Our Privacy Promise

We promise that we’ll tell you how we use your data and we’ll use it responsibly. Plus, we’ll make sure we collect and store your data securely.

The well-being of you and your baby is our number one priority

We have to collect and keep a little data about you, like your name, email address, payment details and some details about your pregnancy. We sometimes have to share your data with your NHS care provider to make sure that in the event of us identifying any problem, you receive the correct care.

We promise to collect, process, store and share your data safely and securely.

We use data to inform you of any changes to your appointment

We can use the contact details you share with us to confirm your appointment and to let you know if there are changes to your scheduled appointment.

Plus by listening to what our customers tell us, we can improve our services.

We use data to make your experience more affordable

We appreciate loyalty. Many of our customers choose to return for more scans during their current pregnancy or subsequent ones and we like to reward this loyalty.

We will let you know when there are special offers or tell you about services that you may be interested in such as additional scans later in your current pregnancy.

We can also work with other carefully selected businesses to put together exclusive offers that we think are right for you and if you allow us to, we will tell you about these. Remember you’re in control and you can manage your preferences at any time. 

You’re in control of your data

If you would like to stop receiving marketing from us, you can review and amend your preferences at any time by emailing us at babyultrasoundsheffield@gmail.com with the header “Unsubscribe".

If the information we hold on you is wrong, you can email us at info@babyultrasoundsheffield.co.uk, let us know what needs updating and we will correct it.

Our Privacy Policy

This Privacy Policy forms part of your Terms and Conditions and your contract with us for the booking and arrangement of your chosen service. This policy also applies to the provision of services by one of our licensed franchised clinics

Window to the Womb (Franchise) Ltd is committed to protecting your safety and privacy, and takes its responsibilities regarding the security of customer information very seriously. This privacy policy explains what personal data we collect about you, how and why we use it, who we disclose it to, and how we protect your privacy.

1. 1. Who is responsible for your data

Our Privacy Policy applies to the personal data that Window to the Womb (Franchise) Ltd collects and uses.

References in this Privacy Policy to “Baby Ultrasound Clinic Sheffield Limited”, “we”, “us”, “our Group” and “our” mean Baby Ultrasound Clinic Sheffield Limited (a company registered in England and Wales with registration no  12706545 and registered office at Unit 12 3 New Era Square, Sheffield, England, S2 4RB. We control the ways your personal data is collected and the purposes for which your personal data is used and we are the “data controller” for the purposes of the UK Data Protection Act 2018 and other relevant European data protection legislation.

References to our ‘Websites’ mean www.babyultrasoundsheffield.co.uk

Personal data we collect about you

When using the term “personal data” in our Privacy Policy, we mean information that relates to you and allows us to identify you, either directly or in combination with other information that we may hold. Your personal data may include for example your name, your contact details, information relating to your pregnancy (e.g. your EDD, previous pregnancy history) or information on how you use our Websites and App or you interact with us.

We collect personal data from you, for example when you book an appointment with us, use our Websites or our App, use our services or contact us. We may also receive your personal data from our franchisees who provide services to you on our behalf (for example when you provide feedback on our services) If you book an appointment on behalf of someone else, you must have their consent to use their personal information.

For more information on the parties who may share your personal data with us, please see section 7 below.

Categories of data we collect

We may collect and process the following categories of information about you:

1. Your name and surname and your contact details (email address, telephone number and postal address)

1. When you book an appointment on our Websites

2. When you choose an offer that we feature on our Websites

3. When you use our App

4. When you attend our of our clinics for the purposes of your scan appointment

2. Information about your pregnancy and pregnancy history

1. This may include your EDD, information relating to your current pregnancy, information relating to previous pregnancies, your general health (as would be relevant to your pregnancy), your preferred hospital and the contact details of your GP

3. Information about your transaction including your payment card details

1. When you pay for your chosen services in one of our clinics

2. Payments made through our website are processed through a secure payment portal operated by a third party. We do not receive any information on your payment card.

4. The communications you exchange with us (for example, your emails, letters, calls, or your messages on our online chat service)

1. When you contact us or are contacted by us

5. Your feedback

1. When you reply to our requests for feedback

6. Anonymized Information about how you use our website or our App, such as your searches for services, clinic locations or offers

Sensitive personal data

In the course of providing services to you, we may collect information that could reveal your racial or ethnic origin, physical or mental health. Such information is considered “sensitive personal data” under the UK Data Protection Act 2018 and other data protection laws. We only collect this information where you have given your explicit consent, it is necessary to fulfil our contract with you or you have deliberately made it public.

For example, we may collect this information in the following circumstances:

7. For your safety, when you have a specific medical condition that we should be aware of before your appointment, you will need to inform us of.

8. By providing us with information about your current and previous pregnancies so that we are well informed prior to completing your scan appointment.

9. By providing any sensitive personal data you explicitly agree that we may collect and use it in order to provide our services and in accordance with this Privacy Policy. You can be sure that we will never use any sensitive information for any form of marketing or profiling purposes. We will only share this information with your NHS care provider with your written consent.

