Privacy Policy

1. Introduction

These terms apply from May 2025 and are provided by CoreMed Solutions Ltd, trading as ScanAlign, a service built to support your diagnostic journey with transparency and care.

2. Scope of the Policy

This policy applies to all personal data we collect and process in connection with online consultations and bookings, in-person EOS scan appointments, telephone or email communications, and referrals from healthcare professionals. The data we handle may include your name, contact information, medical history, scan results, and any communications exchanged with us or your referrer.

3. Legal Compliance

We act as the data controller and comply fully with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the NHS Records Management Code of Practice (2021), and the Ionising Radiation (Medical Exposure) Regulations 2017 (IR(ME)R). Our practices are also aligned with expectations set by the Care Quality Commission (CQC).

4. What Information We Collect

• Identity and Contact Data: Full name, date of birth, postal address, telephone number, and email address.
• Medical Data: Symptoms, past medical history, referral letters, clinical notes, and EOS scan images or results.
• Administrative Data: Appointment records, consent forms, payment information, and correspondence history.
• Technical Data: Anonymised website usage data gathered through cookies and analytics tools.

We do not collect sensitive data unrelated to our service, such as sexual orientation, political opinions, or trade union membership.

5. How We Collect Your Information

We gather your data in several ways. This includes information you provide directly, such as when you complete forms, speak with us on the phone, use our website, or attend an appointment. We also receive information from healthcare professionals who refer you to us. In addition, we collect data via secure and encrypted platforms used to manage bookings, imaging, and reporting.

6. Why We Collect It

Your personal data is essential to delivering safe and accurate care. We collect it to assess and justify EOS imaging, perform diagnostic scans, deliver scan reports and medical summaries, coordinate appointments, communicate results, and meet our legal and clinical documentation requirements.

7. Your Rights

Under the Data Protection Act 2018 and UK GDPR, you have the right to:

• Request access to your personal data
• Ask for corrections to inaccurate or incomplete data
• Request deletion of your data where appropriate
• Object to or restrict the processing of your data
• Request a portable copy of your information
• Withdraw your consent at any time where consent is the basis of processing

To exercise any of these rights, please contact us using the details provided in Section 15. We aim to respond to all legitimate requests within 30 days.

8. Data Security

We take data security seriously. Your personal data is stored using encrypted digital systems and protected by secure servers. Access is limited to trained staff operating under strict role-based controls. Regular internal audits and reviews help us maintain the highest standards of information governance. In the unlikely event of a data breach, we will inform affected individuals and notify the Information Commissioner’s Office (ICO) in line with regulatory requirements.

9. Sharing Your Information

We only share your data when necessary for your care or when required by law. This includes consultant radiologists interpreting your scans, referring clinicians or healthcare professionals involved in your care, and administrative staff responsible for bookings or coordination. Where necessary, we also disclose information to legal or regulatory authorities. We do not sell your data or share it for marketing purposes.

10. Third-Party Services

We may use trusted third-party systems to support service delivery, such as secure image storage (PACS), online booking platforms, email systems, or payment processors. These providers are contractually bound to protect your data, are required to comply with UK data protection laws, and operate with encrypted access protocols.

11. Data Retention

Your data is retained in line with NHS England’s Records Management Code of Practice (2021). EOS scan reports and associated medical records are stored for a minimum of eight years, or longer if clinically or legally necessary.

12. Cookies and Website Analytics

What Are Cookies?

Cookies are small text files placed on your device that help websites function properly and enhance your user experience.

Why We Use Them

We use cookies to enable core site functionality, understand how visitors interact with our site, improve overall performance, and personalise content.

Types of Cookies

• Essential Cookies: Required for basic site functions
• Third-Party Cookies: Used by trusted analytics tools like Google Analytics
• Functionality Cookies: Remember your preferences, such as location or language
• Performance Cookies: Help us track anonymous usage statistics

Managing Your Preferences

You can manage or disable cookies through your browser settings. Please note that disabling some cookies may affect how parts of our website function. By continuing to use our site, you consent to our use of cookies.

13. Your Responsibility

Please ensure the information you provide to us is accurate and up to date. Let us know if you do not wish your scan results to be shared with your referring clinician or GP.

14. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on this page with the revised date. Continued use of our services will indicate your acceptance of the updated terms.

15. Contact Us

If you have any questions, wish to exercise your rights, or would like to lodge a complaint, please contact us:
Email: privacy@ScanAlign.co.uk

If you are not satisfied with our response, you may contact the Information Commissioner’s Office (ICO): www.ico.org.uk

After using our services, you may receive an email or SMS inviting you to leave a review on Trustpilot. We do this to gather feedback, improve our services, and help future patients make informed decisions. These invitations are sent based on our legitimate interest in understanding patient experience. You are not obliged to leave a review, and you can unsubscribe from future requests at any time.