What is a Privacy Notice?

A Privacy Notice is an important tool for any company who processes personal and confidential information. It is the way a company informs service users (Patients) and staff of how they use their information. With the new data protection regulations being introduced on 25th May 2018 it is now extremely important that individuals are aware of how their information is used and that they have:

  • The right to be informed…

… of what information we hold and how we process it

  • the right of access;

… to request copies of their patient/personnel file and be informed of who has had access to it

  • the right to rectification…

… to request any errors in information found by patients or personnel are rectified

  • the right to erasure…

… to request information held about themselves is deleted

  • the right to restrict processing…

…  to restrict overall data processing to certain aspects

  • the right to data portability …

… to ensure information is available across organisations at the individuals request

  • the right to object …

… to object to processing of personal data for marketing or research purposes

  • the right not to be subject to automated decision-making including profiling…

… individuals personal and confidential information is held and processed under careful consideration by staff within organizations and not automatically passed for profiling or automatic decision making.


We are a UK based Ultrasound service provider, we will ONLY process your information for healthcare purposes as part of our any qualified provider contract with West Kent CCG. WE WILL NEVER release any patient sensitive data or staff data to third party organisations for marketing purposes.

If there is a possibility, at a future date, of collaboration with a third partly to disclose patient personal or sensitive data for research purposes, we will always ask for written consent from patients or staff to do so.


Your personal data lifecycle:

  1. Referral for a scan (from GP/Midwife/Nurse Practitioner or e-referral) printed and filed securely.
  2. Your details are entered on to a secure patient management system.
  3. Referral read and scan carried out (by sonographer or radiologist).
  4. Report e-mailed or faxed securely to the referring practitioner.
  5. Referral, report, images and communications securely stored for patient continuity.
  6. 5%-10% of all patients scanned each month have their information sent to Medica Reporting Group limited, they are our clinical auditing company. Medica have a team of radiologists on hand to review our images and reports to ensure they find them clinically accurate.
  7. Patient records securely deleted after 10 years inactivity for general scan appointments.

Obstetric records securely deleted after 25th birthday of unborn child and paediatric records child securely       deleted after 25th birthday of the child.





e-clinic offices are located Kirkgate House, 30 Kirkgate, Shipley, West Yorkshire, BD18 3QN.

Copies of referrals and reports and images will be routinely saved securely off site with our patient management system e-clinic to ensure them against accidental loss or damage should the clinic be subject to a natural disaster/human error or malicious damage in and IS0 27001 compliant data centre.


Medica Reporting Group LTD offices are located:

 Fifth Floor, Havelock Place, Havelock Road, Hastings, East Sussex, TN34 1BG


HEM Clinical Ultrasound Service Limited, Unit 5, Conqueror Court, Vellum Drive, Sittingbourne, Kent, ME10 5BH.

If you would like more information regarding our policies please e-mail:


Alternatively, all our information Governance Policies and procedures are located on the company website –





If you have a concern about the way in which your information is held and processed by HEM Clinical Ultrasound Service Limited or by our supporting companies e-clinic and Medica Reporting Group please contact the information commissioners office- The UK's independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.


Information Commissioners Office:


Or by Phone: 0303 123 1113.