Privacy notice
VR Podiatry Ltd · Data controller · Last updated 31 July 2026
This notice explains what personal information VR Podiatry Ltd (“we”, “us”) collects about you, why we hold it, how long we keep it and what rights you have. It is written to meet our obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
VR Podiatry Ltd, 88 Rectory Lane, Chelmsford, CM1 1RF. Registered in England & Wales, company number 17257643. We are the data controller for the information described here. You can contact us about anything in this notice at contact@vrpodiatry.com or on 01245 922 383.
What we collect
- Contact details — your name, address, telephone number, email address and, where relevant, next of kin or carer details.
- Clinical information — your medical history, current medication, allergies, the results of assessments carried out in clinic, the treatment provided and any clinical photographs taken with your consent.
- Appointment and payment records — dates, times, fees charged and payment method. Card details are handled by our payment provider and are never stored by us.
- Website enquiries — anything you choose to send us through the enquiry form on this website.
Why we hold it, and our lawful basis
Clinical records are held to provide safe and appropriate care and to meet our professional obligations. Our lawful bases are Article 6(1)(b) — performance of a contract with you — and, for health data, Article 9(2)(h) — the provision of health care and the management of health care services by a registered health professional bound by a duty of confidentiality.
Where we contact you about appointments, our lawful basis is legitimate interests. We will only send you marketing if you have specifically opted in, and you can withdraw that at any time.
Who we share it with
We do not sell your data or share it for marketing. We may share information:
- with your GP or another healthcare professional, where a referral is clinically appropriate — normally with your knowledge and agreement;
- with our practice management provider (Cliniko), which stores clinical records securely on our behalf under a data processing agreement;
- with our insurer or professional body where a claim or concern requires it;
- where we are required to do so by law, or where there is a serious risk to someone's safety.
How long we keep it
Clinical records for adults are retained for a minimum of eight years after your last appointment, in line with professional guidance. Records relating to a child are kept until their 25th birthday, or their 26th if they were 17 at the time of treatment. Financial records are kept for six years for HMRC purposes. Website enquiries that do not lead to an appointment are deleted within 12 months.
Where it is stored
Records are held electronically in password-protected, access-controlled systems. Any paper records are kept in locked storage at the clinic. Access is limited to those who need it to provide or administer your care.
Your rights
You have the right to be told what we hold about you, to receive a copy of it, to have inaccurate information corrected, to ask us to restrict how we use it, and to object to certain processing. Some rights are limited where we have a legal or professional duty to retain clinical records. To exercise any of these rights, contact us at contact@vrpodiatry.com; we will respond within one month.
Cookies
This website does not set advertising or tracking cookies. The map on our contact page is embedded from Google Maps, which may set its own cookies when it loads — see Google's privacy policy for details.
Complaints
If you are unhappy with how we have handled your data, please tell us first so we can put it right — see our complaints procedure. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.