Privacy Policy

1. Who we are

Earwax Clinic Wembley ("we", "us", "our") is a private earwax removal clinic based at Room 5, Liberty Centre, London, HA0 1TX. We are committed to protecting and respecting your privacy. This policy explains how we collect, use, and safeguard your personal information when you use our website or book an appointment with us.

2. Information we collect

We may collect the following personal information:

• Name, phone number, and email address when you book an appointment or contact us
• Basic health information relevant to your treatment (e.g. ear history, hearing aids)
• Technical data such as IP address and browser type when you visit our website

3. How we use your information

We use your personal information to:

• Book and manage your appointments
• Provide safe and appropriate clinical treatment
• Send appointment reminders and follow-up communications
• Respond to enquiries you send us
• Comply with our legal and regulatory obligations

4. Legal basis for processing

We process your data on the basis of your consent, the performance of a contract (your appointment), and our legitimate interests in running a safe clinical service. Health data is processed under Article 9(2)(h) of the UK GDPR for the purposes of preventive or occupational medicine and the provision of health care.

5. Sharing your information

We do not sell or rent your personal data. We may share it with third-party service providers (such as our booking platform) solely to operate our service. All third parties are required to handle your data securely and in accordance with UK data protection law.

6. Data retention

We retain clinical records for a minimum of 8 years in line with NHS and private healthcare guidance. Contact and booking data is retained for as long as necessary to fulfil the purpose for which it was collected, after which it is securely deleted.

7. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request erasure of your data (where legally permitted)
• Object to or restrict processing
• Withdraw consent at any time
• Lodge a complaint with the ICO at ico.org.uk

To exercise any of these rights, please contact us at [email protected].

8. Cookies

Our website may use essential cookies to ensure it functions correctly. We do not use tracking or advertising cookies. You can control cookies through your browser settings.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be available on this page with the date it was last updated.

10. Contact us

If you have any questions about this privacy policy, please contact us:
Email: [email protected]
Phone: 07425 803022
Address: Room 5, Liberty Centre, London, HA0 1TX

Treatment

At Ear Wax Clinic, patient safety is our highest priority. Our clinicians will always use the safest and most appropriate method of ear wax removal based on your individual circumstances.

Treatment may include microsuction, manual instrumentation and, where clinically appropriate, low-pressure irrigation.

Whilst every effort is made to remove ear wax during your appointment, no healthcare professional can guarantee complete removal in a single visit. The amount, consistency and position of ear wax varies between patients and, in some cases, additional treatment is the safest clinical option.

Appointment Fees

Your appointment fee covers:

• Clinical assessment and medical history review.
• Examination of both ears where appropriate.
• Otoscopy and/or video otoscopy.
• Ear wax removal treatment using clinically appropriate techniques.
• Advice regarding your ear health and aftercare.

The appointment fee is payable regardless of whether complete ear wax removal is achieved during the initial appointment.

This is because the consultation, examination, professional assessment and treatment attempt have been provided.

Free Follow-Up Appointments

If we are unable to safely remove all of the ear wax during your appointment, we will arrange a follow-up appointment free of charge.

Additional appointments may be required where:

• The wax is heavily impacted or extremely hard.
• Further olive oil or ear drops are required to soften the wax.
• Continuing treatment during the same appointment would not be clinically appropriate.
• Additional treatment is required to safely complete the procedure.

Unlike many providers, Ear Wax Clinic will provide multiple follow-up appointments where clinically necessary, at no additional treatment cost, provided they relate to the same episode of treatment and are attended within the timeframe recommended by your clinician.

Our priority is always to remove ear wax safely rather than quickly.

Please note: if a patient declines the offer of a follow-up appointment, or fails to attend a scheduled follow-up appointment, the original appointment fee remains non-refundable. The offer of a free follow-up is provided as a clinical courtesy and does not affect the terms of the original appointment fee.

Treatment Risks

Ear wax removal is generally a very safe procedure when carried out by appropriately trained clinicians. However, as with any medical procedure, complications can occasionally occur.

Potential risks include, but are not limited to:

• Incomplete removal of ear wax requiring one or more follow-up appointments.
• Temporary discomfort during or after treatment.
• Minor bleeding.
• Temporary dizziness or light-headedness.
• Temporary coughing caused by stimulation of the ear canal.
• Ringing in the ears (tinnitus), which may be temporary or, in rare cases, persistent.
• Infection.
• Perforation of the ear drum.
• Temporary or permanent changes in hearing.

These complications are uncommon, and every reasonable step is taken to minimise risk.

Patient Responsibilities

To help us provide treatment safely, patients agree to:

• Provide accurate and complete medical history.
• Inform the clinician of any previous ear surgery, ear drum perforation, infections or other relevant medical conditions.
• Inform us of any changes to their health before treatment.
• Follow any advice provided before the appointment, including the use of olive oil or other ear drops where recommended.
• Remain as still as reasonably possible during treatment, as sudden movement may increase the risk of injury to the ear canal or ear drum.

Failure to provide accurate information or follow clinical advice may increase the risks associated with treatment.

Clinical Decisions

Our clinicians will always act in the patient's best interests.

Treatment may be stopped at any time if the clinician believes that continuing would be unsafe or could increase the risk of injury.

Where appropriate, you may be advised to continue using ear drops before returning for further treatment or be referred to your GP or another healthcare professional.

Photography and Clinical Records

During your appointment, photographs or videos of your ear canal may be taken using our clinical equipment.

These images form part of your clinical record and may be used:

• To assist with your assessment and treatment.
• To monitor progress during follow-up appointments.
• To provide information to your GP or another healthcare professional where clinically appropriate.
• For clinical governance, quality assurance or professional clinical review where necessary.

Images or videos will only be used for marketing, promotional material, social media or advertising where you have provided your separate, explicit consent.

Refund Policy

As your appointment includes a professional consultation, clinical assessment and treatment attempt, refunds are not available solely because complete ear wax removal could not be achieved during the initial appointment.

Where additional treatment is clinically required, free follow-up appointments will be provided in accordance with this policy.

Cancellation and Late Attendance

If you need to cancel or rearrange your appointment, please provide as much notice as possible.

Failure to attend your appointment or repeated late cancellations may result in the loss of your appointment and any applicable booking fee in accordance with our booking policy.

Patients arriving significantly late may need to be rescheduled if there is insufficient time to safely complete treatment.

Limitation of Liability

Whilst Ear Wax Clinic takes every reasonable precaution to provide safe and professional treatment, no medical procedure is entirely without risk.

Nothing within these Terms and Conditions excludes or limits any liability that cannot legally be excluded under the laws of England and Wales.

Acceptance

By booking and attending an appointment with Ear Wax Clinic, you confirm that:

• You have read and understood these Terms and Conditions.
• You understand the benefits, limitations and potential risks associated with ear wax removal.
• You consent to treatment using clinically appropriate techniques.
• You agree to the appointment fee and follow-up policy set out above.