Privacy Policy

1. Who we are

Happy Ears is the trading name of Happy Ears Ear Wax Removal Clinic Nottingham Ltd. We are the data controller for the personal information described in this policy, which means we decide how and why it is used.

If you have any question about this policy or your information, please contact Michele using the details above.

2. Information we collect

When you book an appointment

• Your name, phone number and email address
• The appointment you choose, such as one ear or both, and its date and time
• Any notes you add to your booking

When you attend the clinic

• Health information relevant to your treatment, such as previous ear problems, ear surgery, a perforated eardrum, grommets, infections or medications that may affect your treatment
• What Michele finds when she examines your ears, the treatment carried out and any advice given
• Your consent to treatment
• Payment records for your appointment

Health information is “special category” data under UK data protection law, and we take particular care with it.

Camera images

Michele uses a camera to show you inside your ears during your appointment. Images are only kept with your permission. Any photos of removed wax that we use on our website or social media never show your face or include anything that identifies you.

When you contact us

• Your name, email address, phone number and message if you use the contact form, email us or leave a voicemail

When you visit this website

• Basic technical information such as your device, browser and the pages you visit, collected by our website platform. See Cookies and our website.

3. How we use your information

• To manage your booking, including confirmations, reminders and any changes
• To check that ear wax removal is safe and suitable for you, and to carry out your treatment
• To keep an accurate record of your treatment, so we can look after you properly if you return
• To answer your questions and call you back
• To take payment and keep financial records
• To meet our legal, insurance and professional obligations

We do not sell your information, and we do not use it for marketing unless you have asked us to.

4. Our legal reasons for using it

• Contract: to provide the appointment and treatment you have booked.
• Legal obligation: to keep financial and treatment records where the law requires it.
• Legitimate interests: to answer enquiries, run our clinic and keep this website working, where this does not override your rights.
• Health information: we use this to provide health care and treatment, and with your explicit consent, which you give when you tell us about your health and agree to treatment.

5. Who we share it with

We only share your information where it is needed, with organisations that help us run the clinic and that must keep it secure:

• Online booking: our booking system provider (vcita), which stores your booking details and sends confirmations and reminders
• Website: our website platform provider, which hosts this site and receives contact form messages
• Email and phone: our email and telephone service providers
• Payments: our card payment provider, if you pay by card. We do not keep your card details.
• Professional advisers: such as our accountant and insurer, where needed

We will only share health information with your GP or another health professional if you ask us to, or if it is needed to protect your health or someone else’s. We may also share information where the law requires it.

6. Information stored outside the UK

Some of our service providers, such as our booking system and website platform, may store or process information outside the UK. Where they do, we make sure appropriate safeguards are in place, such as a UK adequacy decision or approved contract terms, so your information has the same level of protection.

7. How long we keep it

• Treatment records: for 8 years after your last appointment, in line with UK guidance for adult health records
• Financial records: for 6 years, as required for tax purposes
• Enquiries: for up to 12 months if they do not lead to an appointment

After that, your information is securely deleted or destroyed.

8. Keeping it secure

Paper records are kept securely at the clinic, and electronic records are protected with passwords and only accessed by Michele. We choose service providers that protect the information they hold for us.

9. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the information we hold about you
• ask us to correct information that is wrong or incomplete
• ask us to delete your information, where we no longer need to keep it
• ask us to restrict or stop using your information in certain circumstances
• object to us using your information on the basis of our legitimate interests
• withdraw your consent at any time, where we rely on it
• ask for your information to be passed to another organisation, where this applies

To use any of these rights, contact Michele on 0115 647 1155 or at enquiries@happy-ears.uk. There is normally no charge, and we will respond within one month.

10. Cookies and our website

Cookies are small files saved on your device when you visit a website. Our website platform uses cookies that are needed for the site to work, and may use cookies to collect anonymous statistics about how the site is used. You can block or delete cookies in your browser settings, although some parts of the site may not work properly if you do.

Some pages include content from other services, such as YouTube videos, Google reviews and links to Google Maps. These services may collect information under their own privacy policies when you use them.

Our online booking system is provided by vcita. When you book, your details are handled under its privacy policy as well as this one.

11. Children

Happy Ears only treats adults aged 18 and over, and we do not knowingly collect information about children.

12. Complaints

If you are unhappy with how we have handled your information, please contact Michele first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk or on 0303 123 1113.

13. Changes to this policy

We may update this policy from time to time. The current version will always be on this page.