Privacy Policy

Last updated: 17 December 2025

Pro Ear Clinic is committed to protecting your privacy and handling your personal data responsibly and transparently. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website, contact us, or receive treatment from us.

1. Who We Are

Pro Ear Clinic


Website: https://www.proearclinic.co.uk


Email: contact@proearclinic.co.uk

Telephone: 0117 441 0770

Pro Ear Clinic provides professional ear care services, including earwax removal via microsuction and water irrigation, in clinic and via home visits.

For the purposes of UK data protection law, Pro Ear Clinic is the Data Controller of your personal information.

2. Information We Collect

We may collect and process the following categories of personal data:

a) Personal Identification Information

  • Full name
  • Date of birth
  • Address
  • Email address
  • Telephone number

b) Medical & Health Information (Special Category Data)

  • Relevant medical history
  • Ear health information
  • Symptoms and treatment notes
  • Otoscopy images or videos
  • Aftercare notes and treatment outcomes

This information is collected only where necessary to provide safe and appropriate care.

c) Appointment & Communication Data

  • Appointment dates and times
  • Booking details
  • Emails, messages, and phone call notes

d) Technical & Website Data

  • IP address
  • Browser type and device information
  • Pages visited and interaction data

This data is collected through cookies and analytics tools.

3. How We Use Your Information

We use your personal data for the following purposes:

  • To provide safe, effective ear care services
  • To assess suitability for treatment
  • To manage appointments and follow-ups
  • To maintain accurate clinical records
  • To communicate with you regarding your care
  • To meet legal, regulatory, and insurance obligations
  • To improve our website and services

We do not sell your personal data to third parties.

4. Legal Basis for Processing

Under UK GDPR, we process your data under the following lawful bases:

  • Consent – where you have explicitly agreed
  • Performance of a contract – to deliver booked services
  • Legal obligation – compliance with healthcare regulations
  • Vital interests – where necessary for patient safety
  • Legitimate interests – service improvement and communication

Medical information is processed under Article 9 (2)(h) – healthcare provision.

5. How We Store and Protect Your Data

We take data security seriously and use appropriate technical and organisational measures, including:

  • Secure clinical systems (e.g. Cliniko or equivalent)
  • Password-protected devices and systems
  • Limited access to patient records
  • Secure cloud storage with UK/EU data compliance

We retain medical records in line with healthcare and insurance requirements, typically for at least 8 years.

6. Sharing Your Information

We may share your data only when necessary and lawful, including with:

  • Secure clinical software providers
  • Payment processors (for billing only)
  • Insurance providers (if required)
  • Regulatory bodies where legally required

We never share your data for marketing purposes without your consent.

7. Cookies & Analytics

Our website uses cookies to improve functionality and user experience.

Cookies may be used to:

  • Analyse website traffic
  • Understand user behaviour
  • Improve website performance

You can manage or disable cookies through your browser settings. Full details are available in our Cookie Policy (if applicable).

8. Your Rights Under UK GDPR

You have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of data (where legally permitted)
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent at any time

To exercise your rights, please contact us using the details above.

9. Complaints

If you are unhappy with how your data is handled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: https://www.ico.org.uk
Telephone: 0303 123 1113

We encourage you to contact us first so we can address your concerns promptly.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of third-party sites.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with an updated revision date.