Clear Ears provides a healthcare service. To do this we must keep records about you, your health and the care we have provided or plan to provide.

This Privacy Notice explains how we use any personal information that we collect about you when you use our service and what your rights are.

What information do we collect about you?

The information we hold about you is either computerised (an Electronic Patient Record) or a paper record. Your record may include:

• Basic details about you, name, address, date of birth, contact numbers
• Contact we have had with you
• Notes and reports about your health, treatment and care
• Relevant information from those who have provided your care

It is essential that your details are accurate and up to date. Always check that your personal details are correct when you visit us and please inform us of any changes to your contact details.

How will we use information about you?

Your information is used by Clear Ears to ensure you receive the best possible care and treatment. We may also use records about you to:

• Check the quality of care provided
• Investigate any incidents or complaints

Who do we share your information with?

In certain situations, we may share your information with other organisations involved in your care or where we have to by law. These organisations may include:

• Your GP
• NHS Trusts or organisations involved in your care
• Other professionals that are involved in your care
• Social Care Services / Local Authorities

Where information sharing is required with third parties, Clear Ears will not disclose any health information without your explicit consent unless:

• a court order has been served on us
• we need to assist the police in the prevention and detection of crime
• there is a need to protect children and vulnerable adults
• the law requires it

Your consent

You have the right to say how and with whom we share your personal healthcare information.

Keeping your Information safe

Clear Ears takes our duty to protect your personal information and confidentiality very seriously and take all reasonable steps to keep your information safe. This includes making sure security is in place and managing who can access the information. Any paper records are securely stored in locked cabinets and locked rooms which restricted access.

How long we’ll keep your information

Clear Ears will keep your information for as long as you receive our healthcare services and we will store this information for a period in case you return to our services or request information about yourself.

Your rights

You have several rights relating to your information. When accessing information about yourself, you have a right:

• to be informed about what personal information we hold about you
• to access this information
• to know who your information has been shared with
• to know how long we will store your data
• to ask us to update incomplete or inaccurate details
• to be forgotten (and erase your personal information if there is no valid reason why we need to keep it.)
• to restrict your information being processed
• to object to your information being used

A request can be given verbally or in writing and is free of charge.  You will need to provide identification. 

If you have any concerns about how we handle your information, you have a right to complain to the Information Commissioners Office. (www.ico.org.uk or call the ICO helpline on 0303 123 1113).