Website: https://clearwaxtoyou.com/

Last Updated: 13 November 2026

1. Introduction

At Clear Wax To You, we are committed to protecting your privacy and ensuring that your personal and medical information is handled securely, responsibly, and transparently.

This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you visit our website, contact us, book an appointment, or receive our mobile ear-care services.

We handle personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our website or contacting our team, you can learn about how your information is processed through this Privacy Policy. Where consent is legally required, we will request it separately.

2. Who We Are

Clear Wax To You provides professional mobile ear-care services, including ear examinations, ear-health consultations, and microsuction ear wax removal.

Our services are available across Northamptonshire, Milton Keynes, and surrounding service areas.

Business Name: Clear Wax To You

Website: https://clearwaxtoyou.com/

Email: clearwaxtoyou@gmail.com

Phone: +44 7778 394000

Business Address: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom

Clear Wax To You is responsible for determining how and why personal information is processed in connection with our services, acting as the data controller.

For privacy-related enquiries or requests concerning your personal information, please contact us using the details above.

3. Information We Collect

We may collect different categories of personal information depending on how you interact with our website and services.

Personal and Contact Information

This may include your full name, telephone number, email address, home or appointment address, location, and other information provided through our contact or booking forms.

Appointment and Service Information

We may collect your preferred appointment date, service requested, appointment history, booking confirmations, cancellation details, and information necessary to arrange a home visit.

Medical and Health Information

To assess your suitability for treatment and provide appropriate ear care, we may collect information relating to your ear-health concerns, symptoms, relevant medical history, previous ear procedures, medications or conditions affecting treatment, clinical observations, and treatment outcomes.

Where clinically necessary, we may also create or retain ear-canal images, examination findings, treatment records, and aftercare recommendations.

Health information is classified as special category personal data under the UK GDPR and receives additional protection.

Payment and Transaction Information

We may process information relating to payments, invoices, transaction amounts, payment methods, and outstanding balances where relevant to our services.

Website and Technical Information

When you visit our website, technical information may be collected, including your IP address, browser type, device information, pages visited, and website interaction data, depending on the technologies in use and your cookie preferences.

4. How We Collect Your Information

We collect personal information when you submit an enquiry or booking form, request a callback, communicate with us by telephone, email or WhatsApp, arrange an appointment, or receive treatment.

We may also collect relevant information directly during a consultation or clinical assessment.

In certain circumstances, information may be supplied by an authorised family member, carer, care facility, or healthcare professional involved in arranging your care.

We collect only information that is reasonably necessary for the relevant purpose.

5. How We Use Your Information

We process personal information for legitimate business and clinical purposes, including:

• Responding to enquiries and providing information about our services.

• Arranging, confirming, rescheduling, and managing appointments.

• Assessing your suitability for ear examination or microsuction treatment.

• Providing appropriate treatment, clinical advice, and aftercare.

• Maintaining accurate appointment and clinical records.

• Processing payments and maintaining financial records.

• Communicating service updates and appointment reminders.

• Responding to complaints, concerns, or requests.

• Maintaining website functionality, security, and performance.

• Meeting applicable legal, regulatory, and professional obligations.

We will not use your clinical information for unrelated marketing purposes without an appropriate lawful basis and any consent required by law.

6. Legal Basis for Processing Personal Information

Under the UK GDPR, we must have a lawful basis for processing personal information.

Depending on the purpose, we may rely on the following bases:

Performance of a Contract: Where processing is necessary to arrange appointments, provide requested services, manage bookings, or fulfil our obligations to clients.

Legal Obligation: Where we are required to maintain records, comply with tax or accounting requirements, or fulfil other legal responsibilities.

Legitimate Interests: Where processing is necessary for reasonable business administration, responding to enquiries, protecting our services, preventing misuse, and maintaining operational security, provided your rights and interests do not override those interests.

Consent: Where consent is required, including certain optional marketing communications or uses of personal information.

Special Category Health Information

Medical and health information requires an additional legal condition under Article 9 of the UK GDPR.

An applicable condition may include processing necessary for health or social care under Article 9(2)(h), where the relevant legal and professional confidentiality requirements are satisfied.

Where that condition is not available, another valid condition, such as explicit consent under Article 9(2)(a), must be established before processing.

Consent to receive a clinical procedure is distinct from consent used as a lawful basis for processing personal information.

7. Medical Records and Confidentiality

We recognise that medical and health information is particularly sensitive.

Any clinical information collected in connection with our services will be handled with appropriate confidentiality and access restrictions.

Such information may be used to assess treatment suitability, document clinical findings, maintain continuity of care, provide aftercare guidance, and address clinical or safety concerns.

Where ear-canal photographs or videos are created, they may form part of the assessment or treatment record.

We will not publish identifiable clinical images, patient photographs, testimonials, or treatment videos for promotional purposes without appropriate permission and a valid lawful basis.

Medical records will only be accessible to authorised individuals who require access for a legitimate purpose.

8. Sharing Your Personal Information

We may share personal information with trusted service providers where necessary to operate our website, manage appointments, communicate with clients, or provide services.

Depending on the systems used, these may include website hosting providers, email services, appointment booking platforms such as Setmore, payment service providers, and authorised technical support providers.

If you choose to communicate through WhatsApp, information sent through that service will also be subject to WhatsApp’s applicable privacy arrangements.

