Privacy Policy

Last updated: October 2026

Overview

Atlantic Podiatry Ltd. (“Atlantic Podiatry”, “we”, “us” or “our”) is committed to protecting the privacy, confidentiality and security of the personal information entrusted to us.

This Privacy Policy explains how Atlantic Podiatry collects, uses, stores, protects and discloses personal information in connection with our healthcare services, website, appointments, communications and business operations.

Atlantic Podiatry handles personal information in accordance with the Bermuda Personal Information Protection Act 2016 (“PIPA”) and other applicable professional, healthcare and legal obligations.

1. Who we are

Atlantic Podiatry Ltd. is a Bermuda Local Company.

2. Privacy Officer

Atlantic Podiatry has designated the following individual as its Privacy Officer:

Matthew Francis
Clinical Director
Atlantic Podiatry Ltd.

Privacy enquiries and requests may be submitted by:

• Email: info@atlanticpodiatry.bm
• Telephone: (441) 533-2508

Please use “Privacy Officer” or “PIPA Request” in the subject line where appropriate.

3. Personal information we may collect

Depending on your relationship with Atlantic Podiatry, we may collect information including:

• Identification & contact: Name, date of birth, address, telephone number, email address, and emergency or next-of-kin contact information.
• Healthcare information: Medical history, medications, allergies, diagnoses, treatment history, assessment findings, photographs, clinical notes, investigation results, referral information, and other details relevant to your care.
• Appointment details: Dates, clinicians, cancellations, scheduling information, and appointment-related communications.
• Insurance & billing: Insurer, policy or membership details, claims, invoices, payments, and data necessary to process healthcare claims.
• Communications: Enquiries submitted through our website, telephone calls, emails, SMS text messages, and other correspondence.
• Website & technical data: IP address, browser type, device information, cookies, and usage information relating to your use of our website.

We seek to collect only personal information that is reasonably necessary for the purposes for which it will be used.

4. How we collect personal information

We may obtain personal information directly from you when you:

• Book an appointment online or by phone
• Complete a patient registration or consent form
• Receive an assessment or treatment in clinic or at home
• Telephone, email or message the clinic
• Complete a website contact, enquiry or referral form
• Communicate with us via SMS text messaging
• Make a payment for treatment or products
• Otherwise interact with Atlantic Podiatry

Where appropriate and permitted, we may also receive information from other healthcare professionals, hospitals, care facilities, insurers, family members or representatives acting with appropriate authority, referral sources and other organisations involved in providing or funding your care.

5. Why we use personal information

Atlantic Podiatry may use personal information to:

• Provide podiatry assessment, diagnosis, treatment and follow-up care
• Manage appointments, reminders and scheduling
• Maintain appropriate confidential clinical records
• Communicate with patients and authorised representatives
• Respond promptly to patient enquiries
• Process billing and healthcare insurance claims
• Coordinate care with other healthcare professionals
• Provide referrals or clinical reports where appropriate
• Manage consent and patient communication preferences
• Meet professional, legal, regulatory, insurance and accounting obligations
• Protect patient and staff health and safety
• Manage complaints, audits and clinical quality assurance
• Operate and improve our clinical services
• Protect the security and integrity of our IT and practice systems

We will use personal information only for the purposes communicated to you, purposes reasonably related to those purposes, or where another use is permitted or required by law.

6. Our basis for using personal information

Atlantic Podiatry uses personal information where permitted under PIPA, including where:

• you have knowingly consented to the use;
• the information is necessary to provide healthcare or services you have requested;
• the use is necessary to meet a legal, regulatory or professional obligation;
• the use is necessary to protect an individual’s vital interests; or
• another condition permitted by PIPA applies.

PIPA requires organisations to use personal information lawfully, fairly and transparently and to communicate how and why information is being used.

7. Health and sensitive personal information

Healthcare information can be particularly sensitive.

Atlantic Podiatry takes additional care when handling information concerning your health, medical history, treatment, disability, medications, photographs, clinical findings and other sensitive information.

Access to clinical information is restricted to individuals who require access for legitimate healthcare or operational purposes.

8. Sharing and disclosure

Atlantic Podiatry does not sell or rent personal information.

Where reasonably necessary and permitted by law, information may be disclosed to categories of recipients including:

• Healthcare professionals involved in your direct care
• Referring physicians and medical specialists
• Hospitals or specialized care facilities
• Health insurers and claims administrators
• Authorised family members, representatives or legal guardians
• Laboratories or diagnostic imaging providers where applicable
• Professional advisers and clinical auditors
• Regulatory bodies and public health authorities where required by law
• Technology and practice-management service providers acting on Atlantic Podiatry’s behalf

Service providers are expected to use information only for the purposes for which they provide services to Atlantic Podiatry and to maintain appropriate confidentiality and security.

Where we are legally required to disclose information, we seek to disclose only the information reasonably necessary for that purpose.

9. SMS and mobile communications

Where you voluntarily provide your mobile telephone number and consent to SMS communications, Atlantic Podiatry may send messages concerning:

• appointment confirmations;
• appointment reminders;
• scheduling or rescheduling;
• responses to enquiries;
• requested follow-up communications; and
• other patient-service communications.

