Privacy Policy

Hazelwood Hearcare Privacy Policy

At Hazelwood Hearcare, we are committed to respecting your privacy and ensuring the protection of your personal information. This Privacy Policy explains how we collect, use, and store your personal data when you interact with our services or visit our website. Please take a moment to read it carefully.

Who is responsible for your data?

This privacy policy explains how Hazelwood Hearcare collects and processes your personal data. Although we are in the process of formal registration as a company in England and Wales, we comply with the requirements of the UK Data Protection Act 1998 and General Data Protection Regulations 2018 (GDPR). For the purposes of these laws, Hazelwood Hearcare is the "data controller," which means we are responsible for determining how your personal data is collected, used, and protected.

Personal Data We Collect

When we refer to "personal data," we mean any information that can identify you either directly or when combined with other details we have. This can include, but is not limited to, your name, date of birth, contact details (e.g., email, phone number), medical information, and payment details.

We may need to gather some of your personal information when you engage our services or book an appointment. The types of data we collect include:

Personal identifiers: Name, date of birth, contact information.
Medical records: Audiograms, consultation notes, and earwax removal assessments.
Appointment and booking details: Date, time, and communication preferences.
Payment information: Card details and other relevant financial data.

We collect this information in several ways, including:

When you request an appointment via our website or over the phone.
When you interact with us through email, phone, or social media.
When you take part in promotional offers or competitions.

Why We Use Your Personal Data

We use your personal data for the following purposes:

Service Delivery: To provide earwax removal, hearing assessments, and other services you’ve requested.
Appointment Management: To schedule, reschedule, or cancel appointments as needed.
Communications: We may contact you to confirm appointments, discuss services, or send reminders and follow-up care information.
Business Operations: Data may be used internally for financial processes like billing, record-keeping, audits, and compliance with legal obligations.
Service Improvement: Your feedback and data may be used to improve our services, conduct staff training, and monitor quality.
Marketing (optional): Occasionally, we may send you updates or offers related to your hearing care, such as new services, promotions, or relevant industry news. You have the right to opt out of marketing communications at any time.

We will never share your personal data with other companies for marketing purposes without your explicit consent.

How We Protect Your Data

We are dedicated to ensuring that your personal information is secure. We apply various technical and organizational measures to safeguard your data against unauthorized access, disclosure, or loss. Although no online transmission is completely secure, we follow stringent protocols once your data reaches our systems.

Data is stored on secure servers, and where necessary, your information may be processed outside the UK and European Economic Area (EEA). When this occurs, we ensure that appropriate safeguards are in place to protect your data to the standards required under UK law.

How Long We Keep Your Data

We retain your personal data only for as long as is necessary for the purposes outlined in this policy:

Legal Requirements: Financial records are stored for at least six years to comply with HMRC regulations.
Service Provision: We store patient records for up to five years after your last appointment to facilitate future care and consultations.
Deceased Patients: Information relating to deceased individuals is securely deleted within 12 months of notification.

Your Rights Over Your Data

You have certain rights regarding the personal data we hold about you, including:

Access: You can request a copy of your personal data. We will provide this within one month of your request, free of charge (unless you request additional copies).
Rectification: You can ask us to correct inaccurate or incomplete information.
Erasure: In certain circumstances, you have the right to request that we delete your personal data.
Objection: You can object to the processing of your data in specific situations, including for marketing purposes.

To exercise any of these rights, please email info@hazelwoodhearcare.com.

Cookies and Tracking Technologies

Our website uses cookies to improve your browsing experience and provide relevant content. Cookies are small text files stored on your device that help us remember your preferences or track user behavior.

We also use tracking pixels to monitor engagement with our marketing emails. These technologies do not enable us to personally identify you, but they do help us understand how you interact with our content. You can manage your cookie preferences through your browser settings.

Sharing Your Data

We may share your data with third parties when necessary to provide services or comply with legal requirements, including:

Service providers: Companies that help us deliver our services, such as payment processors or IT support providers.
Fraud prevention agencies: To prevent and trace fraud or other crimes.
Business transfers: In the event of a business sale or transfer, your personal data may be shared with the new owners.

We ensure that all third parties adhere to strict data protection standards when handling your information.

Updates to This Privacy Policy

We may update this policy to reflect changes in the law or our practices. Any updates will be posted on our website, so we encourage you to check it periodically for the latest version.

Contact Information

If you have any questions, concerns, or requests regarding your personal data or this privacy policy, please get in touch: