Terms and Conditions and Policies
Deposit Required at Time of Booking Policy:
To ensure the efficient allocation of resources and to maintain fairness for all our clients, GQ Foot Clinic has implemented a deposit policy for certain services or reservations. The following guidelines outline our deposit policy:
1. Deposit Amount: Clients are required to pay a deposit at the time of booking their appointment. The deposit amount will be determined based on the nature of the service, the total cost of the reservation, and any other relevant factors. The deposit amount will be communicated to clients during the booking process.
2. Purpose of Deposit: The deposit serves as a commitment from the client to secure their appointment. It helps us ensure that resources are allocated appropriately and minimises the likelihood of last-minute cancellations or missed appointments.
3. Payment Method: Clients can make their deposit payment using the accepted payment methods specified by GQ Foot Clinic. This may include credit/debit cards, online payment platforms, or other approved methods.
4. Refund Policy: Deposits are typically non-refundable unless otherwise specified. In the event that a client cancels their appointment within the specified cancellation period (as outlined in our cancellation policy), they may be eligible for a refund of their deposit minus any applicable transaction fees.
5. Deposit Application: The deposit amount will be applied towards the total cost of the service. The remaining balance, if any, will be due at the time of the appointment.
6. Confirmation of Booking: The booking will be considered confirmed only after the deposit payment has been successfully processed. Clients will receive confirmation of their booking along with details of their appointment once the deposit has been received.
7. Policy Acknowledgment: By proceeding with the booking and submitting the required deposit, clients acknowledge and agree to abide by the terms of our deposit policy.
8. Policy Updates: We reserve the right to update or modify our deposit policy at any time. Any changes will be communicated to clients in advance and will apply to future bookings.
Reschedule Policy:
At GQ Foot Clinic, we understand that unexpected events may arise, requiring clients to reschedule their appointments. To accommodate such situations while ensuring the smooth operation of our services, we have implemented the following reschedule policy:
1. Rescheduling Procedure: Clients are able to reschedule their appointments, subject to availability up to 48 hours before the scheduled date and time. The deposit on the booked appointment will be transferred to the rescheduled appointment providing the required notice has been given.
2. Advance Notice: Clients are required to provide advance notice of their intention to reschedule. Failure to provide adequate notice may result in limitations on rescheduling options or forfeiture of any deposit paid.
3. Rescheduling Fees: Depending on the timing of the rescheduling request, a rescheduling fee may apply. This fee is intended to cover any additional administrative costs or lost revenue associated with the change in schedule.
4. Waiver of Rescheduling Fee: In certain circumstances, such as emergencies or unforeseen events, we may waive the rescheduling fee at our discretion. Clients are encouraged to communicate any extenuating circumstances as soon as possible to explore possible exceptions to the policy.
5. Rescheduling Limitations: Clients may be limited in the number of times they can reschedule their appointment without incurring additional fees or penalties.
6. Confirmation of Rescheduled Booking: The rescheduled appointment will be considered confirmed only after the rescheduling request has been successfully processed and any applicable fees, if required, have been paid. Clients will receive confirmation of their rescheduled booking along with updated details of their appointment.
7. Policy Acknowledgment: By requesting to reschedule their appointment or reservation, clients acknowledge and agree to abide by the terms of our reschedule policy.
8. Policy Updates: We reserve the right to update or modify our reschedule policy at any time. Any changes will be communicated to clients in advance and will apply to future rescheduling requests.
Cancellation Policy:
We understand that plans can change, and we strive to accommodate our clients' needs to the best of our ability. However, cancellations can impact our ability to see other clients and manage our resources efficiently. Therefore, we have implemented the following cancellation policy:
1. Cancellation Deadline: Clients must provide a minimum of 48 hours' notice prior to the scheduled appointment time to cancel without forfeiting their deposit
2. Forfeiture of Deposit: If a cancellation occurs after the specified cancellation deadline or if the client fails to attend the appointment without prior notice, the deposit paid will be forfeited. This is to compensate for the lost opportunity to schedule another appointment during the reserved time slot.
3. Refunds: Clients who cancel before the 48-hour notice period and have already made a deposit or payment may be eligible for a full refund of any prepaid fees, minus £1.20 transactional fee. Refunds will be processed in accordance with our refund policy.
4. Communication of Cancellation: Clients are required to communicate their cancellation requests within the specified timeframe and using the designated communication channels provided by GQ Foot Clinic. This ensures that cancellations are processed in a timely manner and allows us to manage our schedule effectively.
5. Exceptions: We understand that unforeseen circumstances may arise, preventing clients from providing the required 48-hour notice for cancellation. In such cases, we may waive the cancellation fee or offer alternative solutions at our discretion. Clients are encouraged to communicate any extenuating circumstances as soon as possible.
6. Policy Acknowledgment: By booking our services, clients acknowledge and agree to abide by the terms of our cancellation policy with a 48-hour notice period.
7. Policy Updates: We reserve the right to update or modify our cancellation policy at any time. Any changes will be communicated to clients in advance and will apply to future bookings.
Privacy Policy
1. Introduction
This Privacy Policy explains how GQ Foot Clinic collects, uses, stores and protects your personal information when you contact us, visit our website, book an appointment, or receive podiatry services from us.
GQ Foot Clinic is committed to protecting your privacy and handling your personal information responsibly and securely in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and relevant professional obligations.
2. Who is responsible for your information?
GQ Foot Clinic is the data controller responsible for your personal information.
If you have any questions about how your information is handled, please contact:
GQ Foot Clinic
Email: hello@gqfootclinic.co.uk
Address: 22 Hope Place, L1 9BG
3. The information we collect
The information we collect depends on how you interact with us and the services you receive.
