Privacy Policy
How The Hearing Team LTD collects, uses, stores, and protects your personal data.
Data Controller
The Hearing Team LTD
Registered in England and Wales, company number 17217939
Registered office: 66 Paul Street, London, EC2A 4NA
ICO data protection register: ZC209954
Email: info@thehearingteam.com · Telephone: 07442 499414
1. Who We Are
The Hearing Team LTD (we, us, our) is the data controller responsible for your personal data. We decide how and why it is collected and used. This policy explains how we collect, use, store, and protect your personal information when you use our website, contact us, book a hearing test, attend an appointment, purchase hearing aids, or use our hearing care services, whether at our Birmingham clinic or during a home visit.
2. The Personal Data We Collect
Identity and contact information: full name, date of birth, address, email address, telephone number.
Health and audiology information: hearing test results, audiograms, hearing loss history, ear health information, clinical notes, hearing aid prescriptions and settings, fitting and aftercare records. This is special category data under UK GDPR Article 9, and is handled under the specific legal basis explained in Section 5.
Booking, payment, and communication information: appointment details, attendance records, purchase history, invoices and billing details (we do not store full card details ourselves, payments are processed securely by a third-party provider), and records of emails, calls, WhatsApp messages, and enquiries.
Website and technical information: IP address, browser type, device information, and cookies. See our separate Cookie Policy.
3. How We Collect Your Personal Data
Directly from you, when you book, attend an appointment, contact us, purchase from us, use our website, or leave a review. Occasionally from third parties where relevant, such as healthcare professionals we work with, payment providers, and our IT and booking system providers.
4. Why We Use Your Personal Data
To book and manage appointments and carry out hearing tests and assessments; to fit, programme, and maintain hearing aids and provide aftercare; to keep accurate patient and customer records; to process payments and respond to enquiries; to meet our legal, tax, and regulatory obligations; and to send you marketing communications, only where you have agreed to receive them.
5. Our Lawful Basis for Using Your Personal Data
UK GDPR requires two separate things for health data: a general lawful basis (Article 6), and, because health data is special category data, an additional condition (Article 9).
General basis (Article 6): contract, where processing is necessary to provide the services you have booked or bought; legal obligation, for our tax, accounting, or regulatory duties; legitimate interests, for running and improving our business, protecting against fraud, and maintaining records; and consent, for marketing communications and non-essential cookies, which you can withdraw at any time.
Special category basis (Article 9): we process your health and audiology information under Article 9(2)(h), processing necessary for the provision of health care.
6. How We Share Your Personal Data
We do not sell your personal data. We may share it, where necessary, with hearing care professionals involved in your care, hearing aid manufacturers or repair providers, our booking, website, and IT providers, payment processors, professional advisers, and regulatory bodies or law enforcement where legally required. Any third party we use is required to keep your data secure and use it only to provide services to us.
7. International Transfers
Some service providers may process data outside the UK. Where this happens, we use appropriate safeguards required under UK data protection law.
8. How Long We Keep Your Personal Data
Financial and accounting records: at least 6 years. Enquiry records with no ongoing treatment: up to 5 years. Marketing records: until you unsubscribe or withdraw consent. Clinical and hearing care records: retention period to be confirmed against HCPC or relevant professional body guidance.
9. Your Data Protection Rights
You have the right to access, correct, delete, or restrict your personal data, object to certain processing, withdraw consent at any time, request a portable copy of your data, and complain to the Information Commissioner's Office (ICO) at ico.org.uk. Contact us using the details below to exercise any of these rights.
10. How We Protect Your Personal Data
We use secure systems and storage, password protection and access controls, staff confidentiality obligations, and secure payment processing through our third-party provider. No system can be guaranteed completely secure, but we take reasonable, proportionate steps to protect your data.
11. Cookies
Our website uses cookies. See our separate Cookie Policy for full details, including how to manage your preferences.
12. Marketing Communications
Where you have agreed to receive marketing, we may contact you about our services, offers, and relevant hearing health information. You can opt out at any time. We will still contact you about appointments, purchases, and aftercare regardless, since that is necessary to provide your care.
13. Links to Other Websites
Our website may link to other websites. We are not responsible for their privacy practices. Check their own policies.
14. Changes to This Policy
We may update this policy from time to time. Changes will be posted here with an updated date.
15. Contact Us
The Hearing Team LTD, 66 Paul Street, London, EC2A 4NA. Email: info@thehearingteam.com. Telephone: 07442 499414.