Our Privacy Promise

Our Privacy Policy

This Privacy Policy forms part of your Terms and Conditions and your contract with us for the booking and arrangement of your chosen service.

This privacy policy explains what personal data we collect about you, how and why we use it, who we disclose it to, and how we protect your privacy.

 

1.Responsiblity for your data

Our Privacy Policy applies to the personal data NW Ultrasound Services Ltd collects and uses.

References in this Privacy Policy to “Instascan4dbaby”, “we”, “us”,  and “our” mean NW Ultrasound Services Limited (a company registered in England and Wales with registration no 07970842 and registered office at 28 Eaton Avenue Matrix Office Park, Buckshaw village, Chorley, Lancashire PR7 7NA ). We control the ways your personal data is collected and the purposes for which your personal data is used and we are the “data controller” for the purposes of the UK Data Protection Act 2018 and other relevant European data protection legislation.

Personal data we collect about you

When using the term “personal data” in our Privacy Policy, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold. Your personal data may include for example your name, your contact details, information relating to your pregnancy (e.g. your EDD, previous pregnancy history) or information on how you use our Websites or you interact with us.

We collect personal data from you, for example when you book an appointment with us, use our Websites, use our services or contact us. If you book an appointment on behalf of someone else, you must have their consent to use their personal information.

For more information on the parties who may share your personal data with us, please see section 7 below.

Categories of data we collect

We may collect and process the following categories of information about you:

1. Your name and surname and your contact details (email address, telephone number, address, date of birth)
   1. When you book an appointment.
   2. When you send us your images for enhancement (e.g. 8K)
2. Information about your pregnancy and pregnancy history
   1. This may include your EDD, information relating to your current pregnancy, information relating to previous pregnancies, your general health (as would be relevant to your pregnancy), your preferred hospital and the contact details of your GP/Midwife
3. Information about your transaction including your payment card details
   1. When you pay for your chosen services in one of our clinics
   2. Payments made through our website are processed through a secure payment portal operated by a third party. We do not receive any information on your payment card.
4. The communications you exchange with us (for example, your emails, letters, calls, or your messages on our online chat service)
   1. When you contact us or are contacted by us
5. Your feedback
   1. When you reply to our requests for feedback
6. Anonymised Information about how you use our website, such as your searches for services, clinic location.

Sensitive personal data

In the course of providing services to you, we may collect information that could reveal your racial or ethnic origin, physical or mental health. Such information is considered “sensitive personal data” under the UK Data Protection Act 2018 and other data protection laws. We only collect this information where you have given your explicit consent, it is necessary to fulfil our contract with you or you have deliberately made it public.

For example, we may collect this information in the following circumstances:

1. For your safety, when you have a specific medical condition that we should be aware of before your appointment, you will need to inform us of.
2. By providing us with information about your current and previous pregnancies so that we are well informed prior to completing your scan appointment.
3. By providing any sensitive personal data you explicitly agree that we may collect and use it in order to provide our services and in accordance with this Privacy Policy. You can be sure that we will never use any sensitive information for any form of marketing or profiling purposes. We will only share this information with your NHS care provider with your consent.

If you do not allow us to process any sensitive personal data, this may mean we are unable to provide all or parts of the services you have requested from us. Please be aware that in such circumstances you will not be entitled to cancel or obtain a refund of any price you have paid.

 

2.How and why we use your personal data

We use your personal data for the following purposes:

1. To manage your bookings and provide our services to you: When you book an appointment with us, we use your information to perform our services in relation to your chosen service. We also use it to change your appointment if you request such changes.
2. To communicate with you and manage our relationship with you: We may contact you by email and/or SMS for administrative or operational reasons, for example in order to send you confirmation of your appointment and your payments. We will also use your personal data if we contact you after you have sent us a request, filled in a web-form through our website or contacted us on social media.
   Your opinion is very important to us, so we may send you an email or SMS to seek your feedback.
   We will use the communications you exchange with us and the feedback you may provide in order to manage our relationship with you as our customer and to improve our services and experiences for customers.
3. To personalise and improve your customer experience: We may use your personal data in order to tailor our services to your needs and preferences and to provide you with a personalised customer experience.
   We may use this information to tailor the content and offers that you see on our website and, if you have agreed to receiving marketing communications, to send you relevant messages that we think you like.
   If you are in the process of making a booking but you leave our website before your order has been placed, we may contact you in order to help you easily complete your booking.
4. To improve our services, fulfil our administrative purposes and protect our business interests: The business purposes for which we will use your information include accounting, billing and audit, credit or other payment card verification, fraud screening, safety, security and legal purposes, statistical and marketing analysis, systems testing, maintenance and development.
5. To comply with our legal obligations:.

 

3.Requesting access to your personal data

You have a right to request access to the personal data that we hold about you. This could include information relating to appointments you have had with us.

If you would like to request a copy of your personal data, please email us to  stating your full name, details of your appointment (reference number, date, time, clinic location) and which data you require access to. We will always make sure that it is you that we are in contact with before we allow any data to be released.

If you have questions in relation to your personal data, please contact us at instascan

 

4.Security of your personal data

We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage to personal data. When you provide your personal data through our Website , this information is transmitted across the internet securely using high-grade encryption.

Furthermore, NW Ultrasound Services is a PCI DSS compliant organisation. This means that we adhere to high security standards in order to protect your payment card details when you are sending us this information.

