Privacy Policy

FirstSight collects, uses and stores information about customers and individuals (Data Subjects) it works with in providing ultrasound services. This means that we process their personal data or information and it is their right to know how we use this information, whether it is stored on computers or in paper records.

FirstSight is committed to ensuring that our Data Subject’s privacy is protected, and that the information held by us is secure. To prevent unauthorised access or disclosure, we have physical and electronic procedures in place to safeguard and secure the information we collect from Data Subjects, including their online details.

Consent

This Privacy Notice is supported by a Consent Form for processing personal information which customers are asked to tick to give their consent to FirstSight processing their personal information. We ask that customers tick this box after reading this notice to confirm their understanding of how we record and process their details.

What can data subjects ask us for?

Any individual engaged with FirstSight, whether as a patient, partner or employee can ask us:

  • How we use their information
  • Who we pass it to
  • For a copy of the information we hold on them
  • To correct it if the information is wrong
  • To erase the information we hold on them

As an organisation we will:

  • Not allow the information to be used or seen by anyone who should not see it
  • Provide a copy of personal information to the Data Subject if requested, within 1 month of verifying their request

Why do we collect personal information?

We collect information to allow us to carry out the work of FirstSight allowing customers to book ultrasound services through our dedicated website.

Processing this information is necessary to meet the contractual obligations entered by booking with FirstSight.

When booking a service with FirstSight, customers provide their consent to FirstSight processing their information in line with this Privacy Policy. Customers have the right to refuse to provide this consent, however, it should be noted that if they fail to provide the information required for bookings we may be unable to fulfil the contract for the provision of services. Customers also have the right to withdraw their consent to us processing their personal data at any time and this can be done by submitting a data request ticket, but again this may affect the continuing delivery of any services they have already booked.

As a responsible employer, FirstSight will collect personal information from potential employees, obtaining references and all other relevant information ascertaining to their employment. FirstSight will process personal data about its employees in connection with their individual contracts of employment and to comply with its legal obligations as an employer. Employees have the right to refuse consent or withdraw their consent at any time. It must be noted however that this may affect their employment with FirstSight.

What do we use the information for?

  • We will use the information collected from Data Subjects to enable the booking of our ultrasound services.
  • Where a referral to a healthcare provider is required, we may provide a Data Subject’s information to the relevant healthcare provider about any irregularities we detect, with their consent.
  • We will use personal information for our own internal record keeping.
  • We may use personal information to improve our products and services.
  • We use information about our employees to perform our duties and legal obligations as an employer.

As an organisation committed to progression and excellence, we may want to use customer information to send promotional emails about new products, special offers or other information which we think they may find interesting. Sometimes we may also use a customer’s information to contact them for internal market research purposes and use the information they provide to customise our website and/or services according to their interests and feedback. Before we use a customer’s information in this way, we will ask for their agreement and obtain consent to do this.

What sort of information do we keep?

The sort of information we keep may include:

  • A Data Subject’s name, date of birth, gender
  • Contact details including address, email address and telephone numbers
  • Demographic information such as postcode, preferences and interests
  • Any relevant medical information obtained during the provision of the service
  • Other information relevant to customer surveys and/or offers
  • For employees, we will collect the information needed for their personnel record which includes (but is not limited to) NI Number, ethnic origin, gender, disability, health details, bank details, next of kin, references

Who do we share personal information with?

There may be occasions when we are legally required to share information with statutory agencies such as the Police, Local Authorities, Courts or HMRC. This may be in relation to criminal or civil proceedings or fraud. Information can be shared without a Data Subject’s consent in these circumstances.

  • We will not share a Data Subject’s information with any other third parties for marketing purposes.
  • For employees, we will not share personal information with third parties without their consent where it does not relate to their responsibilities as an employee, or our obligations as an employer. For example, there may occasions when we are requested for information about an employee from financial organisations, for instance, if they are applying for a mortgage. Before providing any details, we will obtain consent to do this.
  • There may be other occasions when we are requested to provide information we hold on you, and we will seek explicit consent to do this.
  • We will not sell, distribute or release a Data Subject’s personal information to third parties unless we have their permission or are required by law to do so.

How long do we keep personal information?

We will keep customer details and the documents or file associated with their booking for a period of 8 years after your booking.

Images and videos obtained during the provision of the service will be held for a period of 1 year, unless we have received explicit permission from the customer to use these images and / or videos for marketing purposes, in which case we will keep these files for as long as they are relevant.

For employees, we will retain Personnel Records and Employee Contracts for 6 years after employment ends or Termination.

We will retain retirement and pensions records permanently.

How a Data Subject can obtain a copy of the information we hold

All Data Subjects have the right to make a Data Subject Access Request to receive a copy of the information we hold about them. No payment is required, and we will provide the information within one month of receiving and verifying the request.

To request a copy of the information we hold, a data request ticket should be submitted, or the Data Subject can contact the Data Protection Officer (DPO) by emailing southampton@firstsightscans.co.uk marking the email for the attention of the DPO.

In order to release the information, we will need:

  • The Data Subject’s full name, address and date of birth
  • A copy of identification, e.g. a driving licence, passport or other photographic ID

What is non-accessible information?

We will be completely open about the information we keep on a Data Subject, but there are certain limits to what we can legally give access to. For example, we will not provide information:

  • About other people or businesses
  • That needs the permission of the person(s) who gave it to us before we can pass it on
  • That may cause harm to a Data Subject, their business or another person and their business, if we released the information

We will inform a Data Subject if there is any information that we cannot share with them.

What else can a Data Subject ask us for?

As well as the right to access the information we hold by making a Data Subject Access Request, Data Subjects also have the right to have the information amended, to have it deleted, to have the processing restricted or to object to the processing. This may apply if they believe the information we hold on them is not accurate, untrue or is incomplete. In these circumstances, they should contact us at southampton@firstsightscans.co.uk

What if a Data Subject is not content with what is happening with the information we keep about them?

The Data Protection Officer should be contacted via southampton@firstsightscans to log any issues or complaints.

If we are unable to satisfy the Data Subject’s request, they should contact the Information Commissioner’s Office and ask them to look at the procedures we are following. Their contact details are:

Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire
SK9 5AF
Telephone 01625 545 745

Further information about the work of the Information Commissioner and about data protection can be found at www.ico.org.uk

About this notice

This Notice and associated Consent Form are provided to patients and customers during online booking and to employees and, where relevant, subcontracted service providers, at the point of Contract offer.

A copy is also available:

  • To all customers and members of staff via the FirstSight website
  • Upon request via the FirstSight privacy centre

Website access and usage

Our websites use cookies – a cookie is a small file which asks permission to be placed on a computer’s hard drive. Once authorised, the file is added and the cookie helps analyse web traffic or lets us know when a Data Subject visits one of our sites. Cookies allow web applications to respond to a Data Subject as an individual. The web application can tailor its operations to their needs, likes and dislikes by gathering and remembering information about their preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide our customers with a better website, by enabling us to monitor which pages they find useful and which they do not. A cookie in no way gives us access to another person’s computer or any information about them, other than the data they choose to share with us.

Customers can choose to accept or decline cookies. Most web browsers automatically accept cookies, but browser settings can be modified to decline cookies. This may prevent a customer from taking full advantage of the website.