Booking privacy
In plain English
We collect your contact details, visit address, time and booking status to arrange your home visit. With your explicit consent, we also save your age category, ear-symptom answer and consultation answers for James to review securely. We send confirmation, change, cancellation and reminder messages. We do not send clinical answers to advertising services. Keep your private booking link safe.
Who is responsible
HEALTH CARE SERVICES LTD, trading as Earwax Removal Expert. Contact earwaxremovalexpert.office@gmail.com or 07459 682601.
What we save and why
Name, email, telephone, full visit address, postcode, chosen time, agreed price, reference and booking status are used to arrange your visit. Road distance is calculated from postcode coordinates. Postcodes.io receives the postcode; FOSSGIS receives route coordinates. The consultation form can include health answers and a parent or guardian’s name and agreement for a child’s visit. These are saved server-side with your explicit consent and are available to James in secure administration. A booking confirmation does not mean the consultation form is complete or that treatment is suitable.
Booking administration uses steps towards providing a service (UK GDPR Article 6(1)(b)). Health information uses explicit consent (Article 9(2)(a)). Consent to treatment is separate. We record agreement wording, version, date and withdrawal. You can phone instead of using the online form.
Booking messages
Confirmation is sent after your booking is saved. Change and cancellation messages follow the action you take. For new bookings, visit reminders are scheduled for 18:00 the day before (only when booked at least 24 hours ahead), and the morning of the visit or two hours before a same-day appointment. An incomplete consultation-form reminder is scheduled 24 hours before the visit where time allows. Older bookings may retain the one-hour reminder previously agreed. The six-week check-in is optional and follows a completed visit only if you opted in. Each message type is deduplicated; provider acceptance does not guarantee inbox or handset delivery.
Booking SMS is enabled alongside email. Your phone number and minimal scheduling message are processed by Commify UK Limited trading as Esendex. Clinical answers are not included in texts; James reviews them securely.
Contact and address entries in an unfinished booking are saved as you type and deleted after 30 days. Health answers are not saved in that draft. An optional unticked checkbox gives permission for one reminder by email and text after five minutes of inactivity using whichever valid email address or mobile number you entered. Further editing or confirmation cancels a waiting reminder where it has not already been sent. Resume links refill saved details; availability and price are checked again. You can untick the permission or contact us to stop it. An optional review invitation by email and text is sent 24 hours after a visit is marked completed, only with recorded permission. Texts are sent on the next scheduled processing run after they become due. A separate preferences link allows opting out after your booking-management link has expired.
Who processes information
OpenAI Sites hosts the website using Cloudflare infrastructure. Stripe processes cancellation payments, receiving the amount and a booking/payment reference rather than consultation answers or visit address. Card details are entered on Stripe’s hosted page, not saved on this website. Signed payment notifications update our payment record. Resend processes booking emails; Google Gmail stores business correspondence. The business’s authorised administrator can access saved bookings. Your private booking link can show, move or cancel the booking and open the consultation form; it expires 24 hours after the visit. Do not share it.
Resend stores message content and delivery logs in the United States. Its data-processing terms provide transfer safeguards. Read OpenAI’s Sites data-processing terms and Google’s privacy policy for their processing and relevant transfer arrangements. Provider logs and backups follow provider retention schedules; deletion from the booking website does not immediately remove every provider backup.
Retention and your choices
Ordinary closed enquiries and cancelled bookings where no care or clinical advice was provided are reviewed for deletion after 30 days. Clinical, payment and unresolved complaint records may need longer retention under their separate purposes and applicable requirements. Related mailbox messages require separate deletion. Do not enter health information into contact or address fields.
You can withdraw health-data consent using your booking link or by contacting us. Withdrawal stops further booking messages and cancels a future online booking; it does not undo past processing or automatically delete legally necessary records. Contact us about access, correction, deletion, restriction or other applicable rights. We normally respond within one calendar month, subject to lawful exceptions and identity checks. You may complain to the ICO.
Cookies and advertising
Optional Google Analytics and Ads measurement is off until you allow it. Public marketing pages can report technical visit and event information, including IP address and device/browser details. With permission, an ad click reference can be retained for up to 90 days and reported with a confirmed booking’s time. A separate optional unticked choice is required before reporting a verified paid visit’s click reference, payment time and amount excluding tips. This may reveal that you paid for ear care. Names, contact details, addresses, health answers, card details and private links are not sent to Ads. Private administration, management, consultation and rehearsal pages have no added measurement tags. Advertising personalisation and enhanced conversions are disabled.
Use Cookie settings to change browser measurement consent, or the booking page’s advertising-measurement withdrawal control to stop future booking reports without cancelling your visit. Withdrawal cannot undo Google’s previous processing. Essential hosting and security mechanisms may still apply. Read visit terms and the cancellation policy.
Updated 26 October 2026.