​Last Updated: 03.08.2025

​

1. Introduction

Ear Refresh Clinic is committed to protecting the privacy and security of your personal and sensitive information. This Privacy Policy explains how we collect, use, store, and protect your data when you use our mobile ear wax removal services. By engaging with our services, you consent to the data practices described in this policy.

​

2. Information We Collect

We collect various types of information to provide our services and manage our business effectively. This includes:

Personal Identification Information: This includes your name, date of birth, address, phone number, and email address.

Health and Sensitive Information: This is collected during the initial consultation and throughout your treatment. It may include:

Your medical history, particularly related to your ears.

Details of any past ear surgeries, infections, or other relevant health conditions.

Information about allergies.

The results of your ear examination and details of the ear wax removal procedure.

Payment Information: We collect payment details, such as credit card information, to process transactions. Please note that we do not store your full credit card number.

Technical Data: When you use our website or contact us electronically, we may collect technical data such as your IP address, browser type, and operating system.

​

3. How We Collect Your Information

We collect your information through various methods:

Directly from You: This is the primary way we collect data. You provide it to us when you:

Book an appointment online, by phone, or in person.

Complete a medical history and consent form.

Communicate with us via phone, email, or social media.

From Our Website: We may use cookies and similar tracking technologies to enhance your experience on our website.

From Third Parties: We may receive information from third parties, such as a GP or another healthcare professional, but only with your explicit consent.

 

4. How We Use Your Information

We use your information for the following purposes:

To Provide Our Services:

To schedule and manage your mobile appointment.

To assess your suitability for ear wax removal and ensure your safety during the procedure.

To maintain a record of your treatment for future reference.

For Communication:

To send you appointment confirmations, reminders, and follow-up information.

To respond to your inquiries and feedback.

For Business Operations:

To process payments and maintain financial records.

For internal record-keeping and data analysis to improve our services.

To comply with our legal and regulatory obligations.

For direct marketing purposes, but only with your explicit consent (you can opt-out at any time).

 

5. Data Storage and Security

Secure Storage: Your personal and sensitive information is stored securely, both digitally and in physical files (if applicable). We use a professional and secure practice management software to store your medical records.

Access Control: Access to your data is restricted to authorised personnel who require the information to perform their duties. All staff are trained on our data protection policies.

Data Minimisation: We only collect and retain the data that is necessary for the purposes outlined in this policy.

Data Retention: We will retain your records for as long as required by law or as necessary to provide our services and maintain a clinical history. According to UK health record guidelines, this is typically 8 years after your last appointment or until the age of 25 for children.

 

6. Disclosure of Your Information

We will not sell, rent, or lease your personal information to third parties. We will only disclose your data in the following circumstances:

With Your Consent: We may share your information with other healthcare professionals (e.g., your GP) if you have provided your explicit consent.

Legal Obligations: We may be required to disclose your information to comply with a court order, legal process, or other regulatory obligations.

Service Providers: We may share your data with trusted third-party service providers (e.g., our booking software provider, payment processor) who assist us in operating our business. These providers are contractually bound to protect your data and are prohibited from using it for any other purpose.

 

7. Your Rights

Under data protection laws, you have several rights regarding your personal information:

Right of Access: You have the right to request a copy of the information we hold about you.

Right to Rectification: You have the right to request that we correct any inaccurate or incomplete information.

Right to Erasure ('Right to be Forgotten'): You have the right to request the deletion of your data, subject to certain legal and clinical record-keeping requirements.

Right to Restrict Processing: You can request that we limit how we use your data.

Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format.

Right to Object: You have the right to object to the processing of your data in certain circumstances.

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within the legally required timeframe.

 

8. Cookies

Our website may use cookies to improve your user experience. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline them if you prefer.

 

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The most recent version will always be posted on our website, and the "Last Updated" date will be revised accordingly.

 

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our data handling practices, please contact our Data Protection Officer at:

Ear Refresh Clinic

Address: available upon request via email (admin@ear-refresh-clinic.co.uk)

Email: admin@ear-refresh-clinic.co.uk

Phone: 01329 273 973