The Baby Scan Room is operated by [FULL LEGAL COMPANY NAME], trading as The Baby Scan Room. Our clinic address is [FINAL CLINIC ADDRESS]. You can contact us at [FINAL EMAIL ADDRESS] or [FINAL TELEPHONE NUMBER].

For the purposes of UK data protection law, [FULL LEGAL COMPANY NAME] is the data controller for the personal information described in this policy.

We may collect your name, date of birth where relevant, address, telephone number, email address, appointment details, pregnancy information, gestation information, relevant health or medical information you choose to provide, previous appointment information, referral information, communications with us, payment and transaction information, and records relating to cancellations, refunds or complaints.

When you use our website, we may also receive technical information such as your IP address, browser/device information and information collected through cookies or similar technologies, as explained in our Cookie Policy.

Pregnancy and health information can be special category personal data under UK data protection law. We will only collect and use this information where it is relevant to the service we provide and where we have both an appropriate lawful basis under UK GDPR and an applicable condition for processing special category data. Our final internal privacy documentation will record the lawful basis and special-category condition used for each relevant processing activity.

We may use your information to respond to enquiries; arrange, confirm and manage appointments; provide the scan service you have requested; maintain appropriate client and appointment records; contact you about your appointment; process deposits, payments, refunds and transfers; manage complaints or disputes; meet legal, regulatory, safeguarding, insurance and professional obligations; maintain the security and operation of our website and systems; and support our referral pathway where further assessment is considered appropriate.

Depending on the activity, we may process personal information because it is necessary to take steps at your request before entering into a contract or to perform our contract with you; because we must comply with a legal obligation; because we have a legitimate interest which is not overridden by your rights; or because you have given consent where consent is the appropriate lawful basis. Where special category information is processed, we will also rely on an applicable additional condition under data protection law.

Our scans are non-diagnostic and do not replace routine NHS antenatal care. If, during your appointment, we observe something that we feel requires further assessment, we will explain this to you sensitively and follow our established referral pathway to ensure you are directed to the appropriate maternity or healthcare service for further assessment.

Where it is necessary and appropriate to support a referral, and where required with your consent, we may share relevant personal information, including pregnancy or health information, with the receiving maternity or healthcare service. We will limit information shared to what is relevant and necessary for the referral.

Payments and deposits may be processed through third-party payment providers used by The Baby Scan Room. We do not intend to store complete payment-card details ourselves. Before launch, this policy must be updated to identify any payment provider where its processing needs to be specifically disclosed.

We do not sell your personal information. Where necessary and lawful, information may be shared with service providers supporting our website, IT systems, communications, appointment/client management and payments; professional advisers; insurers; regulators or public authorities where required; and appropriate maternity or healthcare services through our referral pathway.

We require service providers handling personal information on our behalf to protect it appropriately and only use it for the agreed purpose.

Some technology providers may process information outside the United Kingdom. Where this occurs, we will ensure an appropriate safeguard or other lawful transfer mechanism is in place where required by data protection law.

We keep personal information only for as long as necessary for the purpose for which it was collected and to meet applicable legal, regulatory, insurance, accounting and professional requirements. Before launch, The Baby Scan Room will maintain a documented retention schedule for its actual record types and systems.

We use reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration, disclosure or destruction. Access to personal information is limited to people and service providers who have a legitimate need to use it.

If you contact us through our website, email, telephone or WhatsApp, we will use the information you provide to respond to your enquiry and, where appropriate, arrange or manage an appointment. Please avoid including unnecessary sensitive information in a general website enquiry.

Our website uses cookies and similar technologies where applicable. Please read our Cookie Policy for information about the technologies used and the choices available to you.

We will only send electronic direct marketing where the applicable legal requirements have been met. Appointment confirmations, reminders and other communications necessary to provide or administer your service are service communications rather than marketing.

Depending on the circumstances, you may have rights to ask for access to your personal information; correction of inaccurate information; erasure; restriction of processing; data portability; or to object to certain processing. Where processing relies on consent, you can withdraw that consent at any time, although this will not affect processing that was lawful before withdrawal. Some rights are subject to legal exceptions.

If you have concerns about how we use your personal information, please contact us first using the details below so that we can try to resolve the issue. You also have the right to raise a concern with the UK Information Commissioner's Office (ICO).

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties and encourage you to read their privacy information.

We may update this Privacy Policy when our services, systems, providers or legal requirements change. The latest version will be published on our website with an updated date.

The Baby Scan Room
[FULL LEGAL COMPANY NAME]
[FINAL CLINIC ADDRESS]
Email: [FINAL EMAIL ADDRESS]
Telephone: [FINAL TELEPHONE NUMBER]