As described in this Privacy Policy, we may in some instances disclose your personal data to third parties. Where we disclose your personal data to a third party, we require that third party to have appropriate technical and organisational measures in place to protect your personal data; however in some instances we may be compelled by law to disclose your personal data to a third party, such as local authority agencies, and have limited control over how it is protected by that party.

The information that you provide to us will be held in our systems, which are located on our premises or those of an appointed third party. We may also allow access to your information by other third parties who act for us for the purposes described in this Privacy Policy or for other purposes approved by you. Your personal data may be accessed by and processed outside the European Economic Area (the European Economic Area being the European Union and Iceland, Liechtenstein and Norway, also referred to as the “EEA”) – including by staff operating outside the EEA who work for us or for one of our suppliers or agents (this includes staff engaged in, among other things, the fulfilment of your booking). Where your personal data is transferred outside of the EEA, we require that appropriate safeguards are in place.

We will retain your personal data for as long as we need it in order to fulfil our purposes set out here in below in Data Retention Statement or in order to comply with the law.

DATA RETENTION:-

Electronic scan records Scan Reports and Images – 2 years

Consent form including T&Cs signed by Service user/ Instascan representative -9months

(see above for the data we collect)

Employee records upto six years after leaving the company

Data may be held longer if necessary for legal purposes or to deal with complaints

 

5.Cookies or other tracking technologies

In order to improve our services, to provide you with more relevant content and to analyse how visitors use our website and app, we may use technologies, such as cookies, pixels or tracking software. Please be aware that we will not be able to identify you from the information we collect using these technologies.

For example, we use software to monitor customer traffic patterns and website usage to help us develop the design and layout of the website in order to enhance the experience of the visitors to our website. This software does not enable us to collect any personal data. In addition, in order to understand how our customers interact with the emails and the content that we send, we use pixels that allow us to know if the emails we send are opened or if the content of our emails is displayed in text or html form.

We also use cookies in our website, or in our emails. Cookies are small pieces of information stored by your browser on your computer’s hard drive. They enable you to navigate on our website or app and allow us to provide features such as remembering aspects of your search to make subsequent searches faster. You can delete cookies if you wish; while certain cookies are necessary for viewing and navigating on our website or app, most of the features will be still accessible without cookies.

For more information on how we use cookies and how you can remove them visit www.instascan4dbaby.co.uk

 

6.Sharing your personal data

We may also share some of your personal data with, or obtain your personal data from, the following categories of third parties:

1. 1. Suppliers providing services to us in order to help us improve our services and your customer experience. We may for example share your personal data with the NHS or your GP.
      We select very carefully our suppliers who process your personal data on our behalf and require that they comply with high security standards for the protection of your personal data.
   2. Credit and debit card companies We may share some of your personal data, which includes information about your method of payment and booking, to the credit or debit card company that issued the card you used to  make your booking. In order to ensure the security of your transactions and prevent or detect fraudulent transactions, we may also share your information with our fraud screening partner.
2. Authorities In addition to the parties listed above, we may disclose your personal data when this is required by the law of any jurisdiction to which Instascan4dbaby may be subject.

 

·Your rights

You have the following rights:

1. The right to access your personal data and supplementary information that we hold. This will allow you to be aware of and verify the lawfulness of the processing
2. The right to have any inaccurate personal data rectified, or completed if it is incomplete. You can make a request for rectification verbally at one of our clinics or in writing to us at instascan4dbaby@outlook.com.  We will respond to a request within a maximum of one calendar month. In certain circumstances we may refuse a request for rectification for example if we reasonably believe that the request is excessive or unfounded.
3. You have the right to have your personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.
   You have the right to have your personal data erased if:
   1. the personal data is no longer necessary for the purpose which we originally collected or processed it for;
   2. we are relying on consent as your lawful basis for holding the data, and you withdraw your consent;
   3. we are relying on legitimate interests as our basis for processing, you object to the processing of your data, and there is no overriding legitimate interest to continue this processing;
   4. we are processing your personal data for direct marketing purposes and you object to that processing;
   5. we have processed your personal data unlawfully (ie in breach of the Data Protection Act 2018; or
   6. we have to do it to comply with a legal obligation
4. You have the right to restrict the processing of your personal data where you have a particular reason for wanting the restriction. This may be because you have issues with the content of the information that we hold or how we have processed your In most cases we will not be required to restrict us from processing your personal data indefinitely, but we will need to have the restriction in place for a certain period of time
5. You have the right to obtain and reuse your personal data from us for your own purposes across different services. If you exercise this right, we will help you to move, copy or transfer your data easily from one IT environment to another in a safe and secure way, without hindrance to usability
6. You have the right to object to:
   1. processing of your data based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling);
   2. direct marketing (including profiling); and
   3. processing for purposes of scientific/historical research and statistics

 

·Updates to our Privacy Policy

We may make changes to this Privacy Policy from time to time, including as part of the new European data protection legislation which will start to apply on 25 May 2018 (the “General Data Protection Regulation”) – we will update the Privacy Policy and we will publish on our website any new version of this Policy.

·Contact information

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to instascan4dbaby@outlook.com

On 21 July 2022 InstaScan 4D Baby were rated ‘requires improvement’ following inspection. For more information please visit CQC