Data Protection Privacy Notice
In providing your ultrasound service, we will ask for information about you and your health. We may also receive information from other persons and organisations who have been involved in providing your care. Ultram Ltd complies with the 1998 Data Protection Act and the General Data Protection Regulation (EU 2016679). This consent is to confirm that personal information about the patient is processed fairly and lawfully. The following notice reminds you of your rights in respect of the above legislation and how Ultram Practice will use your information for lawful purposes in order to deliver your care and fulfil our legal obligations. This notice reflects how we use information for:

The management of patient records.
Communication concerning your clinical care.
Ensuring the quality of your care and the best clinical outcomes are achieved through clinical audit and retrospective review.

Data Controller
As your registered private Ultram LTD, we are the data controller for any personal data that we hold about you. We are Ultram Ltd, and we operate at 36 Devonshire Road, Chiswick, W4 2HD. We may be reached via email – [email protected] – Tel: 020 3576 2577 – Mobile: 07828668209.

Dr Marzieh Abbasi, is responsible for keeping secure the information about you that we hold. Those at the practice who have access to your information include the reception staff and managers responsible for the administration and management of the practice, plus the virtual reception service that answers call for us when we are closed or helping other patients. We are registered as a Data Controller with Information Commissioner for this purpose – registration number ZB333938.

What information do we collect and use?

All personal data must be processed fairly and lawfully, whether is it received directly from you or from a third party in relation to your care. We use a combination of technologies and working practices to ensure that we keep your information secure and confidential. We will collect the following types of information from you or about you from a third party (provider organisation) engaged in the delivery of your care:

‘Personal data’, meaning any information relating to an individual that can be directly or indirectly identified from the data. This includes, but is not limited to, name, date of birth, address with postcode, telephone numbers and next of kin.
‘Sensitive data’ such as medical history including details of appointments and contact with you, medication, emergency appointments and admissions, clinical notes, treatments, results of investigations, supportive care arrangements, social care status, race, and ethnic origin.

Your healthcare records contain information about your health and any scan results you have received previously from us at Ultram LTD, but may also contain records from any health care provider that we have referred you to or that you have volunteered to give us to keep on file (e.g., from an acute hospital, NHS GP surgery, community care provider, mental health care provider, walk-in centre, social services). These records will be in electronic format – we do not keep paper copies of medical data at this surgery.

Why do we collect this information?

As we are a private practice and not an NHS practice, we are not routinely required to provide information to the health service in England in order to review performance, services and research or education. However, we are required by law to notify the relevant authorities in the case of very significant events that are in the interest of the public or vulnerable individuals. Information provided will always be anonymous whenever possible.

How We Use Your Information
In order to provide you with the ultrasound service that you need, we required up-to-date and accurate information about you. We may contact you by SMS text to remind you in advance of any appointments you have booked. These contacts are normally made 72 hours prior to the appointment (e.g., if you have a long appointment booked, we may call to remind you). We may contact you to conduct patient surveys or to find out if you are happy with the service you received for quality control purposes.

Who will we share your information with?
We do not share your medical information with your NHS GP practice without your express consent. In certain circumstances required by law or by court order, we may need to disclose your information to a third party not connected with your health care, including HMRC or other law enforcement or government agencies. In all other situations, disclosure that is not covered by this Policy will occur only when we have your specific consent. Where possible you will be informed of these requests for disclosure. In the event of a claim or complaint being made against us (or the threat of a claim or complaint), we may also need to share your information with our defence organisation, insurers and legal advisers. We are also required to allow the Care Quality Commission access to your information when they carry out an inspection or investigation.

Keeping Your Information Safe
Personal data about you is held by cloud computing facilities and/or in a manual filing system. Your information will be collected initially via your registration form and a medical record created in your name on our electronic medical record platform ‘Writeupp’. Your data is protected using state-of-the-art security, and is fully backed up and highly encrypted. For more information on this please see this link: Writeupp Security page. The information is not accessible to those who do not work for the practice and only authorised members of staff have access to it. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this. We take precautions to ensure the security of the premises, the practice filing systems and computers.

Retaining Information
We will retain your scan records indefinitely while you remain a patient of the practice. If you cease to be a patient, we will continue to hold them for at least another eleven years, or in the case of children until they reach the age of 25, whichever is the longer. We will retain them for no longer than 30 years, in accordance with current Department of Health guidance on records management – Code of Practice Part 2, Annex D1 2009.

Access to Your Information and Other Rights
You have the right to access the information that we hold about you and to receive a copy. We do not usually charge you for copies of your information (except if there are multiple requests). If a charge is to be made, we will explain the reasons for this. We will provide a copy of your information within 28 days of receipt of a request and an explanation of your scan records should you require it. You can also request us to:

Correct any information that you believe is inaccurate or incomplete.
Erase information we hold although you should be aware that, for legal reasons, we may be unable to erase certain information (for example, information about your scan results).
Stop using your information – for example, sending you reminders for appointments or information about our service.

If we are relying on your consent to use your personal information for a particular purpose, you may withdraw your consent at any time and we will stop using information for that purpose. All requests should be made to the Practice Manager either by email ([email protected]) or in writing to–Chiswick, London, Tel: 020 3576 2577.

If You Do Not Agree
If you do not wish us to use your personal information to be used in the way that is described in this Notice, please discuss the matter with the Practice Manager-Dr. Arash Khademi, Chiswick, London Tel: 020 3576 2577. If you object to the way we collect and use your information, we may not be able to continue to provide your ultrasound service. If you have any concerns about how we use your information and you do not feel able to discuss it with your dentist or anyone at the practice, you should contact the Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or call them on 0303 123 1113 or 01625 545745.

Terms and conditions:
You are fully aware that this is a private ultrasound clinic and you will be charged a fee for the service which is explained on the website. By purchasing an ultrasound scan, you also accept the limitations of ultrasound imaging. Ultrasound imaging cannot spot all pathologies or causes of symptoms, and sometimes other imaging modalities may be more appropriate for further characterisation. If there is any doubt about having any type of ultrasound scan, you should consult your GP, Midwife or referring Clinician. We also inform you prior to undertaking an ultrasound examination by the practitioner.

Complaints
At Ultram, we will try our utmost to deliver the best service possible. We recommend feedback from all our patients so that we can ensure we continue to deliver the best service possible. We would actively encourage you to inform us of any dissatisfaction immediately so that we may address them without any delay.

Informal Complaints
If you have a complaint or are dissatisfied with our service, please inform the most senior staff member available before leaving the premises and we will try our best to resolve the situation informally before you leave the Practice.

Formal Complaints
If you are not fully satisfied, you can put your concerns in writing to us (reception will give you a copy of our complaints procedure and who to address your complaint).