PRIVACY POLICY
Last updated: July 2025
- Who We Are
Hearing Aid Solutions Limited is a limited company providing independent audiology and hearing healthcare services.
Registered address: 1 Cambrian Way, John Street, Carmarthen, SA31 1QN
Email: michael@hearingaidsolutions.co.uk
Phone: 07854907637
Website: https://hearingaidsolutions.co.uk
ICO Registration Number: ZA154163
Company number: [TO BE INSERTED]
Hearing Aid Solutions Limited is the data controller for the purposes of UK data protection law.
- What Personal Data We Collect
When you submit an enquiry via our website contact form, we collect your name, email address, and any additional information you choose to include in your message.
When you book an appointment online, we collect the personal details required to complete that booking.
When you attend an appointment, we collect and maintain personal details including your name, date of birth, address and contact information, along with your medical and audiological history, assessment results, and records of any hearing aids or hearing protection fitted or serviced.
Clinical records are maintained digitally via Hearlink, a UK-based cloud audiology CRM and practice management system. Some paper records may also be held.
- Special Category Data
Health information is classified as special category data under the UK General Data Protection Regulation (UK GDPR). As an audiology practice, we process health data in order to provide clinical services. We do so under Article 9(2)(h) UK GDPR and Schedule 1, Part 1, paragraph 2 of the Data Protection Act 2018.
- How We Use Your Data
We use your personal data to respond to enquiries, book and manage appointments, provide our audiology services, maintain accurate clinical records, and comply with legal and regulatory obligations.
We do not use your data for marketing purposes and we do not send newsletters or promotional emails.
- Legal Basis for Processing
We process your personal data on the basis of contract, legitimate interests, legal obligation, and where necessary, vital interests.
- How We Store and Protect Your Data
Clinical records are held primarily within Hearlink, a cloud-based audiology CRM developed and supported in the UK. Hearlink uses industry-standard encryption, regular backups, and granular access permissions to ensure data security and GDPR compliance. Some paper records may also be maintained and held securely on our premises.
We do not transfer your personal data outside the United Kingdom.
- How Long We Keep Your Data
We retain clinical records for a minimum of 7 years in line with healthcare best practice and regulatory guidance, after which records will be securely destroyed.
Enquiries received via the website contact form that do not result in an appointment are retained only for as long as necessary to respond to the enquiry.
- Who We Share Your Data With
We do not share your personal data with third parties for marketing or commercial purposes.
We use Hearlink as our practice management system. As a cloud-based platform, Hearlink processes patient data on our behalf as a data processor. They are bound by appropriate data processing obligations.
We may also share data with other healthcare professionals where clinically necessary and with your knowledge, or where we are legally required to do so.
- Cookies
Our website may use basic cookies necessary for the site to function, and cookies associated with our online booking system. We do not use tracking or advertising cookies.
- Your Rights
Under UK GDPR you have the right to access, correct, erase, restrict, or port your personal data, and to object to certain types of processing. To exercise any of these rights, please contact us at michael@hearingaidsolutions.co.uk. We will respond within one calendar month.
- Right to Complain
If you have concerns about how we handle your data, you can contact the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would always encourage you to contact us first so we can address your concerns directly.
- Changes to This Policy
We may update this policy from time to time. Any changes will be published on this page with an updated date.
