At Tripp Hearing, we are committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and safeguard your information when you interact with us, whether in clinic, online, or over the phone.
Who We Are
Tripp Hearing is an independent provider of hearing healthcare services across Oxfordshire.
For the purposes of data protection law, Tripp Hearing is the Data Controller of your personal data.
If you have any questions about this policy or how your data is handled, please contact us:
📧 Email: enquiries@tripphearing.co.uk
📞 Phone: 0330 175 6446
The Information We Collect
We may collect and process the following types of personal data:
Personal Information
- Name
- Address
- Email address
- Telephone number
- Date of birth
Health & Clinical Information
(Special Category Data)
- Hearing test results
- Medical history relevant to your hearing
- Ear examination findings
- Hearing aid prescriptions and settings
- Treatment notes and clinical records
Appointment & Service Information
- Appointment history
- Services received
- Products purchased
Website & Communication Data
- Enquiry form submissions
- Email or phone correspondence
- Website usage data (via cookies and analytics)
How We Use Your Information
We use your data to:
- Provide hearing assessments, treatment, and ongoing care
- Maintain accurate clinical records
- Communicate with you about appointments and services
- Process payments and manage accounts
- Improve our services and patient experience
- Send relevant information or updates (where appropriate)
Legal Basis for Processing
Under UK GDPR, we rely on the following legal bases:
For Providing Healthcare
- Performance of a contract (to deliver services you have requested)
- Provision of healthcare (processing health data is necessary for medical diagnosis and treatment)
For Administrative & Operational Purposes
- Legitimate interests (running and improving our business)
For Marketing Communications
- Consent (you can withdraw this at any time)
For Legal Obligations
- Compliance with healthcare, tax, and regulatory requirements
How We Store and Protect Your Data
We take data security seriously and use appropriate technical and organisational measures to protect your information.
Your data is stored securely using trusted systems, including clinical and practice management software. Access is restricted to authorised team members only.
We regularly review our systems and processes to ensure your data remains protected.
How Long We Keep Your Data
We retain your data only for as long as necessary:
- Clinical records: retained in line with healthcare regulations (typically up to 8 years, or longer where clinically appropriate)
- Contact and enquiry data: retained for as long as necessary to manage your relationship with us
- Marketing data: retained until you withdraw consent
Sharing Your Information
We will never sell your data.
We may share your information where necessary with:
- Healthcare professionals (e.g. GP or ENT specialists)
- Hearing aid manufacturers (for device setup and support)
- Service providers who support our systems (e.g. software providers, communication platforms)
- Regulatory or legal authorities where required
All third parties are required to respect the security of your data and process it in accordance with the law.
International Data Transfers
Some of our service providers may store or process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place to protect your data in accordance with UK GDPR.
Your Rights
You have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate information
- Request erasure of your data (where applicable)
- Restrict or object to processing
- Withdraw consent at any time (for marketing)
- Request data portability
To exercise any of these rights, please contact us using the details above.
Cookies and Website Tracking
Our website uses cookies to improve your experience and understand how visitors use our site.
Cookies may include:
- Essential cookies (required for the website to function)
- Analytics cookies (to help us improve performance)
You can manage or disable cookies through your browser settings. Where required, we will request your consent before placing non-essential cookies.
Automated Decision-Making
We do not use automated decision-making or profiling that significantly affects you.
Complaints
If you have any concerns about how we handle your data, please contact us first so we can resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
🌐 https://ico.org.uk
📞 0303 123 1113
Updates to This Policy
We may update this policy from time to time to reflect changes in our services or legal requirements. The latest version will always be available on our website.