Ear Eden Privacy Policy

Last updated: September 2026

Your privacy is extremely important to us. This policy explains how we collect, use, store, and protect your personal information in line with UK GDPR, the Data Protection Act 2018, and relevant clinical record‑keeping standards. By using our website or booking an appointment, you agree to the terms outlined below.

1. Who We Are

We provide ear care and wax removal services in Angmering and Worthing, UK. We act as the Data Controller for all personal information you provide.

If you have any questions about this policy or how your data is handled, you can contact us via phone or email.

2. What Information We Collect

A. Personal Information

  • Name

  • Date of birth

  • Address (if provided)

  • Phone number

  • Email address

  • GP details (if needed for onward referral)

B. Medical & Clinical Information

  • Relevant medical history

  • Symptoms and ear health concerns

  • Otoscopy findings

  • Clinical notes and treatment records

  • Referral information (GP/ENT) where applicable

C. Booking & Payment Information

  • Appointment details

  • Payment confirmations

  • Transaction information (processed securely via third‑party providers)

D. Website & Technical Data

Collected automatically through Squarespace:

  • IP address

  • Browser type

  • Device information

  • Cookies and analytics data (non‑identifiable)

3. How We Collect Your Information

We collect information through:

  • Online bookings (Cliniko)

  • Website forms (Squarespace)

  • Email or phone communication

  • In‑person consultations

  • Clinical assessments and otoscopy

4. How Your Information Is Used

We use your information to:

A. Provide Safe Clinical Care

  • Assess suitability for wax removal

  • Deliver treatment

  • Document clinical findings

  • Make onward referrals when necessary

B. Manage Appointments

  • Booking, rescheduling, and cancellations

  • Sending confirmations and reminders

  • Managing payments

C. Meet Legal & Professional Obligations

  • Maintain accurate clinical records

  • Comply with UK healthcare regulations

  • Respond to legal or safeguarding requirements

D. Improve Our Services

  • Monitor website performance

  • Understand how patients use our booking system

  • Enhance user experience

We do not use your data for marketing unless you explicitly opt in.

5. How Your Information Is Stored

Cliniko (Practice Management System)

Your clinical and booking information is stored securely in Cliniko, which is:

  • GDPR‑compliant

  • Hosted on secure servers

  • Encrypted in transit and at rest

  • Designed specifically for healthcare data protection

Cliniko staff cannot access your clinical notes.

Squarespace (Website Platform)

Your website interactions (e.g., contact form submissions) are stored within Squarespace, which is:

  • GDPR‑compliant

  • Securely hosted

  • Encrypted

  • Compliant with EU/UK data transfer requirements

Local Storage

Clinical documents or referral letters may be stored securely in encrypted local systems when required.

6. Sharing Your Information

We only share your information when:

A. Clinically Necessary

  • GP or ENT referrals

  • Safeguarding concerns

  • Emergency care situations

B. Legally Required

  • Court orders

  • Regulatory requests

We never sell or share your data with third parties for marketing or commercial purposes.

7. How Long We Keep Your Information

We retain clinical records in accordance with UK legal and professional guidelines. Typically:

  • Adult clinical records: minimum 10 years

  • Children’s records: until age 25 (or 26 if seen at 17)

Booking and payment records may be kept longer for tax and audit purposes.

8. Your Rights Under UK GDPR

You have the right to:

  • Access your personal data

  • Correct inaccurate information

  • Request deletion (where appropriate)

  • Restrict processing

  • Object to certain uses

  • Request data portability

  • Withdraw consent at any time

To exercise any of these rights, please contact us directly.

9. Cookies & Website Tracking

Squarespace uses cookies to:

  • Improve website performance

  • Analyse visitor behaviour

  • Ensure secure functionality

You can manage or disable cookies through your browser settings.

10. Payment Security

Payments are processed through secure third‑party providers. We do not store full card details on our systems.

11. Changes to This Policy

We may update this policy periodically to reflect changes in regulations or clinic operations. The latest version will always be available on our website.

12. Contact Us

If you have questions about this policy or how your data is handled, please contact us via:

  • Phone

  • Email

We will respond promptly and transparently.