Privacy Policy

The Sound Doctor Ltd

Last updated: January 2026

The Sound Doctor is committed to protecting your privacy and handling personal data in a transparent, lawful and responsible way. This Privacy Policy explains what information we collect, how we use it, and your rights under data protection law.

1. Who we are

The Sound Doctor provides film-based health education and learning resources for the public, healthcare organisations, educational settings and other partners.

For the purposes of UK data protection law, The Sound Doctor is the data controller of any personal data collected through this website.

If you have any questions about this policy or how we use your data, you can contact us at:
info@thesounddoctor.org

What data we collect

a) Personal data you choose to give us

We only collect personal data when you actively provide it to us.

This may include:

• your name
• your email address
• your phone number

This happens, for example, when you:

• complete a “contact us” form
• email or call us directly

We do not collect personal data simply because you view our films or access our content.

Usage and access data (non-identifiable)

When you access our films or courses via a link provided by a GP practice, NHS organisation, school or other group, we may collect non-identifiable usage information, such as:

• which organisation, practice or area the link relates to
• which films or courses are accessed
• date and time of access

This data does not identify you as an individual.
We do not collect:

• names of patients or learners
• NHS numbers
• medical records
• individual viewing histories linked to a person

This information is used solely to:

• understand how content is being accessed
• support reporting to partner organisations
• improve our services

Technical data

Like most websites, we may automatically collect limited technical information, such as:

• IP address
• browser type
• device type

This information is used for:

• security
• website performance
• basic analytics

It is not used to identify individuals.

What we do not collect

To be clear, The Sound Doctor does not:

• hold patient records
• store clinical or medical data
• track individual users across sessions
• use content access to identify or profile individuals

Our content is designed to be accessed without logging in, precisely to minimise data collection.

How we use personal data

We use personal data only where we have a lawful basis to do so, including:

• responding to enquiries
• communicating with people who contact us
• providing information you have requested
• managing professional or organisational relationships

We do not use personal data for:

• marketing without consent
• selling or sharing with third parties for commercial purposes

Lawful basis for processing

Under UK GDPR, our lawful bases include:

• Consent – where you have chosen to contact us and provide your details
• Legitimate interests – where we process minimal usage data to understand how our services are accessed and to improve them

We always aim to use the least intrusive data necessary.

How long we keep data

• Contact details are kept only for as long as necessary to deal with the enquiry or maintain an ongoing professional relationship.
• Usage data is retained in aggregated or anonymised form for reporting and evaluation purposes.

We regularly review data to ensure it is not kept longer than necessary.

Sharing data with others

We do not sell personal data.

We may share limited information:

• with trusted service providers (for example, website hosting or analytics platforms), where necessary
• where required by law

Any third parties we use are required to handle data securely and in accordance with data protection legislation.

Data security

We take appropriate technical and organisational measures to protect data against:

• unauthorised access
• loss
• misuse

Access to personal data is limited to those who need it for legitimate purposes.

Risk Management

At The Sound Doctor, our risk management policy is designed to identify, assess, and mitigate potential risks that could impact our ability to deliver high-quality health education resources. We are committed to maintaining the highest standards of operational integrity and ensuring the safety and effectiveness of our educational materials. Our risk management framework encompasses regular reviews and updates to our content to ensure accuracy, compliance with relevant regulations, and alignment with the latest healthcare guidelines. We engage with medical experts to validate our information, employ rigorous data security measures to protect user privacy, and conduct thorough assessments of our delivery platforms to ensure accessibility and reliability.

Your rights

Under UK GDPR, you have the right to:

• access the personal data we hold about you
• request correction of inaccurate data
• request deletion of your data
• object to or restrict certain processing
• withdraw consent (where consent is the lawful basis)

To exercise these rights, contact us at:
info@thesounddoctor.org

You also have the right to complain to the Information Commissioner’s Office (ICO):
https://www.ico.org.uk

External links

Our website may contain links to third-party websites or platforms. We are not responsible for the privacy practices of those sites, and we encourage you to review their privacy policies separately.

Changes to this policy

We may update this Privacy Policy from time to time.
The most recent version will always be available on our website, and the “last updated” date will be revised accordingly.

This Privacy Policy should be read alongside our Terms and Conditions

The Sound Doctor cookie usage

Cookie	Description	Type
__utma	Google Analytics – Unique ID representing you	Persistent for 2 years
__utmb	Google Analytics – Timestamp of the exact moment in time when you enter our website	Persistent for 2 years
__utmc	Google Analytics – Timestamp of the exact moment in time when you enter our website	Session
__utmz	Google Analytics – Stores the referral type for how you found our website (direct, search result, ad link)	Persistent for 6 months
textSize	The Sound Doctor – stores the size of the text on the site to allow users to view content at their preferred size	Session
sessions	The Sound Doctor – enables login functionality	Persistent for upto 1 month

You can manage cookies through your web browser settings.

The Sound Doctor videos are hosted externally with Vimeo and their cookie policy can be viewed here.