1. Payment and Cancellation
You can cancel your appointment up to 24 hours before your scheduled time. A refund will be issued minus the non-refundable payment processing fee, calculated as 1.40% of the booking amount plus 25p, reflecting the exact transaction cost incurred at the time of booking.
Cancellations within 24 hours of the appointment, or failure to attend, will result in the deposit being retained in full (50% of the total cost). This covers reserved appointment time, staffing, and administrative preparation.
Rescheduling
Appointments may be rescheduled with more than 24 hours’ notice.
Rescheduling with less than 24 hours’ notice is treated as a cancellation, and the deposit will be retained in full.
By booking an appointment, you confirm that you understand and agree to these terms.
2. Arrival Time, Access & Late Arrivals
Please arrive on time or no more than 5 minutes before your scheduled appointment time.
Our clinic operates a locked door and intercom access system to maintain privacy, safety, and confidentiality for all clients. On arrival, please use the intercom to request access.
There may not always be someone on the front desk and while the scans are being performed, the sonographer may not always be able to answer the intercom immediately if they are scanning another client. We appreciate your patience during this time.
If you arrive late, we will do our best to accommodate you; however, this may result in:
Rescheduling with less than 24 hours’ notice is treated as a cancellation, and the deposit will be retained in full.
3. Appointment Duration
Your appointment time includes the entire visit, including:
Please arrive on time to ensure a full and safe assessment and to avoid delays to other clients.
4. Age Policy
We do not scan anyone under the age of 18.
You may be asked to provide valid photographic identification. If proof of age cannot be provided, the appointment will be cancelled and the deposit forfeited.
5. Relevant Information & Client Responsibility
To ensure safe, appropriate, and effective scanning, clients must provide accurate and relevant clinical information, including but not limited to:
Failure to disclose relevant information may limit the scope or accuracy of the scan and may affect interpretation of findings.
6. Accessibility
We are committed to providing an inclusive, respectful, and supportive service. If you have a disability, additional need, or specific accessibility requirement, please inform us at the time of booking or at least 24 hours in advance so that appropriate reasonable adjustments can be made.
Where stairs present a difficulty, an alternative step-free side entrance is available. Please let us know in advance so access can be arranged safely and discreetly.
7. Guests and Chaperones
For women’s health and fertility scans, clients may be accompanied by one support person if this is felt to be beneficial.
A trained professional chaperone is available upon request to support dignity and comfort during the examination. Please request a chaperone at the time of booking or at least 24 hours prior to your appointment so arrangements can be made.
8. Filming and Photography
To maintain privacy, dignity, and a professional environment, filming or photography during the scan is not permitted.
Images of the scan will be included with the ultrasound report and emailed to you within 24 hours of the scan.
9. Privacy, Dignity & Data Protection
We are committed to maintaining your privacy, dignity, and confidentiality at all times.
All personal and medical information is handled in accordance with UK GDPR and stored securely. Your information will only be used to provide your care and will not be shared without your consent unless required for safeguarding, clinical referral, or legal obligations.
10. Clinical Scope & Disclaimer
Women’s health and fertility ultrasound scans provide a non-diagnostic ultrasound assessment based solely on the findings visible at the time of examination. Ultrasound represents a snapshot in time, and it is not possible to identify or exclude all conditions. These scans do not constitute a medical diagnosis and do not replace ongoing care, investigation, or management by your GP, gynaecologist, or fertility specialist.
If a potential concern is observed, and with your consent, we will advise you to seek appropriate follow-up with your GP for further assessment or referral as required.
11. Limitation of Liability
All ultrasound examinations are performed by appropriately trained and experienced professionals and in accordance with current professional standards.
However, ultrasound imaging has inherent limitations, and it is not possible to identify all abnormalities or conditions. Findings are dependent on multiple factors, including anatomy, physiological changes, and the timing of the examination.
We do not accept liability for conditions or abnormalities that are not identified or are not visible at the time of the scan. Responsibility for ongoing monitoring, investigation, diagnosis, and management remains with the client’s primary healthcare provider.
Clients are responsible for seeking and acting upon appropriate medical advice and follow-up where recommended.
12. Ultrasound Safety
All scans are performed by trained professionals using the ALARA principle (As Low As Reasonably Achievable) to minimise exposure while obtaining clinically appropriate images.
Ultrasound equipment is regularly serviced, quality-assured, and maintained in line with professional and safety standards.
