Privacy Policy
Last updated: 10 May 2026
1. Who we are
This website is operated jointly by two related companies that together run our three audiology clinics:
VIP Hearing Solutions Ltd
- Company number: 10909082
- ICO registration: ZA325015
- Registered office: 57a Wimpole Street, London, W1G 8YP
- Operates our London (Wimpole Street) and Eastcote clinics
County Hearing Care Ltd (a VIP Hearing Solutions company)
- Company number: 11270667
- ICO registration: ZA484679
- Registered office: 41 Ongar Road, Brentwood, Essex, CM15 9AU
- Operates our Brentwood clinic
In this policy, “we”, “us”, and “our” refer to whichever company is acting as data controller for your information:
- If you visit or are a patient at our London or Eastcote clinic, VIP Hearing Solutions Ltd is your data controller.
- If you visit or are a patient at our Brentwood clinic, County Hearing Care Ltd is your data controller.
- For general website use (browsing, analytics, contact form enquiries before a clinic is selected), VIP Hearing Solutions Ltd is the data controller.
Our audiologists are registered with the Health and Care Professions Council (HCPC).
For any questions about this policy or your data, email info@viphearingsolutions.co.uk — this address handles enquiries for both companies.
2. Information we collect
- Contact details: name, email, phone, address
- Health data (special category): hearing test results, audiograms, medical history, hearing aid fitting data, tinnitus assessments
- Appointment data: dates, clinic location, services received
- Payment data: processed by our payment provider; we don’t store full card details
- Website data: IP address, browser type, pages visited (only if you accept non-essential cookies)
3. How we use your data and our legal basis
| Purpose | Lawful basis (Art. 6) | Health data basis (Art. 9) |
|---|---|---|
| Delivering audiology services and treatment | Contract | Provision of health care (9(2)(h)) |
| Maintaining clinical records | Legal obligation | Provision of health care (9(2)(h)) |
| Booking appointments and communication | Contract | N/A |
| Processing payments | Contract | N/A |
| Marketing emails | Consent | N/A |
| Responding to website enquiries | Legitimate interests | N/A |
| Website analytics | Consent | N/A |
| Complying with legal/regulatory obligations | Legal obligation | N/A |
4. Who we share your data with
We don’t sell your data. VIP Hearing Solutions Ltd and County Hearing Care Ltd may share your data with each other where necessary for the operation of the group (for example, if you transfer between clinics). Otherwise, we share it only with:
- Hearing aid manufacturers (Phonak, Oticon, Starkey, Widex, ReSound, Signia, Unitron) for fitting, warranty, and remote support
- Payment processors to take payment
- Your GP, ENT consultant, or NHS where clinically relevant, with your consent
- Our practice management software provider under a written data processing agreement
- Regulators (HCPC, ICO, HMRC) where legally required
- Our insurers and legal advisers if needed to defend a claim
5. International transfers
Some service providers (Google Analytics, Google Maps, Google reCAPTCHA) transfer data to the United States. We rely on the UK International Data Transfer Addendum or equivalent UK Government-approved safeguards.
6. How long we keep your data
| Data type | Retention period |
|---|---|
| Clinical records | 7 years from your last appointment |
| Appointment and contact data | 7 years from your last appointment |
| Financial and tax records | 6 years plus the current tax year |
| Marketing contact data | Until you unsubscribe, or 2 years from last engagement |
| Website analytics | 14 months |
| Enquiry forms (no appointment booked) | 12 months |
After these periods, data is securely deleted or anonymised.
7. How we protect your data
We use encrypted storage, restricted staff access, secure clinical software, and password-protected systems. All staff receive data protection training.
8. Your rights
Under UK GDPR you have the right to:
- Access the data we hold about you
- Correct inaccurate data
- Delete your data (subject to legal retention requirements)
- Restrict how we process your data
- Object to processing, including for marketing
- Withdraw consent at any time where we rely on consent
- Data portability — receive your data in a portable format
- Lodge a complaint with the Information Commissioner’s Office at ico.org.uk or 0303 123 1113
To exercise any right, email info@viphearingsolutions.co.uk. We’ll respond within one month. You can direct your request to either company; we’ll route it to whichever holds your data.
9. Cookies
Our website uses cookies. See our Cookie Policy for details and to manage your preferences. You can change your cookie choices at any time via the “Cookie Settings” link in the footer.
10. Third-party links
Our website may link to other sites. We’re not responsible for their privacy practices.
11. Updates
We may update this policy from time to time. The “last updated” date at the top will show when it was last revised.
12. Contact us
VIP Hearing Solutions Ltd 57a Wimpole Street, London, W1G 8YP Email: info@viphearingsolutions.co.uk Phone: 020 3075 3190
County Hearing Care Ltd 41 Ongar Road, Brentwood, Essex, CM15 9AU Email: brentwood@viphearingsolutions.co.uk Phone: 020 3075 3190
