Last Updated: 1 December 2025
Registered Business Address:
1st Floor, 24 St Vincent Place, Glasgow, Scotland, UK

The Hearing Clinic UK (“we”, “us”, “our”) is committed to protecting the privacy and security of our patients, website users, and stakeholders. This Data Protection Policy outlines how we collect, use, store, disclose, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all relevant privacy legislation.

We process personal data lawfully, fairly, and transparently, with your rights and security at the forefront.

1. Data Controller

The Hearing Clinic UK Ltd
1st Floor, 24 St Vincent Place
Glasgow, Scotland, UK

We do not currently appoint a Data Protection Officer (DPO) as we are not legally required to do so.
However, all data protection queries can be directed to:

Email: generic@thehearingclinicuk.co.uk
Phone: 0333 320 7788

2. What Personal Data We Collect

We collect and process the following types of personal data:

A. Identity & Contact Information

• Full name

• Address

• Email

• Phone number

• Date of birth

• Emergency contact

• GP details (when relevant)

B. Health & Clinical Data

• Hearing test results

• Medical and audiological history

• Symptoms and clinical notes

• Records of clinical recommendations

• Treatment and device information

C. Appointment & Service Information

• Appointment dates

• Service usage history

• Clinician notes

• Payment information (processed securely via third-party providers)

D. Website & Marketing Data

Collected via cookies and online forms:

• IP address

• Device information

• Browsing behaviour

• Referral source

• Analytics and advertising data

3. How We Collect Personal Data

We collect personal data through:

• Website forms (WordPress)

• Online booking system (Cliniko)

• Email sign-ups (Mailchimp)

• Social media advertising (Meta Ads)

• Analytics platforms (Google Analytics)

• Phone calls and in-clinic consultations

• Referral pathways

4. Legal Basis for Processing

We process data under one or more of the following legal bases:

A. Legitimate Interests

For:

• Appointment booking

• Customer service

• Marketing to existing patients

• Improving website performance

B. Consent

For:

• Email marketing (Mailchimp)

• Cookie tracking (CookieYes)

• Optional health questionnaires

C. Contract

To:

• Provide clinical hearing services

• Process payments

• Manage patient journeys

D. Vital Interests

Where essential to protect life (rare but applicable in healthcare).

E. Legal Obligation

For:

• HMRC compliance

• Healthcare record requirements

• Mandatory reporting

5. How We Use Personal Data

We use personal data to:

• Deliver hearing care, assessments, and treatment

• Process bookings and enquiries

• Manage aftercare and follow-up services

• Send appointment reminders

• Provide personalised treatment recommendations

• Improve our website and marketing

• Analyse service performance

• Contact you about services you may benefit from

• Maintain medical records as required by law

We never sell personal data.

6. Third-Party Processors

We only work with trusted platforms that comply with GDPR.

We use the following systems:

Each provider has its own GDPR-compliant safeguards, and data is processed only for our defined purposes.

7. Data Storage & Retention

Clinical records:

Stored securely in Cliniko for 7 years (or longer for paediatric patients).

Marketing data:

Stored until you unsubscribe or request deletion.

Website tracking data:

Held for normal analytics retention periods (14–26 months depending on settings).

Financial records:

Held for 6 years to comply with legal obligations.

8. Data Security Measures

We use technical and organisational measures including:

• Encrypted clinical records (Cliniko)

• Secure HTTPS website

• Two-factor authentication on key systems

• Encrypted email systems

• Restricted internal access

• Regular password and security audits

9. Your Rights Under UK GDPR

You have the right to:

• Access your personal data

• Request correction

• Request deletion (“right to be forgotten”)

• Restrict processing

• Object to marketing

• Request data transfer (portability)

• Withdraw consent at any time

To exercise these rights, email: generic@thehearingclinicuk.co.uk

10. Data Sharing

We only share data with:

• Clinicians involved in your care

• Third-party processors listed above

• Your GP or medical practitioner (only with consent)

• Regulators or authorities (when legally required)

We do not share or sell data for any commercial purposes.

11. Cookies & Online Tracking

Our website uses CookieYes to manage consent for:

• Necessary cookies

• Analytics

• Marketing

• Functional cookies

Visitors may adjust their preferences at any time through the Cookie Management Options link.

A full Cookie Policy is available separately.

12. Updates to This Policy

We review and update this policy regularly. Changes will be published on our website.

13. Contact Us

For all data protection queries, please contact:

The Hearing Clinic UK
1st Floor, 24 St Vincent Place
Glasgow, Scotland, UK
Email: generic@thehearingclinicuk.co.uk
Phone: 0333 320 7788