We are committed to protecting and preserving the privacy of our visitors when visiting our site or communicating electronically with us.
This policy sets out how we process any personal data we collect from you or that you provide to us through our website. We confirm that we will keep your information secure and that we will comply fully with all applicable UK Data Protection legislation and regulations. Please read the following carefully to understand what happens to personal data that you choose to provide to us, or that we collect from you when you visit this site. By visiting our website you are accepting and consenting to the practices described in this policy.
Types of Information We May Collect From You
We may collect, store and use the following kinds of personal information about individuals who visit and use our website:
Information You Supply to Us
You may supply us with information about you by filling in forms on our website. This includes information you provide when you submit a contact/enquiry form. The information you give us may include your name, address, e-mail address and phone number,
Information Our Website Automatically Collects About You
With regard to each of your visits to our website we may automatically collect information including the following:
technical information, including a truncated and anonymised version of your Internet protocol (IP) address, browser type and version, operating system and platform; information about your visit, including what pages you visit, how long you are on the site, how you got to the site (including date and time); page response times, length of visit, what you click on, documents downloaded and download errors.
Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy.
How We May Use the Information We Collect
We use the information in the following ways: – To provide you with information and/or services that you request from us;
– To administer our site including troubleshooting and statistical purposes;
– To improve our site to ensure that content is presented in the most effective manner for you and for your computer;
– For security and debugging as part of our efforts to keep our site safe and secure.
– This information is collected anonymously and is not linked to information that identifies you as an individual. We use Google Analytics to track this information. Find out how Google uses your data at https://support.google.com/analytics/answer/6004245 .
Disclosure of Your Information
Any information you provide to us will either be emailed directly to us or may be stored on a secure server. We use a trusted third party hosting provider (FlyWheel) to facilitate the running and management of this website.
We do not rent, sell or share personal information about you with other people or non-affiliated companies, any external sources required by your website such as mailing lists from service providers such as mailchimp, sendinblue etc, are subject to your own user agreement per the terms of your account with the provider themselves.
We will use all reasonable efforts to ensure that your personal data is not disclosed to regional/national institutions and authorities, unless required by law or other regulations.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Third Party Links
Our site may, from time to time, contain links to and from the third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Use of Lyngo and Heidi Health
At Barefoot Physio, we are committed to protecting your personal data. This section explains how we use two digital tools — Lyngo (our AI call-handling service) and Heidi Health (our clinical transcription assistant) — as part of delivering safe, high-quality care.
- Lyngo – Call Handling & Call Recording
We use Lyngo, an AI-assisted receptionist service, to help manage incoming phone calls when our team is unavailable.
What Lyngo Collects
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Your phone number
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Your name (if given)
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Reason for your call
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Any information you choose to provide
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A recording of the call (audio)
Why We Use It (Lawful Basis)
Legitimate interests: to ensure calls are answered promptly, messages are recorded accurately, and we can provide good continuity of care.
Contract: where the call relates to booking, managing, or delivering your care.
How the Data Is Used
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To pass messages accurately to our admin/clinical team
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To assist in booking and managing appointments
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To improve the quality and safety of our communication process
Retention
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Call recordings are stored securely by Lyngo according to their data-retention policy (typically short-term).
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We only access recordings when needed for clinical, safety, or administrative reasons.
Security
Lyngo is GDPR-compliant, uses encrypted servers, and restricts access to authorised Barefoot Physio staff.
- Heidi Health – AI Clinical Transcription
We use Heidi Health, a secure AI transcription tool, to support clinicians during appointments by converting spoken clinical notes into structured written clinical records.
What Heidi Collects
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Audio of the consultation only when the clinician activates recording
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Transcribed text from the appointment
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Relevant clinical information shared during the consultation
Why We Use It (Lawful Basis)
Provision of healthcare (UK GDPR Article 9(2)(h)) – processing special-category health data is necessary for accurate clinical documentation.
Legitimate interests – to ensure records are accurate, comprehensive, and securely stored.
How the Data Is Used
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To create high-quality clinical notes
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To update your health record within our practice management system
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Not used for decision-making by the AI — your clinician remains fully responsible for all clinical judgement
Retention
Audio is processed securely and not stored long-term unless the provider requires temporary storage for transcription.
Final written notes are stored in your clinical record according to our standard retention periods.
Security
Heidi Health is designed for medical use and utilises:
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Encrypted data transfer
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Restricted access
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UK/EU-compliant data processing
No data is used for marketing or shared with third-party advertisers.
Your Rights – Access to Your Personal Data
You have the right to ensure that your personal data is being processed lawfully (“Subject Access Right”). Your subject access right can be exercised in accordance with data protection laws and regulations. Any subject access request must be made in writing to us at our email address listed at the bottom of this page. We will provide your personal data to you within the statutory time frames. To enable us to trace any of your personal data that we may be holding, we may need to request further information from you. If you have a complaint about how we have used your information, you have the right to complain to the Information Commissioner’s Office (ICO).
Changes to Our Privacy Policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.
Contact
Questions, comments and requests regarding this privacy policy are welcomed and should be submitted via email using the address or contact form at the bottom of this page.