Privacy Policy
Information
We Collect
Data Security
Cookies & Tracking
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At Ross and Jamieson Hearing Consultants we are committed to protecting your privacy and handling your personal data in a transparent and responsible manner. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://rossandjamiesonhearing.co.uk/ contact us for services such as hearing tests, ear wax removal, or hearing aids, or engage with our business in other ways.
We operate as a data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. If you have any questions about this policy or our data practices, please contact us at info@rossandjamiesonhearing.co.uk or by post at our registered address: 248 Queensferry Rd, Edinburgh EH4 2BR, United Kingdom.
1. Information We Collect
We collect personal data to provide high-quality hearing care services tailored to your needs. The types of information we may collect include:
- Contact Information: Your full name, email address, phone number, and postal address (e.g., when booking an appointment or inquiring about services).
- Health and Medical Information: Details about your hearing health, such as results from hearing tests, medical history related to hearing loss, or preferences for hearing aids. This is classified as “special category data” under UK GDPR.
- Payment Information: Billing details, including card type, expiry date, and last four digits of your card (we do not store full card numbers).
- Website Usage Data: IP address, browser type, device information, pages visited, and time spent on the site (collected via cookies or analytics tools).
- Communication Data: Information you provide in emails, phone calls, or online forms, such as appointment preferences or feedback.
We do not collect sensitive personal data unrelated to our services, such as racial or ethnic origin, unless it is voluntarily provided and relevant to your care.
2. How We Collect Your Information
We collect data in the following ways:
- Directly from You: When you fill out contact forms, book appointments via phone or email, complete a hearing test, or purchase hearing aids.
- Automatically: Through cookies and similar technologies when you browse the Website (see Section 10 for details).
- From Third Parties: Occasionally from referral sources (e.g., your GP) with your consent, or from analytics providers like Google Analytics to understand site performance.
3. How We Use Your Information
We use your personal data for legitimate business purposes, including:
- Providing and improving our services, such as scheduling appointments, conducting hearing assessments, and fitting hearing aids.
- Communicating with you about your appointments, service updates, or follow-up care.
- Processing payments and managing billing.
- Enhancing Website functionality and user experience through analytics.
- Complying with legal obligations, such as health and safety regulations or tax requirements.
- Sending marketing communications (e.g., newsletters on hearing health tips), but only with your explicit consent, which you can withdraw at any time.
We will never use your data for automated decision-making that significantly affects you without your consent.
4. Legal Basis for Processing
Under UK GDPR, we process your data based on:
- Consent: For marketing emails or optional features.
- Contract: To fulfill services like hearing tests or aid fittings.
- Legal Obligation: For record-keeping required by healthcare regulations.
- Legitimate Interests: For Website analytics, fraud prevention, or improving service quality (balanced against your rights).
For special category data (e.g., health information), we rely on explicit consent or the provision of health/social care services.
5. Sharing Your Information
We do not sell your personal data. We may share it with trusted third parties, including:
- Service Providers: Hearing aid manufacturers, payment processors (e.g., Stripe), or IT support for secure data handling.
- Healthcare Partners: Your GP or other clinicians, only with your consent and as necessary for your care.
- Legal Authorities: If required by law, such as for public health reporting.
- Analytics Tools: Anonymised data with providers like Google for Website insights.
All third parties are bound by data protection agreements ensuring confidentiality.
6. Data Retention
We keep your data only as long as necessary:
- Contact and appointment data: Up to 7 years for legal and auditing purposes.
- Health records: As required by UK healthcare guidelines (typically 8 years post-treatment, or longer for minors).
- Marketing data: Until you withdraw consent.
- Website analytics: Anonymised data retained for up to 26 months.
After this period, we securely delete or anonymise your information.
7. Your Rights
You have rights under UK GDPR regarding your data. You can:
- Access: Request a copy of your data.
- Rectify: Correct inaccurate information.
- Erase: Request deletion (subject to legal exceptions).
- Restrict: Limit processing in certain cases.
- Object: Oppose processing based on legitimate interests.
- Portability: Receive your data in a structured format.
- Withdraw Consent: At any time, without affecting prior processing.
To exercise these rights, email info@rossandjamiesonhearing.co.uk. We respond within one month and verify your identity for security.
You also have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.
8. Data Security
We implement robust measures to protect your data, including:
- Encryption for data in transit and at rest.
- Access controls and regular security audits.
- Staff training on data protection.
While we strive for utmost security, no system is infallible. In case of a data breach, we will notify affected individuals and the ICO as required.
9. International Data Transfers
Our operations are UK-based, and we do not routinely transfer data outside the UK/EEA. If we do (e.g., for cloud storage), we use safeguards like Standard Contractual Clauses to ensure equivalent protection.
10. Cookies and Tracking Technologies
The Website uses cookies to enhance your experience:
- Essential Cookies: Necessary for site functionality (e.g., session management).
- Analytics Cookies: Track usage patterns (e.g., Google Analytics).
- Marketing Cookies: Personalise content (if you opt-in).
You can manage preferences via your browser settings or our cookie banner.
11. Children's Privacy
Our services are not directed at children under 16. We do not knowingly collect data from minors without parental consent. If we discover such data, we will delete it promptly.
12. Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or laws. We will notify you via email or Website notice for significant updates. Continued use of our services after changes constitutes acceptance.
Thank you for trusting Ross and Jamieson Hearing Consultants with your hearing health and personal data. We value your privacy and are here to assist.
