Privacy Policy

Last updated: 01/11/2025

Welcome to Ultrasound Centre, registered in England & Wales. We value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard your data in line with UK GDPR, the Data Protection Act 2018, and Care Quality Commission (CQC) requirements.

1. Controller & Contact Details

Clinic name: Ultrasound Centre
Address: 43 George Street, First Floor, Croydon CR0 1LB
Email: care@ultrasoundcentre.co.uk
Website: www.ultrasoundcentre.co.uk

We are the data controller for your personal data. If you have any questions about how we handle your information, please contact us using the details above.

2. What Information We Collect

We collect personal data necessary to provide our ultrasound and diagnostic services, including:
– Full name, date of birth, address, contact number, and email address
– Appointment details, scan type, and relevant medical or health information
– Payment and billing details (processed securely through approved providers)
– Ultrasound scan images, reports, and communication records
– Feedback, reviews, and voluntary information you provide
– Website usage data, such as IP address, browser type, and cookies
– Emergency contact or next of kin details (if provided)

3. How and Why We Use Your Data

We use your data to:
– Book, perform, and report your ultrasound scans
– Communicate about appointments, results, or rescheduling
– Process payments and maintain financial records
– Maintain clinical and administrative records in compliance with healthcare regulations
– Monitor quality, safety, and performance of our services
– Improve our website and patient experience
– With your consent, send you updates, offers, or promotional information (you may opt out anytime)

4. Lawful Basis for Processing

We process your data based on one or more of the following lawful bases:
– Contract: To deliver the ultrasound service you have requested
– Legal obligation: To comply with healthcare record retention laws
– Legitimate interests: For quality assurance and service improvement
– Consent: For optional marketing and communications
– Vital interests: Where information may be needed to protect your health or safety

5. Special Category (Health) Data

We collect and process health-related data to provide safe and effective diagnostic services. This includes information about your pregnancy, scan results, and relevant medical history. We process this data under Article 9(2)(h) of UK GDPR (provision of healthcare) and, where applicable, your explicit consent.

6. Who We Share Your Data With

We may share your data with:
– Your GP, midwife, or healthcare provider where necessary for continuity of care
– IT, software, and cloud storage providers under GDPR-compliant agreements
– Payment processors for secure billing
– Regulators or legal authorities when required by law

We do not sell or rent your personal information. Any third-party data processors we use must sign data processing agreements and comply fully with UK GDPR.

7. Data Retention

We retain personal and clinical data for as long as necessary to fulfil the purpose of collection and meet our legal and regulatory obligations:
– Scan images and clinical records: Retained for a minimum of 8 years in line with NHS and CQC clinical governance standards
– Financial records: Kept for at least 6 years to meet HMRC requirements
– Marketing data: Retained until you withdraw consent
After the retention period, all data is securely deleted or anonymised.

8. Security Measures

We take appropriate technical and organisational measures to protect your data, including:
– Encryption of stored and transmitted information
– Role-based access controls and secure user authentication
– Regular data protection audits and staff training
– Secure disposal of records in accordance with NHS standards

9. International Data Transfers

If your data is transferred or stored outside the UK/EEA (for example, by a cloud service provider), we ensure that appropriate safeguards such as Standard Contractual Clauses (SCCs) are in place to protect your information.

10. Cookies & Website Usage

We use cookies to enhance your browsing experience and collect anonymised statistics. Cookies help us understand which pages are most useful to visitors. You may choose to disable cookies through your browser settings, but this may affect site functionality. See our separate Cookies Policy for more details.

11. Your Rights

Under UK data protection law, you have the right to:
– Access the personal data we hold about you
– Request correction of inaccurate or incomplete data
– Request deletion of your data (where legally permissible)
– Restrict or object to data processing
– Request data portability in certain cases
– Withdraw consent for marketing or non-essential processing at any time

To exercise your rights, contact care@ultrasoundcentre.co.uk. We will respond within one calendar month.

12. Complaints

If you have concerns about how we use your data, please contact us first so we can resolve the issue. If you remain dissatisfied, you may contact the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Website: www.ico.org.uk

13. Policy Updates & Review

We review this Privacy Policy at least once per year or whenever there are significant changes in our operations or legal obligations. Any updates will be published on our website with the revised date displayed at the top.