Managing a hearing clinic can be incredibly rewarding: every day, you help patients regain quality of life through hearing aids that transform their daily experiences. But along with that satisfaction comes a major responsibility: safeguarding your patients’ health data with the utmost care.
GDPR compliance in audiology clinics (the European version of Spain’s LOPD) doesn’t have to be a headache. On the contrary: when properly organized, it brings peace of mind, builds patient confidence, and prevents any unpleasant surprises.
With increasing digitalization (electronic health records, synchronizations, secure transmissions to manufacturers…), many clinics are already taking important steps to comply effortlessly. Those doing it right also gain efficiency and stronger reputation.
In this practical article, we review the 7 most common mistakes we see in the sector (closely monitored by the Spanish Data Protection Agency – AEPD). The good news: all of them have straightforward solutions. This way, you can assess where your clinic stands and take the next step with complete confidence.
Why GDPR Is Critical in Hearing Centers
The data handled in audiology is especially sensitive: audiological tests, adaptation histories, treatments… Regulations classify it as special category data, requiring a high level of protection, explicit consent, and appropriate security measures.
In 2026, the AEPD continues paying close attention to healthcare centers using management software, sharing data with manufacturers, or engaging in tele-audiology. Proper compliance not only avoids issues—it also conveys professionalism and generates greater patient trust.
The 7 Most Common Mistakes (and How to Spot Them)
1. Generic or non-renewed consent
Consent must be specific and easy to understand. A simple “I accept everything” at the end of a form is not enough.
What to include: specific purposes, transfers to third parties, patient rights, and how to withdraw consent.
Practical tip: Renew every 2–3 years or when any major purpose changes.
2. Sharing data with manufacturers without a clear legal basis
When third parties (suppliers, brands, etc.) are involved in data processing, ensure the shared data is used only for the requested purpose.
Simple solution: Specific consent for that transfer + data processing agreement (DPA) with each provider.
3. Failing to encrypt sensitive information
A lost device or unprotected email can lead to a data breach.
4. Forgetting to appoint a DPO when required
If your clinic processes large volumes of health data (common in medium-sized centers or groups), appointing a Data Protection Officer is mandatory.
Convenient options: Outsource to a professional (affordable cost) or combine internal training with external consultancy.
5. Not reporting a breach within 72 hours
If an incident occurs (stolen laptop, unauthorized access…), assess it quickly and—if there’s risk—notify the AEPD within a maximum of 72 hours.
Handling it properly minimizes impact and demonstrates responsibility.
6. Retaining data longer than necessary
Guideline retention periods:
- Medical records: 5 years from discharge
- Billing: 6–10 years
- Consents: validity period + 3 years for legal safety
- Once the period expires, apply the right to erasure and securely delete the data.
7. Failing to review or audit periodically
The Record of Processing Activities must stay up to date. It’s wise to conduct an internal review every 12–24 months (access logs, contracts, technical measures…).
Real Fines in the Healthcare Sector
- Minor infringements: €600 – €60,000
- Serious: €60,001 – €600,000
- Very serious: up to €20 million or 4% of annual turnover
For more details on sanctions and fines imposed by the AEPD, visit the official website: www.aepd.es.
There you’ll find:
Latest Annual Report: Memoria de actuación 2024 (published May 2025)
How Audyum Helps You Comply with GDPR in Your Hearing Clinic
Audyum makes GDPR compliance straightforward, robust, and perfectly aligned with the daily realities of audiology clinics—integrating advanced security measures without adding complexity to your workflow.
🔐 Security and data protection by design
- Custom encryption of all stored information, protecting sensitive patient data from unauthorized access.
- Automatic backups, ensuring data availability and recovery in any technical incident.
- User-restricted access, so only authorized staff can view or modify data.
- Detailed action logging (traceability), allowing you to track who accessed what information and when—essential for audits or inspections.
📄 GDPR consent management
- Upload your own customized GDPR document, tailored to your clinic and sector.
- Patient signature directly in the app.
🤝 Full confidentiality and control
- Audyum never shares or sells data to third parties, ensuring complete clinical information confidentiality.
- You retain absolute control over the data at all times, significantly reducing breach risks.
Frequently asked questions
Do I need a lawyer to comply with GDPR?
Not necessarily for daily operations, but an initial and annual review by a GDPR specialist or healthcare data protection expert is highly recommended.
What if I lose a laptop containing patient data?
Notify the AEPD within 72 hours if there’s risk. Having encryption and remote lock on devices drastically reduces impact.
Can I use WhatsApp with patients?
Only with explicit consent, end-to-end encryption, and without storing conversations on clinic servers. Better to use your own channels (SMS or Audyum’s messaging module).
Want to see how Audyum automates consent signatures, encrypts information, and keeps everything fully traceable? Book your free, personalized demo today. We’ll walk you through how to stay fully covered in under 30 minutes.
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