If you do not allow us to process any sensitive personal data, this may mean we are unable to provide all or parts of the services you have requested from us. Please be aware that in such circumstances you will not be entitled to cancel or obtain a refund of any price you have paid.

2. 2. How and why we use your personal data

We use your personal data for the following purposes:

1. To manage your bookings and provide our services to you: When you book an appointment with us, we use your information to perform our services in relation to your chosen service. We also use it to change your appointment if you request such changes.

2. To communicate with you and manage our relationship with you: We may contact you by email and/or SMS for administrative or operational reasons, for example in order to send you confirmation of your appointment and your payments. If you are using our mobile app, we may also send you app notifications for these purposes. We will also send you information on scans that you may be interested in later in your current pregnancy for example Wellbeing and Gender scans, Wellbeing and 4D scans or Growth and Presentation scans.
   Please be aware that these communications are made to inform you and as such, you will continue to receive them during your current pregnancy even if you opt-out from receiving other marketing communications.
   We will also use your personal data if we contact you after you have sent us a request, filled in a web-form through our website or contacted us on social media.
   Your opinion is very important to us, so we may send you an email or SMS to seek your feedback.
   We will use the communications you exchange with us and the feedback you may provide in order to manage our relationship with you as our customer and to improve our services and experiences for customers.

3. To personalise and improve your customer experience: We may use your personal data in order to tailor our services to your needs and preferences and to provide you with a personalised customer experience. For example, if you inform us about your preferred clinic location we will be able to send you offers that are relevant to your location.
   We may use this information to tailor the content and offers that you see on our website and, if you have agreed to receiving marketing communications, to send you relevant messages that we think you like.
   If you are in the process of making a booking but you leave our website before your order has been placed, we may contact you in order to help you easily complete your booking.

4. To inform you about our news and offers that you may like: We may send you marketing communications, if you have indicated that you are happy to receive these, for example when you make a booking with us and you express a wish to receive such communications. You can also request us to send you marketing communications.
   If you are happy to receive marketing communications, we may send you communications promoting our partners’ products and services that may be relevant to your pregnancy. These products may include other pregnancy services and other ante-natal and post-natal products and services. Please note that this is not an exhaustive list and is subject to change.
   Please note that we do not share your contact details and other personal data with other companies for marketing purposes, unless we have obtained your consent to do so.
   If you have previously consented to receiving marketing information from our preferred partners you can also choose to opt out from receiving marketing communications at any time, by clicking on the relevant unsubscribe link at the bottom of any marketing related email you may receive from us.  If you prefer, you can also send an email to info@babyultrasoundsheffield.co.uk with the header “Unsubscribe”.

5. To improve our services, fulfil our administrative purposes and protect our business interests: The business purposes for which we will use your information include accounting, billing and audit, credit or other payment card verification, fraud screening, safety, security and legal purposes, statistical and marketing analysis, systems testing, maintenance and development.

6. To comply with our legal obligations:.

3. 3. Requesting access to your personal data

You have a right to request access to the personal data that we hold about you. This could include information relating to appointments you have had with us.

If you would like to request a copy of your personal data, please email us to info@babyultrasoundsheffield.co.uk stating your full name, details of your appointment (reference number, date, time, clinic location) and which data you require access to. We will always make sure that it is you that we are in contact with before we allow any data to be released.

If you have questions in relation to your personal data, please contact us at: info@babyultrasoundsheffield.co.uk

Security of your personal data

We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage to personal data. When you provide your personal data through our Website or our app, this information is transmitted across the internet securely using high-grade encryption.

Furthermore, Window to the Womb is a PCI DSS compliant organisation. This means that we adhere to high security standards in order to protect your payment card details when you are sending us this information.

As described in this Privacy Policy, we may in some instances disclose your personal data to third parties. Where we disclose your personal data to a third party, we require that third party to have appropriate technical and organisational measures in place to protect your personal data; however in some instances we may be compelled by law to disclose your personal data to a third party, such as local authority agencies, and have limited control over how it is protected by that party.

The information that you provide to us will be held in our systems, which are located on our premises or those of an appointed third party. We may also allow access to your information by other third parties who act for us for the purposes described in this Privacy Policy or for other purposes approved by you. Your personal data may be accessed by and processed outside the European Economic Area (the European Economic Area being the European Union and Iceland, Liechtenstein and Norway, also referred to as the “EEA”) - including by staff operating outside the EEA who work for us or for one of our suppliers or agents (this includes staff engaged in, among other things, the fulfilment of your booking). Where your personal data is transferred outside of the EEA, we require that appropriate safeguards are in place.

We will retain your personal data for as long as we need it in order to fulfil our purposes set out in our Data Retention Policy or in order to comply with the law.

