Last updated: 22/08/2026

At The Scan Clinic (Sonology Medical Ltd), we take your privacy and confidentiality very seriously. This Privacy Notice explains how we collect, use, and protect your personal data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

This notice applies to:

People who use our website.
Patients and visitors who attend our clinic.

Privacy Notice: Summary

At The Scan Clinic, we take your privacy seriously. Here’s a quick overview of how we use your information:

Who we are: The Scan Clinic, providing private ultrasound and healthcare services. Contact: [email protected].
What we collect: Personal details (name, contact info, DOB), contact details, health/medical information, booking and payment details, communication history, CCTV footage, and online information such as cookies.
Why we use it: To provide healthcare services, manage bookings and payments, ensure clinic safety and security, comply with legal obligations, improve services, and (with your consent) send marketing.
Sharing: We may share information with trusted providers (e.g. Medesk, Jotform, Microsoft, Google, payment processors) and with your GP or specialists if you consent.
How long we keep it: Only as long as needed to provide services and meet legal or medical obligations.
Your rights: You can ask to see, correct, or delete your data, restrict or object to processing, or withdraw consent at any time.
Cookies: We use cookies for analytics and advertising – you can manage your settings through your browser or our cookie banner.
Concerns: If you’re unhappy with how we handle your data, contact us or the ICO.

👉 For full details, please see our complete Privacy Notice below

Privacy Policy

Last updated: 22/08/2026

The Scan Clinic (“we”, “our”, “us”) is committed to protecting your personal information and respecting your privacy. This notice explains how we collect, use, and protect your information when you use our services, our website www.thescanclinic.co.uk, or otherwise interact with us.

We are the data controller of the personal information we collect. If you have any questions about this notice or your rights, please contact us at [email protected]

1. The information we collect

We may collect and process the following information about you:

Personal details: name, contact details, date of birth
Health information: medical history, pregnancy status, scan results, appointment history
Financial information: payment history
Equal opportunities monitoring data (e.g. demographic details, provided voluntarily)
Communication history: email, telephone, or online enquiries
Technical data: IP address, cookies, and browsing activity on our website

2. How we collect your information

We collect your information when you:

Complete booking forms online (e.g. via Jotform, Medesk)
Contact us by telephone, email, or in person
Make payments through third-party systems (e.g. Stripe, Worldpay)
Use our website, which uses cookies and analytics tools (e.g. Google Analytics, Facebook Pixel)

3. Why do we use your information

We use your personal information for the following purposes:

To provide our ultrasound and healthcare services (legal basis: contract, medical purposes, legal obligation)
To keep accurate records for contractual, clinical and legal purposes (legal basis: legal obligation, medical purposes)
To process payments and manage appointments (legal basis: contract)
To send you appointment reminders and service information (legal basis: legitimate interest, contract)
To send marketing communications where you have given consent (legal basis: consent – you may withdraw at any time)
To contact you about a booking you started but did not complete (legal basis: legitimate interest, together with the “soft opt-in” at regulation 22 of the Privacy and Electronic Communications Regulations 2003). If you enter your details at our online checkout but do not complete payment, we may send you a single text message within 72 hours to let you know that your appointment was not booked and your time slot was not held. These messages never name the service or scan you were booking. Every message tells you how to opt out, and you may opt out at any time by calling 020 3904 7706 or emailing [email protected]. We keep a record of these messages for 12 months.
To monitor equal opportunities and improve our services (legal basis: legitimate interest/statistical reporting)
For clinic operations, service improvement, fraud prevention, and security (including CCTV) (legal basis: legitimate interest)

For health-related (special category) data, we rely on your explicit consent or the need to process data for healthcare/diagnosis purposes.

4. Who we share your information with

We may share your information with trusted third parties to help deliver our services, including:

IT and hosting providers (Microsoft, Google, GoDaddy, SiteGround)
Booking and record systems (Jotform, Medesk)
Payment processors (Stripe, Worldpay)
External phlebotomy labs
NHS GPs or specialists (with your consent)

We ensure these providers protect your information and only use it in line with our instructions.

5. How long do we keep your information

We keep your information only for as long as necessary to:

Provide you with our services
Meet our legal, regulatory, and medical record-keeping obligations
Resolve disputes or enforce our agreements

After this period, your data will be securely deleted or anonymised.

6. International transfers

Some of our providers (e.g. Microsoft, Google, Jotform, Medesk) may process data outside the UK/EEA. Where this happens, we ensure that appropriate safeguards are in place under UK data protection law, such as adequacy decisions or standard contractual clauses.

7. How we protect your information

We use a range of technical and organisational measures to keep your data safe, including:

Encryption and secure servers
Access controls and staff training
SSL protection on our website
Regular monitoring and audits

8. Cookies

Our website uses cookies and similar technologies to:

Improve your browsing experience
Analyse website usage (Google Analytics)
Provide relevant advertising (Facebook Pixel and similar tools)

You can manage your cookie preferences via your browser settings or our cookie banner.

9. Data Security

We use technical and organisational measures to protect your data, including:

Secure servers, encryption, and firewalls.
Confidentiality agreements and staff training.
Restricted access to health records and CCTV footage.
Regular audits and monitoring.

10. Your rights

You have the following rights under UK data protection law:

To access the personal data we hold about you
To request correction of inaccurate data
To request deletion of your data (in certain circumstances)
To restrict or object to processing
To request transfer of your data (data portability)
To withdraw consent where this is the basis for processing

To exercise your rights, please contact us at [email protected].

11. Complaints

If you are unhappy with how we handle your information, please contact us in the first instance. You also have the right to complain to the UK Information Commissioner’s Office (ICO):

Website: www.ico.org.uk
Helpline: 0303 123 1113

11. Updates to this notice

We may update this privacy notice from time to time. Any changes will be published on our website with the updated date shown at the top.

Copyright Notice

This website is protected by copyright. It is published by Sonology Medical Ltd trading as The Scan Clinic and may not be reproduced other than when downloaded and viewed for private use only. It is not to be otherwise reproduced or transmitted or made available on a network without the prior written consent of Sonology Medical Ltd. Any infringements of Sonology Medical Ltd’s rights will result in appropriate legal action.