Message frequency varies depending on your appointments, enquiries and interactions with Atlantic Podiatry.

Message and data rates may apply.

You may opt out of SMS communications at any time by replying STOP.

For assistance, reply HELP, call (441) 533-2508, or email info@atlanticpodiatry.bm.

Consent to receive SMS messages is not a condition of receiving treatment or other services from Atlantic Podiatry.

Mobile information and SMS consent

Atlantic Podiatry does not sell, rent, share or transfer mobile telephone numbers, SMS opt-in information or SMS consent information to third parties, affiliates, lead generators or other organisations for marketing or promotional purposes.

Service providers may process mobile information solely as necessary to provide communications or technical services on behalf of Atlantic Podiatry and may not use that information for their own marketing or promotional activities.

This restriction applies specifically to mobile information and text-messaging opt-in data and consent.

For more information, please review our SMS Terms & Conditions.

10. Email, telephone and electronic communications

Electronic communications involve inherent risks.

We take reasonable precautions to protect information communicated electronically; however, standard email and SMS are not necessarily appropriate for highly sensitive or urgent clinical information.

Patients should not use website forms, email or SMS for medical emergencies.

11. Overseas service providers and data transfers

Some technology, communications, hosting, practice-management, payment, administrative or other service providers used by Atlantic Podiatry may process or store information outside Bermuda.

Where personal information is transferred to or accessed by a service provider outside Bermuda, Atlantic Podiatry remains responsible for that information in accordance with PIPA.

We assess the protections provided by relevant service providers and use contractual, technical, organisational or other safeguards where appropriate to maintain a comparable level of protection for personal information.

12. Data security

Atlantic Podiatry maintains reasonable administrative, technical and physical safeguards designed to protect personal information against unauthorised access, loss, misuse, alteration, disclosure or destruction.

Measures may include:

• Role-based access controls for clinical information
• Strong passwords, encryption and multi-factor authentication
• Secure, cloud-hosted practice management systems
• Strict staff confidentiality agreements and training
• Regular reviews of record management and data retention procedures
• Regular software updates and defensive system monitoring

No electronic system can be guaranteed to be completely secure, but we take reasonable steps appropriate to the nature and sensitivity of the information we hold.

13. Keeping information accurate

Atlantic Podiatry takes reasonable steps to maintain personal information that is accurate and appropriate for the purposes for which it is used.

We encourage patients to tell us if their contact, insurance, medical or other relevant information changes.

14. Retention of information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to satisfy applicable healthcare, professional, insurance, accounting, regulatory and legal requirements.

Different types of records may therefore have different retention periods.

When information is no longer required, we will take appropriate measures to securely delete, destroy or anonymise it where appropriate and permitted.

15. Your rights under PIPA

Subject to the provisions and exemptions contained within PIPA, individuals may have the right to:

• Request access to the personal information Atlantic Podiatry holds about you
• Request details concerning how your information is being used and disclosed
• Request correction of inaccurate, out-of-date or incomplete information
• Request that personal information be blocked, erased or destroyed where applicable under PIPA

Requests to exercise PIPA rights should be made in writing to:

Please include sufficient information for us to identify you and understand the information or action you are requesting.

Atlantic Podiatry may need to verify your identity before disclosing, correcting, blocking, erasing or destroying personal information.

16. Children and minors

Where a patient is a minor, personal information may be collected and used in connection with providing healthcare services to that patient.

Where consent is required in relation to a child, Atlantic Podiatry may seek consent from a parent, guardian or other authorised representative where required by law and will take reasonable steps to verify that authority.

The handling of information relating to minors will depend on the circumstances of the individual case, applicable law and relevant professional obligations.

17. Cookies and our website

Our website may use cookies and similar technologies required to operate the website, understand website usage, improve functionality and provide online services.

Third-party services incorporated into the website may also use cookies or similar technologies in accordance with their applicable policies and settings.

Where required, users will be provided with appropriate choices concerning non-essential cookies.

If Atlantic Podiatry implements a separate Cookie Notice or Cookie Settings tool, that notice should be read together with this Privacy Policy.

18. Third-party websites

Our website may contain links to services or websites operated by third parties, including online booking or other healthcare-related services.

Atlantic Podiatry is not responsible for the privacy practices of independently operated third-party websites.

You should review the privacy information provided by those organisations when using their services.

19. Complaints and concerns

If you have a question or concern about Atlantic Podiatry’s handling of your personal information, please contact our Privacy Officer first so that we have an opportunity to investigate and respond.

Matthew Francis – Privacy Officer
Email: info@atlanticpodiatry.bm
Telephone: (441) 533-2508

You may also contact the Office of the Privacy Commissioner for Bermuda: www.privacy.bm

20. Changes to this Privacy Policy

Atlantic Podiatry may update this Privacy Policy periodically to reflect changes to our services, systems, legal obligations or privacy practices.

The latest version will be published on our website together with the date of the most recent update.