Privacy and cookie policy

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Effective date: 06 July 2026

Business name: Clean Ear Clinic Ltd

Contact email: contact@cleanearclinic.co.uk

Contact phone: 07598000358

1. Introduction

This Privacy and Cookie Policy explains how we collect, use, store, and protect your personal information when you visit our website, book an appointment, or receive treatment from us. We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who we are

We are Clean Ear Clinic Ltd, a private ear wax removal service. We use the secure practice management system provided by Cliniko to manage appointments, bookings, and patient records. For the purposes of data protection law, we act as the data controller of your personal data.

3. Information we collect

We collect and process the following personal data:

3.1 Information collected via our website

When you use our website, we may collect:

• Name
• Email address
• Telephone number
• Appointment enquiry details
• IP address and website usage data (via cookies, where consent is given)

3.2 Information collected during booking

When you book an appointment, we may collect:

• Full name
• Date of birth
• Contact details (email and telephone number)
• Appointment details (date, time, service type)

3.3 Information collected during in-person appointments

When you attend a clinic appointment, we may also collect:

• Medical and treatment information relevant to ear wax removal
• Home address (where required for identification, clinical records, invoicing, or administrative purposes)
• Any relevant notes required for safe and appropriate treatment

This information is recorded securely in our patient management system provided by Cliniko.

4. How we use your information

We use your personal data to:

• Manage appointments and bookings
• Provide safe and effective ear wax removal treatment
• Maintain accurate clinical records
• Communicate with you about appointments, treatment, or aftercare
• Process enquiries and customer support requests
• Meet legal, regulatory, and professional obligations
• Improve website performance and user experience
• Support advertising and marketing (where consent is given)

5. Lawful basis for processing

We process your personal data under the following lawful bases:

• Provision of healthcare services (necessary for clinical care)
• Legal obligations (such as medical record keeping requirements)
• Legitimate interests (running and managing our business)
• Consent (for marketing and non-essential cookies)

6. How we store and protect your data

Your personal data is securely stored within Cliniko, which uses encryption, secure servers, and access controls. We also take appropriate technical and organisational measures to protect your data from unauthorised access, loss, or misuse.

7. Data sharing

We do not sell your personal data. We may share your data only with:

• Cliniko (for bookings and clinical records)
• Google (for advertising, analytics, conversion tracking, and reCAPTCHA)
• Trusted IT or website service providers (under strict confidentiality agreements)
• Regulatory or legal authorities where required by law

8. Data retention

We retain personal data only for as long as necessary:

• Clinical records are retained in line with healthcare and legal requirements
• Booking and contact information is retained for administrative purposes
• Website data is retained for analytics and performance monitoring where applicable
• Data is securely deleted or anonymised when no longer required

9. Your data protection rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data (where legally permitted)
• Restrict or object to processing
• Request data portability
• Withdraw consent (where processing is based on consent)

To exercise these rights, contact us using the details above.

10. Cookies Policy

10.1 What are cookies?

Cookies are small text files placed on your device when you visit our website. They are used to make the website function properly, improve user experience, and help us understand website usage.

10.2 How we use cookies

We use cookies to:

• Ensure website functionality
• Enable contact and enquiry forms
• Protect against spam and abuse
• Measure website performance
• Support advertising and remarketing through Google Ads

10.3 Types of cookies we use

Strictly necessary cookies

These are required for the website to function and include:

• Security and spam protection (including reCAPTCHA)
• Form submission functionality
• Basic website operation

These cookies do not require consent.

Functional cookies

These improve website performance and may include:

• Form handling tools
• Appointment-related functionality via Cliniko

Marketing cookies (Google Ads)

We use Google Ads to promote our services.

Marketing cookies may:

• Measure ad performance
• Track conversions from adverts
• Enable remarketing to previous website visitors
• Help deliver more relevant advertising

These cookies are only used with your consent.

10.4 Third-party cookies

Third-party services may place cookies via our website, including:

• Google (Google Ads, analytics, reCAPTCHA)
• Cliniko (booking system functionality)

10.5 Managing cookies

You can manage or disable cookies via your browser settings at any time.

You can also change your cookie preferences using the cookie banner on our website.

10.6 Consent

When you first visit our website, you will be asked to:

• Accept all cookies
• Reject non-essential cookies
• Manage cookie preferences

Marketing cookies will only be activated if you provide consent.

11. Contact us

If you have any questions about this Privacy and Cookie Policy, contact:

Clean Ear Clinic Ltd

Contact email: contact@cleanearclinic.co.uk

Contact phone: 07598000358

12. Complaints

If you are not satisfied with how we handle your data, please contact us first so we can resolve the issue. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Important compliance note

This website uses consent-based advertising controls. Marketing cookies and Google Ads tracking are only activated after user consent is provided.