Pregnancy Clinic

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Patient Privacy Notice

The Pregnancy Clinic

Last updated: 15th January 2026

The Pregnancy Clinic is a UK-based private medical clinic providing consultant-led pregnancy, ultrasound, and diagnostic services. For the purposes of data protection law, The Pregnancy Clinic is the Data Controller of your personal data.

This Patient Privacy Notice explains how The Pregnancy Clinic collects, uses, stores, and protects your personal and medical information when you receive clinical care from us. We are committed to maintaining the highest standards of confidentiality, transparency, and data protection in accordance with:

  • UK General Data Protection Regulation (UK GDPR)
  • Data Protection Act 2018
  • Common law duty of confidentiality
  • Care Quality Commission (CQC) expectations

Data Protection Lead

The Pregnancy Clinic has appointed a Data Protection Lead responsible for overseeing information governance and data protection compliance.

Email: dataprotection@thepregnancyclinic.com
Address: The Pregnancy Clinic, The Highland Suite (Suite H), Great Hollanden Business Centre, Mill Lane, Underriver, Sevenoaks TN15 0SQ

Lawful Basis for Using Your Data

Under UK GDPR, we process your data on the following lawful bases:

  • Provision of healthcare (Article 9(2)(h))
  • Performance of a contract for private medical services
  • Legal obligation (e.g. regulatory, safeguarding, insurance)
  • Legitimate interests in running a safe, effective medical service
  • Consent, where required (e.g. marketing, images for teaching)

You are not required to provide consent for the use of your data for direct care, but we will always explain how your information is used.

What Information We Collect

When you receive care from us, we may collect and process the following categories of information:

Personal Information

  • Name, date of birth, address
  • Contact details (telephone, email)
  • NHS number (where relevant)
  • Identification details (where required)

Special Category (Health) Information

  • Medical and obstetric history
  • Pregnancy details and ultrasound findings
  • Test results and diagnostic reports
  • Clinical correspondence and consultation notes
  • Images, videos, or recordings from scans or procedures 

Administrative and Financial Information

  • Appointment records
  • Billing and payment information
  • Insurance or self-pay details

How We Use Your Information

We use your information to:

  • Provide safe, high-quality clinical care
  • Make accurate diagnoses and treatment decisions
  • Communicate with you about your care
  • Maintain accurate medical records
  • Meet legal, regulatory, and professional obligations
  • Ensure patient safety, audit, and quality improvement

Your information is never sold or used for commercial profiling.

Sharing Your Information

We may share your information only when necessary and on a strict need-to-know basis, including with:

  • Other healthcare professionals involved in your care
  • Diagnostic laboratories or imaging providers
  • Your GP or NHS services (with your knowledge or where required)
  • Regulatory bodies where legally required (e.g. CQC, safeguarding)
  • Professional indemnity insurers (where appropriate)

All recipients are required to comply with confidentiality and data protection laws.

Use of Images and Recordings

Ultrasound images, videos, or recordings form part of your medical record.

  • These are used primarily for clinical care
  • They may also be provided to you as part of your consultation
  • Any use for teaching, training, research, or marketing will require your explicit written consent

You may withdraw consent for non-clinical use at any time.

Data Storage and Security

We take appropriate technical and organisational measures to protect your information, including:

  • Secure electronic medical record systems
  • Controlled access to patient data
  • Encryption and password protection
  • Confidential disposal of paper records

Access to your information is limited to authorised staff and clinicians only.

How Long We Keep Your Information

We retain clinical records in line with:

  • NHS Records Management Code of Practice
  • Professional indemnity and medico-legal guidance

Typically, obstetric and maternity records are retained for a minimum of 25 years. Some records may be kept longer where required by law.

Your Rights

Under UK GDPR, you have the right to:

  • Access your medical records
  • Request correction of inaccurate information
  • Request restriction of processing (in certain circumstances)
  • Object to processing (where applicable)
  • Request a copy of your data (data portability)

Requests can be made by contacting our Data Protection Lead. We will respond within one month unless an extension is legally permitted.

Complaints and Concerns

If you have concerns about how your information is handled, please contact us in the first instance so we can address them promptly. The Data Protection Lead is the primary point of contact for questions about how your personal data is used, requests to exercise your data protection rights and data protection concerns or complaints.

You also have the right to complain to the Information Commissioner’s Office (ICO):
https://www.ico.org.uk

Changes to This Notice

This Patient Privacy Notice may be updated periodically to reflect changes in law, guidance, or our services. The latest version will always be available on our website or upon request.

Version 1.0 | Approved by The Pregnancy Clinic | January 2026