Privacy Policy

1. Who we are

Endoscan Health (“we”, “us”) provides specialist ultrasound scanning and AI-supported diagnostic reporting for endometriosis. For the purposes of UK data protection law we are the data controller for the personal information described in this policy.

• Registered name: Endoscan Health Ltd
• Company number: 16942326
• Registered office: 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
• Clinic address: 10 Redcliffe Street, London SW10 9DT
• ICO registration number: ZC161711
• Data protection contact: laura@endoscan.ai

2. The information we collect

Information you give us

• Identity and contact details — name, date of birth, email address, telephone number, postal address.
• Health information — symptoms, medical and gynaecological history, medication, previous investigations, and anything else you tell us before or during your appointment.
• Appointment information — bookings, cancellations, and correspondence with our team.

Information we create

• Ultrasound imaging and video recorded during your scan.
• Measurements and clinical findings derived from that imaging.
• Your diagnostic report, prepared and approved by a qualified clinician.

Information collected automatically

• Technical data when you use our patient portal — IP address, browser type, device information, and pages visited.
• Access records — an audit log of who viewed or changed your record, and when. We keep these to protect your data, and we cannot switch them off.

Health information and imaging are “special category data” under UK GDPR and receive additional protection in law and in our systems.

3. Why we use it, and our lawful basis

What we do	Lawful basis
Provide your scan, produce your report, and manage your care	Contract (Art. 6(1)(b)) and provision of health care (Art. 9(2)(h))
Keep clinical records as required of a healthcare provider	Legal obligation (Art. 6(1)(c)) and Art. 9(2)(h)
Take payment and issue invoices	Contract (Art. 6(1)(b)) and legal obligation for tax records
Send appointment confirmations, reminders and results notifications	Contract (Art. 6(1)(b))
Keep our systems secure and investigate faults	Legitimate interests (Art. 6(1)(f)) — running a safe, working service
Use your imaging to develop and validate our AI	Your explicit consent (Art. 6(1)(a) and Art. 9(2)(a))
Send you marketing about our services	Your consent, withdrawable at any time

4. AI and research

Our AI supports our clinicians; it does not diagnose you. Every report is prepared and approved by a qualified clinician.

We only use your imaging to develop our AI if you have given separate, explicit consent. This is optional, it is not a condition of receiving care, and declining will never affect your treatment. If you consent:

• Your data is pseudonymised before it is used — direct identifiers are removed and replaced with a code.
• It is used to train and validate models for detecting endometriosis, and to check those models are working correctly.
• You can withdraw your consent at any time by contacting us. We will stop using your data for this purpose. Where your data has already contributed to a trained model it may not be technically possible to reverse that contribution, and we will tell you honestly if that is the case.

5. Who we share it with

We do not sell your personal information, and we never share it for advertising.

• Our clinicians — the sonographer performing your scan and the consultant gynaecologist reviewing it.
• Your GP or another clinician — only where you ask us to, or where there is an urgent clinical need to do so safely.
• Service providers acting on our instructions — cloud hosting, authentication, email delivery, and accounting software. They process your data only as we direct, under written contract.
• Regulators, insurers or legal authorities — where we are required by law.

6. Where your data is stored

Your clinical records and imaging are stored on UK-based cloud infrastructure. Some of our suppliers may process limited technical or contact data outside the UK; where they do, we rely on safeguards approved under UK data protection law, such as the International Data Transfer Agreement or UK Addendum.

7. How long we keep it

We keep clinical records — including your imaging, your report and your booking record — for 8 years from your appointment, in line with the NHS records retention schedule. Access and activity logs are kept for 7 years. Security records such as failed sign-in attempts are kept for 90 days, and login sessions for 30 days.

8. Your rights

Under UK GDPR you have the right to:

• Access a copy of the personal information we hold about you.
• Rectify information that is inaccurate or incomplete.
• Erase your information in certain circumstances. Note that we may be required to retain clinical records even after you ask us to delete them.
• Restrict or object to our use of your information.
• Portability — receive your data in a structured, machine-readable format.
• Withdraw consent at any time, where we rely on it — including consent for AI development.

You can exercise several of these directly in the patient portal, or by contacting us at contactus@endoscan.ai. We will respond within one month. There is no charge.

If you are unhappy with how we have handled your information you can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would appreciate the chance to put things right first.

9. How we protect your information

• Encryption in transit and at rest.
• Access limited to staff who need it for your care, enforced by role-based permissions.
• An audit log recording access to patient records.
• Multi-factor authentication and network controls for staff access.
• Regular security testing and dependency monitoring.

10. Cookies and the patient portal

Our patient portal uses a small number of strictly necessary cookies to keep you signed in securely and to protect your session. These are required for the portal to work and cannot be disabled. Our website may use analytics cookies; where it does, we ask for your consent first and you can change your choice at any time.

11. Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed. If we make a significant change we will tell you directly.