Privacy Policy
07/11/2025
Ultramsono Ltd is committed to protecting your privacy and ensuring your personal data is handled in compliance with the Data Protection Act 1998 and the UK GDPR (General Data Protection Regulation). This Privacy Notice explains how we collect, use, and protect your information when you use our private ultrasound services in London.
Data Protection Privacy Notice
When providing your ultrasound service, we will request information about you and your health. We may also receive information from other professionals or organisations involved in your care. This notice outlines:
- How we manage and store your information
- Your rights under data protection law
How we use your data for lawful purposes, including:
- Managing patient records
- Communicating about your clinical care
- Ensuring high-quality care and best clinical outcomes through audits and reviews
Data Controller
We are the Data Controller for the personal data we hold about you:
UltramSono Ltd
36 North End Road, Kensington Olympia, London W14 0SH
📧 info@ultramsono.co.uk
| ☎️ 020 7603 5211 | 📱 07828 668209
Dr Marzieh Abbasi is responsible for data security and confidentiality.
Our staff — including reception, management, and virtual reception services — have limited, authorised access to your information strictly for administrative and clinical purposes.
We are registered with the Information Commissioner’s Office (ICO) – Registration No: ZB333938
Information We Collect
We only collect the information necessary to provide your ultrasound service safely and effectively. This includes:
Personal Data: name, date of birth, address, contact details, next of kin.
Sensitive Data: medical history, clinical notes, medications, scan results, referral information, and demographic data such as ethnicity (where relevant for care).
All records are stored electronically; we do not retain paper medical files.
Why We Collect This Information
Your data enables us to:
- Deliver safe, accurate, and personalised ultrasound services
- Communicate about your appointments and clinical care
- Conduct audits and quality reviews
- Meet legal and regulatory requirements
As a private practice, we do not routinely share data with NHS England. However, we are legally required to notify authorities in rare cases where public safety or safeguarding concerns arise.
How We Use Your Information
We may use your contact details to:
- Send appointment reminders (typically 72 hours in advance)
- Follow up on clinical care
- Request feedback for service improvement
Who We Share Your Information With
We will not share your medical information with any third party — including your NHS GP —without your explicit consent. However, we may be required by law or court order to share information with:
- Government or regulatory bodies (e.g., HMRC, CQC)
- Legal advisers or insurers (in case of a claim or complaint)
All disclosures are handled lawfully and, where possible, we will inform you before sharing.
Keeping Your Information Safe
Your information is stored securely using encrypted cloud systems via WriteUpp, our electronic medical records platform.
Only authorised staff can access your data, and all are trained in confidentiality and data protection.
For details on WriteUpp security, please visit their official page:
🔗 WriteUpp Security Information
Data Retention
- Active patients: Records are kept indefinitely
- Former patients: Records retained for 11 years, or until a child reaches age 25
- Maximum retention period: 30 years, per Department of Health guidance (Code of Practice Part 2, Annex D1 2009)
Your Rights
You have the right to:
- Access your records (free of charge in most cases)
- Correct inaccurate or incomplete information
- Request deletion (where legally permissible)
- Withdraw consent for certain uses
- Restrict processing, such as opting out of reminders or surveys
Requests can be made in writing or by email to:
📧 info@ultramsono.co.uk
☎️ 020 7603 5211
We will respond within 28 days of receipt.
If You Do Not Agree
If you do not wish us to use your information as described, please contact our Practice Manager.
However, this may affect our ability to provide your ultrasound service.
If you remain dissatisfied, you may contact:
Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
📞 0303 123 1113 | 🔗 ico.org.uk
Terms and Conditions
By booking a scan, you acknowledge:
- Ultramsono is a private ultrasound clinic, and all scans are chargeable.
- Ultrasound has limitations and may not detect all conditions.
- Alternative imaging may sometimes be necessary for further assessment.
If you are uncertain about the suitability of a scan, consult your GP, midwife, or referring clinician before proceeding.
Deposit and Cancellation Policy
- A £30 deposit is required at the time of booking to secure your appointment.
- This deposit will be deducted from the total cost of your scan.
- Cancellations or rescheduling requests must be made at least 48 hours before your appointment to receive a full refund or transfer of the deposit.
- If less than 48 hours’ notice is given, or in the case of a missed appointment, the deposit will be non-refundable.
- Please note that rescheduling within 48 hours is subject to availability, and if an alternative slot cannot be offered, the deposit will still be retained.
- Appointments are only confirmed once the deposit has been received.
Complaints Policy
We aim to deliver the highest standard of patient care. Your feedback helps us improve.
Informal Complaints
Please raise any immediate concerns with the senior staff on-site. We will do our best to resolve the matter promptly.
Formal Complaints
If unresolved, please email your complaint to:
📧 info@ultramsono.co.uk
🧾 Addressed to Dr Marzieh Abbasi (Complaints Lead)
If you cannot email, you may make a verbal complaint, which will be formally documented.
⏱ Timescales:
Acknowledgement within 3 working days
Full written response within 20 working days (or update if delayed)
If you remain dissatisfied, you may refer your complaint to:
CEDR Private Healthcare Mediation
🔗 www.cedr.com/consumer/healthcare/privatehealthcaremediation
Complaining on Behalf of Someone Else
If you are submitting a complaint on behalf of another adult, written consent from the patient is required, except in cases involving children or individuals lacking capacity.
