QH Ears – Ear wax removal using micro suction

qhears

Privacy Policy

Introduction

Welcome to [Your Clinic/Business Name]. We are committed to protecting your personal data and your right to privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website  qhears.com , contact us, or use our services, including ear health checks, microsuction wax removal, and hearing assessments.

Please read this policy carefully. By using our Site and services, you consent to the practices described herein.

Information We Collect

We collect personal information that you voluntarily provide to us, as well as some data automatically when you visit our Site.

A. Personal Data You Provide:

  • Contact & Identity Data: Name, title, email address, phone number, postal address.
  • Health & Medical Data: Information relevant to your ear health and medical history provided during consultations, including symptoms, previous treatments, and concerns. This is classified as “Special Category Data” under UK data protection law (UK GDPR).
  • Appointment Data: Your appointment preferences, booking history, and any correspondence related to your care.
  • Payment Data: Billing address and payment information (processed securely via our third-party payment processor; we do not store full card details).

B. Data Collected Automatically:

  • Technical Data: IP address, browser type and version, time zone setting, operating system, and other technology on the devices you use to access our Site.
  • Usage Data: Information about how you use our website, pages viewed, and navigation paths.

How We Use Your Information

We use your information for legitimate business and healthcare purposes, including:

  • To Provide Our Services: To schedule, manage, and perform your appointments (ear health checks, microsuction, hearing checks), including necessary home visits.
  • For Healthcare Purposes: To assess your ear health, provide safe treatment, maintain accurate clinical records, and ensure continuity of care as required by healthcare regulations.
  • Communication: To contact you regarding your appointments, send reminders, respond to inquiries, and provide follow-up information relevant to your care.
  • Administration: To process payments, manage our business operations, and for internal record-keeping.
  • Website Improvement: To analyse usage trends, administer the Site, and improve our user experience and services.
  • Legal Compliance: To comply with applicable laws, regulations (e.g., by healthcare regulators), and legal processes.

Legal Basis for Processing (UK GDPR)

We process your personal data on the following legal grounds:

  • Performance of a Contract: To fulfil our obligations to you in providing the services you request.
  • Legitimate Interests: For our administrative, business, and website improvement purposes, where these interests are not overridden by your rights.
  • Legal Obligation: To comply with legal and regulatory requirements.
  • Vital Interests: To protect your vital health interests.
  • Explicit Consent: For processing Special Category Data (health information), we rely on your explicit consent, which you provide when you complete our patient registration and consent forms. You have the right to withdraw this consent at any time by contacting us.

Sharing Your Information

We respect your confidentiality. We do not sell, trade, or rent your personal identification information to others. We may share your data in the following limited circumstances:

  • With Your Consent: We may share information with other healthcare professionals (e.g., your GP) only with your explicit consent.
  • Service Providers: Trusted third parties who assist us in operating our website, conducting our business, or servicing you (e.g., our booking system provider, payment processor, IT support). These parties are contractually obligated to keep your information confidential and use it only for the purposes we specify.
  • Legal Requirements: If required to do so by law, or in response to valid requests by public authorities (e.g., a court, the CQC, or the police).

Data Security

We implement appropriate technical and organisational security measures designed to protect your personal data from unauthorised access, alteration, disclosure, or destruction. These include encrypted forms, secure servers, and strict internal data access policies. All clinical notes and records are stored securely and confidentially.

Data Retention

We will retain your personal data only for as long as is necessary for the purposes set out in this policy, and to comply with our legal and professional obligations. In the UK, adult health records are typically retained for a minimum of 10 years after the last entry, or longer as advised by professional bodies and insurers. We will then securely dispose of your information.

Your Data Protection Rights

Under UK data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • 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, in certain circumstances.

To exercise any of these rights, please contact us using the details in Section 10. We may need to request specific information from you to help us confirm your identity. You are not required to pay any charge for exercising your rights.

Cookies

Our Site may use “cookies” to enhance user experience. You can choose to set your web browser to refuse cookies or to alert you when cookies are being sent. Please see our separate Cookie Policy for more detail.

Contact Us

If you have any questions about this Privacy Policy, our practices, or your data rights, please contact our Data Protection Lead at:

By Post: Qh ears , 340 Londonderry Road (Oldbury), B68 9NB
By Phone: 0121 544 1133

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns first.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. The updated version will be indicated by an updated “10/01/2026” date at the top. We encourage you to review this policy periodically.