July 2026

At Highlands and Islands Ear Care, we are committed to protecting your privacy and handling your personal information with care, confidentiality and respect. This Privacy Policy explains what information we collect, why we collect it, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Highlands and Islands Ear Care is registered with the Information Commissioner’s Office (ICO) under registration number ZC145318 and complies with all applicable UK data protection legislation.

· Full name

· Address

· Telephone number

· Email address

· Date of birth

· GP details

· Relevant medical history

· Information relating to your ear health and treatment

· Clinical notes and treatment records

· Photographs or videos of your ears (with your consent)

· Appointment history

· Payment information (processed securely through Timely)

We collect your personal information to:

· Assess your suitability for treatment.

· Provide safe and appropriate ear care.

· Maintain accurate clinical records.

· Contact you regarding appointments or follow-up care.

· Respond to your enquiries.

· Meet our legal, professional and insurance obligations.

· Improve our services.

We only process your information where we have a lawful basis to do so under UK GDPR.

We use Timelyas our secure practice management system to manage appointments, maintain clinical records and process payments. Timely stores your information securely and processes your data in accordance with UK data protection legislation and its own privacy and security policies.

Payment card information is processed securely through Timely’s authorised payment providers. Highlands and Islands Ear Care does not store your full card details.

During your appointment, photographs or videos of your ear canal may be taken to help assess your condition, explain our findings and record your treatment.

These images form part of your clinical record.

We will only use photographs or videos for marketing, educational purposes or social media where you have given your explicit written consent. You are free to withdraw this consent at any time without affecting your treatment.

Our website is hosted by 123 Reg and may use cookies to help it function correctly, improve your browsing experience and provide anonymous information about how visitors use the site.

Cookies are small text files stored on your device. They do not give us access to your computer or any personal information unless you choose to provide it.

Where required, you will be given the option to accept or manage non-essential cookies when visiting our website. You can also control or delete cookies at any time through your web browser settings.

Your personal information is treated as confidential.

We will only share your information when:

· You have given your consent.

· It is necessary for your ongoing healthcare (for example, with your GP or another healthcare professional).

· We are required to do so by law.

· It is necessary for insurance or legal purposes in relation to a claim.

We never sell or rent your personal information to third parties.

Your information is stored securely using appropriate physical, electronic and administrative safeguards to protect it against unauthorised access, loss, misuse or disclosure.

Access to your information is limited to authorised persons who require it to provide your care or fulfil legal obligations.

Clinical records are retained in accordance with current legal, professional and insurance requirements.

When records are no longer required, they will be securely destroyed or permanently deleted.

Under UK data protection law you have the right to:

· Request access to the personal information we hold about you.

· Request correction of inaccurate or incomplete information.

· Request deletion of your information where appropriate.

· Restrict or object to certain types of processing.

· Withdraw consent where consent is the lawful basis.

· Request a copy of your personal information in a portable format where applicable.

If you have any questions about this Privacy Policy or how your personal information is handled, please contact:

Highlands and Islands Ear Care

Email: info@hiearcare.co.uk

Telephone: 07756 939830

If you are not satisfied with how your personal information has been handled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

This Privacy Policy may be reviewed and updated periodically to reflect changes in legislation or the services we provide.