4. 4. Cookies or other tracking technologies

In order to improve our services, to provide you with more relevant content and to analyse how visitors use our website and app, we may use technologies, such as cookies, pixels or tracking software. Please be aware that we will not be able to identify you from the information we collect using these technologies.

For example, we use software to monitor customer traffic patterns and website usage to help us develop the design and layout of the website in order to enhance the experience of the visitors to our website. This software does not enable us to collect any personal data. In addition, in order to understand how our customers interact with the emails and the content that we send, we use pixels that allow us to know if the emails we send are opened or if the content of our emails is displayed in text or html form.

We also use cookies in our website, mobile app or in our emails. Cookies are small pieces of information stored by your browser on your computer's hard drive. They enable you to navigate on our website or app and allow us to provide features such as remembering aspects of your search to make subsequent searches faster. You can delete cookies if you wish; while certain cookies are necessary for viewing and navigating on our website or app, most of the features will be still accessible without cookies.

5. 5. Sharing your personal data

Your personal data will be shared with other companies within our Group. It may also be disclosed to a third party who acquires us, a member of our Group or substantially all of our assets.

We may also share some of your personal data with, or obtain your personal data from, the following categories of third parties:

1. Suppliers providing services to us in order to help us improve our services and your customer experience. We may for example share your personal data with the NHS or your GP.
   We select very carefully our suppliers who process your personal data on our behalf and require that they comply with high security standards for the protection of your personal data.

2. Credit and debit card companies We may share some of your personal data, which includes information about your method of payment and booking, to the credit or debit card company that issued the card you used to  make your booking. In order to ensure the security of your transactions and prevent or detect fraudulent transactions, we may also share your information with our fraud screening partner.

3. Our partners who offer related products and services on our website, promote offers or co-organise competitions on our website From time to time, we make certain third party offers available through our website or we publish competitions co-organised by third parties. If you choose to purchase products or services offered on our websites by third parties, accept offers or participate in a competition, some of your personal data, such as your contact details and your billing information, may be directly collected by or disclosed to that third party.
   As such, if you purchase their products or services, your information may be collected by or transferred to the following categories of organisation’s. Please note that the below list is not exhaustive and is subject to change:

1. Suppliers or retailers of pregnancy related products or services

2. Suppliers or retailers of maternity or baby wear products or services

Our partners have their own privacy policies and terms of use over which Window to the Womb does not have control. Whilst we carefully selects these partners, we have no responsibility or liability for their privacy policies, terms of use or the way they process your personal data. Please ensure that you review the relevant privacy policies and terms of use of these partners prior to purchasing their goods or services, using their websites, apps or services or providing any personal data to them.

4. Authorities In addition to the parties listed above, we may disclose your personal data when this is required by the law of any jurisdiction to which Window to the Womb may be subject.
   Through our website we provide links to third party websites which are subject to separate Privacy Polices. Please be aware that this Privacy Policy does not apply to such websites and Window to the Womb is not responsible for your information that third parties may collect through these websites.

6. 6. Your rights

You have the following rights:

1. The right to access your personal data and supplementary information that we hold. This will allow you to be aware of and verify the lawfulness of the processing

2. The right to have any inaccurate personal data rectified, or completed if it is incomplete. You can make a request for rectification verbally at one of our clinic or in writing to us at info@babyultrasoundsheffield.co.uk. We will respond to a request within a maximum of one calendar month. In certain circumstances we may refuse a request for rectification for example if we reasonably believe that the request is excessive or unfounded.

3. You have the right to have your personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.
   You have the right to have your personal data erased if:

1. the personal data is no longer necessary for the purpose which we originally collected or processed it for;

2. we are relying on consent as your lawful basis for holding the data, and you withdraw your consent;

3. we are relying on legitimate interests as our basis for processing, you object to the processing of your data, and there is no overriding legitimate interest to continue this processing;

4. we are processing your personal data for direct marketing purposes and you object to that processing;

5. we have processed your personal data unlawfully (ie in breach of the Data Protection Act 2018; or

6. we have to do it to comply with a legal obligation

4. You have the right to restrict the processing of your personal data where you have a particular reason for wanting the restriction. This may be because you have issues with the content of the information that we hold or how we have processed your In most cases we will not be required to restrict us from processing your personal data indefinitely, but we will need to have the restriction in place for a certain period of time

5. You have the right to obtain and reuse your personal data from us for your own purposes across different services. If you exercise this right, we will help you to move, copy or transfer your data easily from one IT environment to another in a safe and secure way, without hindrance to usability

6. You have the right to object to:

1. processing of your data based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling);

2. direct marketing (including profiling); and

3. processing for purposes of scientific/historical research and statistics

7. 7. Updates to our Privacy Policy

We may make changes to this Privacy Policy from time to time, including as part of the new European data protection legislation which will start to apply on 25 May 2018 (the “General Data Protection Regulation”) - we will update the Privacy Policy and we will publish on our website any new version of this Policy.

8. 8. Contact information

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@babyultrasoundsheffield.co.uk