Information you provide directly
We may collect:
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Your name
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Date of birth
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Address
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Telephone number
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Email address
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Appointment and booking information
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Payment information
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Communication history with us
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Information provided through enquiry forms, emails, social media messages or telephone calls
Health and clinical information
As part of providing podiatry care, we collect and process health information (known as special category data).
This may include:
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Medical history
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Current health conditions
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Medications
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Allergies
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Previous treatments
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Foot health concerns
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Clinical assessments and findings
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Treatment records and treatment plans
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Information provided by you or other healthcare professionals involved in your care
Clinical photographs
Where appropriate and necessary for your care, we may take clinical photographs of your feet or areas being treated.
Clinical photographs may be used to:
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Assist with assessment, diagnosis and treatment planning
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Monitor progress and treatment outcomes
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Maintain accurate clinical records
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Support communication with other healthcare professionals involved in your care where appropriate
Clinical photographs form part of your clinical record and are stored securely in accordance with our data protection procedures and professional record-keeping requirements.
We will not use clinical photographs for marketing, social media or educational purposes without obtaining your separate consent.
We only collect information that is necessary to provide safe and effective treatment.
4. How we use your information
We use your personal information to:
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Provide podiatry assessments and treatments
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Maintain accurate clinical records
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Manage appointments and communicate with you about your care
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Process payments and issue invoices
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Respond to enquiries and requests
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Contact you regarding appointment reminders, changes or follow-up care
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Communicate with other healthcare professionals where appropriate and necessary for your care
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Meet our legal, regulatory and professional obligations
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Improve our services and patient experience
5. Our lawful basis for processing your information
We process your personal information under the following lawful bases:
Providing healthcare services
We process your information to provide podiatry care, manage your treatment and maintain appropriate clinical records.
Legal and professional obligations
We process information where required to comply with our obligations as a healthcare professional, including maintaining appropriate clinical records and meeting requirements set by regulatory bodies such as the Health and Care Professions Council (HCPC).
Healthcare provision
Where we process health information, this is necessary for the provision of healthcare services and the management of your treatment.
Consent
Where required, we will ask for your consent, for example for certain marketing communications or optional uses of your information. You may withdraw consent at any time.
6. Clinical records and retention
We are required to keep accurate records of the care we provide.
GQ Foot Clinic retains patient records in accordance with professional guidance, legal requirements and our professional indemnity insurance requirements.
Clinical records are generally retained for a minimum of seven years following your last contact with us, or longer where required.
Your right to request deletion of your information does not override our legal and professional obligations to retain clinical records.
7. Sharing your information
We will only share your information where there is a lawful reason to do so.
This may include:
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Healthcare professionals involved in your care, such as your GP or other specialists, where appropriate and necessary
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Insurance providers where required to process a claim and with appropriate authorisation
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Regulatory or legal authorities where we are required to do so
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Trusted service providers who help us operate our clinic
We do not sell your personal information.
8. Third-party service providers
We use trusted third-party providers to help us deliver our services and manage our clinic operations.
These may include:
Cliniko – We use Cliniko for appointment scheduling, patient management and maintaining clinical records. Information stored within Cliniko may include your contact details, appointment history and clinical notes relating to your treatment.
Stripe – We use Stripe to process appointment deposits and online payments. Payment information is processed securely by Stripe and we do not store your full payment card details.
SumUp – We use SumUp to process card payments made at the clinic. Payment information is processed securely by SumUp and we do not store your full payment card details.
We may also use other trusted providers for services such as:
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Website hosting
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Email communication
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IT and security services
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Business administration services
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These organisations process information on our behalf only where necessary to provide their services and are required to protect your information.
We ensure that appropriate safeguards are in place when using third-party providers to protect your personal information.
9. Website and cookies
Our website may use cookies and similar technologies to improve functionality and understand how visitors use our website.
Cookies are small text files stored on your device when you visit a website.
We may use cookies to:
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Ensure the website functions correctly
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Remember preferences
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Understand website usage and improve our services
You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect some website functionality.
10. Online analytics and advertising
We may use website analytics tools to understand how visitors use our website and improve our online services.
Where applicable, these services may collect information such as website usage data and general location information derived from your IP address.
We do not use your health information for advertising purposes.
11. Social media and online enquiries
If you contact us through social media platforms, please be aware that these platforms have their own privacy policies and we cannot control how they process your information.
Please avoid sharing sensitive health information through social media messages where possible. We recommend contacting us directly for appointment or clinical enquiries.
12. Your choices and rights
Under UK data protection law, you have rights including:
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The right to access your personal information
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The right to request correction of inaccurate information
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The right to request restriction of processing in certain circumstances
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The right to object to certain processing
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The right to withdraw consent where processing relies on consent
You may request access to your records by contacting us.
Please note that some rights, such as deletion, may be limited where we have legal or professional obligations to retain information.
13. How we protect your information
We take appropriate technical and organisational measures to protect your personal information from loss, misuse, unauthorised access, alteration or disclosure.
Access to patient information is restricted to those who need it for legitimate healthcare and administrative purposes.
14. Children’s privacy
Our services may be provided to children where appropriate. Where required, we will obtain consent from a parent or legal guardian before collecting and processing information relating to a child.
15. International transfers
Some third-party service providers may process information outside the UK.
Where this occurs, we ensure appropriate safeguards are in place to protect your personal information in accordance with UK data protection legislation.
16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process information.
The latest version will always be available on our website.
17. Contact information
If you have any questions about this Privacy Policy or how we handle your personal information, please contact:
GQ Foot Clinic
Email: hello@gqfootclinic.co.uk
Address: 22 Hope Place, L1 9BG
We appreciate your understanding and cooperation in adhering to our policies. If you have any questions or concerns, please don't hesitate to contact us.