Where appropriate and legally permitted, relevant clinical information may be shared with healthcare professionals involved in your care.

We may also disclose information where required by law, regulatory obligations, court orders, or legitimate legal proceedings.

We take reasonable steps to ensure that service providers handling personal information on our behalf offer appropriate data protection safeguards.

9. Data Storage and Security

We take the protection of personal and clinical information seriously.

We use appropriate technical and organisational measures designed to protect information against unauthorised access, accidental loss, misuse, alteration, or disclosure.

These may include restricted access to records, appropriate account security, secure storage practices, and confidentiality controls.

Although we take reasonable precautions, no website, electronic communication system, or method of data storage can be guaranteed to be completely secure.

If you have concerns about the security of information you have provided to us, please contact our team.

10. How Long We Keep Your Information

We retain personal information only for as long as necessary for the purposes for which it was collected or to meet applicable legal, financial, clinical, and regulatory requirements.

Appointment enquiries and general correspondence are retained for as long as reasonably necessary to manage the enquiry, resolve related matters, and meet legitimate record-keeping needs.

Clinical and treatment records are retained according to applicable legal requirements and relevant professional record-retention guidance.

Financial and transaction records are retained for the periods required by applicable tax and accounting laws.

When personal information is no longer required, we will take appropriate steps to delete, securely dispose of, or anonymise it.

11. Cookies and Website Technologies

Our website may use cookies and similar technologies to support website functionality, maintain security, remember preferences, and understand website performance.

Cookies are small files that can be stored on your device when you visit a website.

Some technologies are strictly necessary for the operation of the website. Others, such as certain analytics or advertising technologies, may require your consent before they are activated.

Where consent is required, visitors should be given a clear opportunity to accept or reject non-essential technologies and to change their preferences.

You may also manage cookies through your browser settings.

Information about the specific cookies and services used on our website should be provided through our cookie notice or cookie preferences interface.

12. Third-Party Websites and Booking Platforms

Our website may contain links to third-party websites, booking systems, communication platforms, or external resources.

For example, where appointments are arranged through Setmore, information submitted through the booking platform may also be processed in accordance with its applicable privacy practices.

We encourage you to review the privacy policies of external services before submitting personal information.

Clear Wax To You is not responsible for the independent privacy practices of third-party websites or services outside our control.

13. International Data Transfers

Some technology providers used to support our website, communications, or booking systems may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection legislation.

Depending on the destination and provider, this may involve recognised adequacy arrangements or appropriate contractual and organisational safeguards.

You may contact us for further information about international transfers relevant to your personal information.

14. Marketing Communications

We may provide information about our services or service-related updates where permitted by law.

We distinguish essential appointment communications, such as confirmations and reminders, from promotional marketing.

Where consent is required for marketing communications, we will obtain it before sending those messages.

You may opt out of promotional communications at any time by following the instructions in the message or contacting us directly.

Opting out of marketing does not prevent us from sending necessary communications relating to appointments or services you have requested.

15. Your Data Protection Rights

Under applicable UK data protection law, you may have the following rights:

Right of Access: Request a copy of the personal information we hold about you.

Right to Rectification: Request correction of inaccurate or incomplete information.

Right to Erasure: Request deletion of personal information in circumstances where the law provides this right.

Right to Restrict Processing: Request restrictions on how your information is used in certain circumstances.

Right to Object: Object to processing based on legitimate interests and object to direct marketing at any time.

Right to Data Portability: Request the transfer of certain personal information where the legal requirements apply.

Right to Withdraw Consent: Withdraw consent where consent is the legal basis for processing. Withdrawal does not affect processing lawfully carried out before withdrawal.

Rights Relating to Automated Decisions: Exercise applicable rights concerning solely automated decisions that have legal or similarly significant effects.

Some rights are subject to legal limitations, including requirements relating to clinical records and statutory retention.

To exercise your rights, please contact clearwaxtoyou@gmail.com.

We may request information reasonably necessary to verify your identity before responding.

16. Children’s Privacy

Our ear wax removal services are generally intended for individuals aged 16 years and above, in accordance with our service guidelines.

Where an enquiry relates to someone under 16, we will handle any information provided with appropriate safeguards.

Where required, we may seek the involvement or authorisation of a parent or legal guardian.

We do not intentionally collect unnecessary personal information about children.

17. Data Protection Complaints

If you have a concern about how we collect, use, or protect your personal information, please contact us first so that we can investigate and respond.

Email: clearwaxtoyou@gmail.com

Phone: +44 7778 394000

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

ICO Website: https://ico.org.uk/

We will handle privacy complaints in accordance with applicable legal requirements.

18. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our services, website functionality, operational practices, or applicable laws.

Any revised version will be published on this page with an updated revision date.

Where a change materially affects how personal information is processed, we will provide additional information or notice where legally required.

We encourage visitors and clients to review this page periodically.

19. Contact Us

If you have questions about this Privacy Policy, how your personal information is handled, or your rights under data protection law, please contact us.

Clear Wax To You

Email: clearwaxtoyou@gmail.com

Phone: +44 7778 394000

Address: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom

Website: https://clearwaxtoyou.com/

We are committed to respecting your privacy and handling your information with care, confidentiality, and professionalism.