Privacy policy

We fully comply with the eight principles of the Data Protection Act 2018

Our Registration No: Z8900796

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

Contact details

Post: The London Orthotic Consultancy, 1 Elm Crescent, KINGSTON UPON THAMES, Surrey, KT2 6HL, GB
Telephone: +44 20 8974 9989
Email: info@londonorthotics.co.uk

What information we collect, use, and why

We collect or use the following information to provide patient care, services, and other goods:

• Name, address and contact details
• Gender
• Date of birth
• NHS number
• Hospital number
• Next of Kin details including any support networks
• Emergency contact details
• Photographs
• Health information (including medical conditions, allergies, medical requirements and medical history)
• Test results (including, scans and x-rays,)
• Payment details (including card or bank information for transfers and direct debits)
• Insurance policy details
• Records of meetings and decisions
• Call recordings

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

LOC uses AI technology to expedite its patient care & treatment. This will involve processing your data in a GDPR compliant manner using AI tools. If you prefer that LOC does not use AI then please inform your clinician at your appointment.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information is to provide patient care, services, and other goods are:

• Legitimate interest:
o So we can identify a person, contact a person by telephone or email to arrange appointments, send them medical items, having information on patients’ medical history enables LOC to prescribe appropriate treatment & orthoses. In addition keeping a record of medical notes is required by law and also helps us treat patients.

Where we get personal information from

• Directly from you
• Family members or carers
• Other health and care providers
• CCTV footage or other recordings
• Health Insurance companies
• Councils and other public sector organisations
• Case Managers and Solicitors.

How long we keep information

LOC is required to keep all medical records for specified periods. We will endeavour not to exceed these periods of retention. Different categories of patients have their medical records kept for different lengths of time. Most records are destroyed after a certain period of time. You can read more here

Who we share information with

Others we share personal information with
• Other health providers (eg GPs and consultants)
• Health Insurance companies, and other intermediaries
• Charities and voluntary organisations
• Local authorities or councils
• Publicly on our website, social media or other marketing and information media
• Professional consultants

Duty of confidentiality

We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:

• you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
• we have a legal requirement (including court orders) to collect, share or use the data;
• on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
• If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or
• If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.

How to complain or request that LOC deletes and or stops processing your data.

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice or via info@londonorthotics.co.uk.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Last updated
10th April 2025