Privacy Policy
Privacy Policy – The Ear Care Studio
(UK GDPR & Data Protection Act 2018 Compliant)
Last updated: April 2026
1. Introduction
The Ear Care Studio (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal information safely, lawfully, and transparently. This Privacy Policy explains what personal data we collect, how we use it, how long we keep it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We do not collect or store any personal data relating to individuals under 18 years old.
2. Who We Are
The Ear Care Studio Thurcroft, Rotherham, UK Email: bookings@theearcarestudio.co.uk Phone: 07493 775857 Website: www.theearcarestudio.co.uk company number 17157295
We act as the Data Controller, meaning we determine how and why your personal data is processed.
3. What Personal Data We Collect
We only collect the information necessary to provide safe and effective ear‑care services. This may include:
Identity & Contact Information
Name
Email address
Address
Phone number
Appointment Information
Booking details
Appointment history
Service type
Clinical Information
Relevant ear‑health history
Symptoms
Treatment notes
Clinical photographs (if taken during your appointment)
Communication Information
Messages or enquiries sent via our website, email, or telephone
Payment Information
Records of payments received (We do not store full card details. - processed securely via stripe - we do not store any full card details)
Website Usage Information
Basic analytics such as pages visited and time spent on the site
Essential cookies only
We do not collect unnecessary or excessive information.
4. How We Use Your Personal Data
We process your data only when we have a lawful basis to do so. This includes:
To provide ear‑care services
Assessing suitability for treatment
Delivering safe clinical care
Recording treatment notes
To manage appointments
Booking, confirming, and rescheduling appointments
Sending reminders or follow‑up messages
For business administration
Maintaining accurate records
Handling payments
Responding to enquiries
For legal and regulatory compliance
Insurance requirements
Record‑keeping obligations
Responding to lawful requests
We do not use your data for automated decision‑making or profiling.
5. Lawful Bases for Processing
We rely on the following lawful bases under UK GDPR:
Consent – when you voluntarily provide information or agree to treatment
Contract – to deliver the services you have booked
Legal obligation – for tax, insurance, and record‑keeping requirements
Legitimate interests – for appointment management, communication, and business operations
6. How Long We Keep Your Data
We keep personal data only for as long as necessary. Our retention periods are:
Client treatment records: 8 years from the date of the last appointment
Consent forms: 8 years
Appointment & booking information: up to 2 years after last contact
Email/message correspondence: up to 2 years
Financial records: 6 years (HMRC requirement)
Supplier/service provider information: duration of relationship + 2 years
We do not store data for individuals under 18.
After the retention period ends, data is securely deleted or anonymised.
7. How We Store and Protect Your Data
We take appropriate technical and organisational measures to keep your data secure, including:
Encrypted digital storage
Password‑protected systems
Restricted access to authorised personnel only
Secure disposal of digital and paper records
We never sell your data or share it for marketing purposes.
8. Sharing Your Data
We only share your data when necessary and lawful, such as:
With our secure booking or payment providers
With insurers or legal advisers (if required)
When legally required by authorities
We do not transfer your data outside the UK unless adequate safeguards are in place.
9. Your Rights Under UK GDPR
You have the right to:
Access your personal data
Correct inaccurate information
Request erasure (in certain circumstances)
Restrict processing
Object to processing based on legitimate interests
Data portability (where applicable)
Withdraw consent at any time
To exercise your rights, contact: bookings@theearcarestudio.co.uk
You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your data has been mishandled.
10. Cookies
Our website uses only essential cookies required for basic functionality and security. We do not use advertising or tracking cookies.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website.