthcare Professional. Sheridan Foot Health will continue to write referrals, giving them directly to you for you to read and be held responsible for giving to the relevant healthcare professional.
Should you require any further information regarding any part of the new GDPR and/or how this is being adhered to by Sheridan Foot Health and Sheridan Skin Health please speak to a member of staff or for general information you can visit www.ico.org.uk.
The information detailed on this web page is also available to be viewed in our Locks Heath and Portchester Clinics.