WHO WE ARE

We are VitaEar Clinic Ltd. company number 16055930. We provide safe ear wax removal. The service is run and delivered by registered nurses with experience and training in safe and up to date information governance practices.

WHAT GUIDANCE DO WE FOLLOW TO PROTECT YOUR DATA?

If you choose our service and consent, we then generate a medical record for you. The UK GDPR is the principal legislation governing how your medical records and personal data are managed. VitaEar Ltd. comply with this legislation when protecting your personal and medical data following contact and treatment with our service. Regulation 17 under the Health and Social Care Act 2008 requires that health and care providers must securely maintain accurate, complete and detailed records for patients or service users. ISO guidance requires all client records to be authentic, reliable, integral and usable throughout their lifecycle. At VitaEar Clinic, we ensure all medical records are compliant with this guidance at all times.

WHO WE SHARE YOUR DATA WITH

If you choose our service, VitaEar Clinic Ltd. will hold your personal and medical data as required by legislation on a secure digital consultation system called Timely which complies with all UK data protection laws. This information is held for as long as is necessary, after which time we will securely delete your data following ICO guidance. Only the authorised users of Timely (the nurses providing your service) will access this information when strictly necessary, to ensure safe care delivery. We will not share your information with any other parties, unless we are legally required for medical or legal reasons. If you wish to discuss these possible reasons further, please get in contact with us.

HOW LONG WE RETAIN YOUR DATA

The NHS Records Management Code of Practice provides guidance informed by UK legislation on the length of time medical records should be stored advising a minimum of 8 years from the date of your last appointment. Therefore, VitaEar Clinic Ltd. will retain your medical data on our secure digital system for a minimum of 8 years from your last appointment, in order to comply with current UK legislation for medical record keeping.

HOW DO WE KEEP YOUR INFORMATION SAFE?

It is important to recognise that no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, and we cannot 100% guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your data. To minimise this risk, we have organisational and technical processes and procedures in place to protect your personal and medical information and use a digital consultation system with robust security.

WHAT RIGHTS YOU HAVE OVER YOUR DATA

You have a right to access the data we hold for you. You can request to receive an exported file of the personal and medical data we hold about you. You can also request that we erase personal data we hold about you. Please be aware, this does not include any data we are obliged to keep for medical legal, or security purposes.

Cancellation Terms

To allow us to offer the best service to all of our patients and keep the clinic running smoothly, we will charge a £20 cancellation fee for any appointments cancelled within 24 hours of an appointment or failure to attend on the day.