Privacy and Cancellation Policies

Clarity Ultrasound

Last updated: 23rd January 2026

At Clarity Ultrasound, we are committed to maintaining the highest standards of confidentiality, professionalism, and information governance. This Privacy Policy explains how we collect, use, store, and protect personal data when you visit our website or use our clinical services.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and in line with Care Quality Commission (CQC) expectations for regulated healthcare providers.

Who We Are

Clarity Ultrasound is a private diagnostic ultrasound clinic providing clinically led ultrasound services in a professional and patient-focused setting. Here’s some important information about the services and policies:

General scan information – We only scan people over 18 years of age.

All patients are provided with a sonographer’s report at the end of their appointment, recommending your next steps.

When you book a scan, we’ll take your preferred healthcare professional’s contact details. – If we recommend a medical follow-up, we will send our report to your preferred healthcare professional (with your consent) – Please note that this can take up to 48 hours for weekend appointments.

Cancellation policy- If you cancel more than 48 hours before your appointment, we will refund your deposit. – If you cancel within 48 hours of your appointment, we cannot refund your deposit. If you cancel within 24hours, or do not attend your appointment, the full cost of the appointment will be applied.

Appointment change policy- Where possible, we will transfer your deposit if you change the date or time of your appointment more than 24 hours before your original appointment. – If you change the date or time of your appointment on the day of your original appointment, we cannot transfer or refund your deposit.

We prioritise ultrasound safety in all examinations. All our scans are performed by qualified sonographers following current professional guidelines, ensuring exposure is as low as reasonably achievable (ALARA principle). We adhere to recommended limits and best practices to maintain patient safety at all times.

For the purposes of data protection legislation, Clarity Ultrasound is the Data Controller.

Contact details:
Email: info@clarity-ultrasound.com

Clinic Address: Clarity Ultrasound Limited, Glasshouse Medical Practice, Countess Wear, EX2 7BT

This Privacy Policy applies to individuals who visit our website, make enquiries, or receive services from Clarity Ultrasound.

The Personal Data We Collect

We collect and process personal data that is necessary to provide safe, effective, and high-quality diagnostic care, as well as to operate our website.

a) Personal Identifiable Information

  • Name
  • Date of birth
  • Address
  • Email address
  • Telephone number

b) Special Category Data (Health Information)

  • Ultrasound images and diagnostic reports
  • Clinical notes and findings
  • Relevant medical history provided by you or your referrer

c) Administrative and Technical Data

  • Appointment booking and attendance records
  • Payment and invoicing information
  • Correspondence with you
  • Service feedback (non-clinical)

Lawful Basis for Processing

We process personal data under the following lawful bases:

  • Article 6(1)(e) – provision of healthcare services in the public interest
  • Article 9(2)(h) – management of health or social care systems and services
  • Legal obligations (including CQC and professional record-keeping requirements)
  • Consent, where applicable (for example, optional communications)

Health and clinical data is processed strictly for the purpose of delivering diagnostic services and ensuring patient safety.

How We Use Your Information

We use personal data to:

  • Provide diagnostic ultrasound examinations and reports
  • Maintain accurate, contemporaneous clinical records
  • Communicate with you regarding appointments and care
  • Support continuity, safety, and quality of care
  • Meet legal, regulatory, and professional obligations
  • Manage billing and administrative processes
  • Monitor and improve service quality
  • With your consent, we can share information with your GP, including scan findings and relevant clinical details, to support your ongoing care

Data Sharing and Third Parties

We share personal data only where it is necessary, lawful, and proportionate.

Clarity Ultrasound uses the following third-party systems to support the safe delivery of services:

  • Jane App – a secure practice management system used for appointment scheduling, patient records, communications, and administration
  • PostDICOM – a secure medical imaging platform used for the storage and management of diagnostic ultrasound images and reports (DICOM files)

All third-party providers are required to comply with UK GDPR and maintain appropriate technical and organisational safeguards. Data processing agreements are in place where required.

We do not sell personal data or use it for marketing purposes.

Website Use, Cookies and Online Forms

Website use

When you visit our website, we may collect limited technical information such as IP address, browser type, and pages accessed. This information is used solely to support website security, functionality, and performance.

Cookies

Our website may use essential cookies to ensure proper operation and a smooth user experience. Cookies do not collect clinical or sensitive personal data. You may control cookie settings through your browser preferences.

Online enquiry forms

If you contact us via our website, we will process the information you provide (such as your name and contact details) to respond to your enquiry.

Data Storage and Security

We apply robust technical and organisational measures to protect personal data, including:

  • Secure, password-protected clinical systems
  • Encryption and access controls where appropriate
  • Role-based access on a strict need-to-know basis
  • Staff training in confidentiality, data protection, and information governance

Any paper records are stored securely and accessed only by authorised personnel.

Data Retention

We retain personal and clinical records in accordance with the NHS Records Management Code of Practice and CQC guidance:

  • Adult health records are typically retained for 8 years after the last episode of care
  • Children’s records are retained until the 25th birthday (or longer where required)
  • Administrative records are retained only for as long as necessary

Data is securely disposed of once retention periods expire.

Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction of inaccurate or incomplete information
  • Request erasure of data where legally permissible
  • Restrict or object to certain processing activities
  • Request data portability where applicable
  • Withdraw consent where processing relies on consent
  • Raise a concern with the Information Commissioner’s Office (ICO)

Requests can be made using the contact details above and will be handled in accordance with statutory timescales.

Confidentiality and Safeguarding

All clinicians and staff at Clarity Ultrasound are bound by professional duties of confidentiality. Information will only be shared without consent where there is a legal or safeguarding obligation, including situations where there is risk of harm.

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in legislation, guidance, or our services. The most current version will always be available on our website.

Complaints

If you have concerns about how your personal data is handled, we encourage you to contact us in the first instance so we can address your concern promptly.

info@clarity-ultrasound.com

Clarity Ultrasound is committed to maintaining the highest standards of data protection, confidentiality, clinical governance, and patient safety.