Terms and Conditions

Throughout these Terms and Conditions, "Numi Scan", "we", "us" and "our" mean the company operating the clinic at which your appointment is booked. "You" and "your" mean the person receiving the service.

When you make a booking, your contract is with the company operating the Numi Scan clinic you have selected.

By booking an appointment with us, you agree to these Terms and Conditions. Nothing in these Terms and Conditions affects your statutory rights.

Numi Scan provides private pregnancy ultrasound services carried out by appropriately trained and qualified ultrasound professionals.

Depending on the service booked and the stage of pregnancy, your ultrasound examination may include assessment of:

• Pregnancy location and viability
• Fetal heartbeat
• Number of fetuses
• Fetal growth and measurements
• Fetal wellbeing
• Placental position
• Fetal presentation
• Gender determination
• 3D/4D imaging

The exact assessment performed will depend upon the scan you have booked.

If the sonographer identifies a finding that requires further assessment, this will be discussed with you and you may be advised to contact your NHS maternity provider, Early Pregnancy Unit, GP, maternity assessment service or another appropriate healthcare provider.

Our private ultrasound services do not replace routine NHS antenatal care, screening or diagnostic services. You should continue to attend all NHS appointments offered to you.

You are responsible for providing us with accurate and relevant information about your pregnancy and medical history.

Numi Scan may not have access to your complete NHS or other medical records. You should therefore tell the sonographer about any relevant symptoms, previous scan findings, medical conditions or pregnancy complications.

Our ultrasound examination provides information based on what can reasonably be assessed during the particular scan you have booked.

No ultrasound examination can identify every fetal or pregnancy abnormality, and our scans should not be regarded as the sole assessment of your pregnancy.

Most examinations are performed transabdominally.

For certain early pregnancy examinations, a transvaginal ultrasound scan may be recommended where clinically appropriate or where an abdominal examination does not provide sufficient information.

The procedure will be explained to you beforehand and will only be performed with your consent.

You have the right to decline a transvaginal examination. However, if you decline, the sonographer may be unable to obtain sufficient information or provide a conclusive result.

Your privacy and dignity will be respected throughout your appointment, and appropriate chaperone arrangements will be provided in accordance with our clinic policy.

Your appointment is only confirmed once the required booking payment or deposit has been successfully received and confirmation of your booking has been issued.

You are responsible for ensuring that the information provided when making your booking is accurate, including your contact details, gestation and the service selected.

The price applicable to your appointment will be the price displayed or confirmed when you make your booking.

Where only a deposit has been paid when booking, the remaining balance must be paid in accordance with the clinic's payment requirements.

We reserve the right to change our prices, packages and services from time to time. Changes will not normally affect an appointment that has already been confirmed.

A deposit is required to secure your appointment.

All booking deposits are non-refundable.

The deposit reserves a specific appointment time for you and forms part of the total price of your appointment.

If you change your appointment in accordance with our rescheduling terms below, your deposit may be transferred to your new appointment.

If you choose to cancel your appointment, your booking deposit will not be refunded.

Any amount paid above the booking deposit will be dealt with in accordance with our Cancellation & Refund Policy and your statutory rights.

If you wish to change the date or time of your appointment, you must contact us at least 24 hours before your scheduled appointment time.

Where at least 24 hours' notice is provided, your booking deposit may be transferred to the rescheduled appointment.

If you request a change less than 24 hours before your appointment, your existing booking may be treated as a late cancellation and your deposit will be forfeited. A new deposit may be required to make another booking.

Different conditions may apply to packages, complimentary appointments, rescans, loyalty rewards and promotional bookings. Where applicable, the specific terms of that service will apply.

If you do not attend your appointment and have not contacted us beforehand, this will be treated as a no-show.

Because the appointment time has been specifically reserved for you and may no longer be available to another client, payments may be retained to cover the resulting loss to the clinic.

You may be required to make a new booking and payment if you wish to attend on another date.

Please arrive 5 to 10 minutes before your scheduled appointment time to allow sufficient time for check-in.

If you arrive late, we will make reasonable efforts to accommodate you without affecting other clients.

If you arrive more than 5 minutes late, we may need to shorten, reschedule or cancel your appointment.

Where your appointment cannot reasonably be completed because of your late arrival, the applicable cancellation or rescheduling terms will apply, and additional charges may apply where a new appointment or additional appointment time is required.

Our pregnancy ultrasound services are available only to clients aged 18 years or over.

Clients must be 18 or over on the date of their appointment and must be able to provide their own informed consent for the ultrasound examination.

We are unable to provide ultrasound services to anyone under the age of 18, even if they are accompanied by a parent, guardian or another responsible adult.

Where necessary, we reserve the right to request appropriate proof of age before providing the service.

If a client is found to be under 18, we will be unable to proceed with the appointment.

Gender determination is offered from 15 weeks of pregnancy onwards.

Clients must be at least 15 weeks pregnant on the date of their Gender Scan appointment.

Gender determination is based on the sonographer's professional assessment of the ultrasound appearances at the time of the examination.

Fetal position and other factors may affect visibility. If the sonographer is unable to confidently determine the baby's gender due to the baby's position, the applicable rescan policy will apply.

Although every reasonable effort is made to provide an accurate gender determination, ultrasound assessment cannot provide an absolute guarantee of accuracy.

Our 3D/4D pregnancy ultrasound service includes a pregnancy wellbeing assessment performed by an appropriately qualified ultrasound professional.

The 3D/4D imaging forms part of the overall pregnancy ultrasound appointment and does not replace the wellbeing assessment undertaken by the sonographer.

i) Pregnancy Wellbeing Assessment

Depending on the gestation, clinical circumstances and the service booked, the ultrasound examination may include assessment of:

• Fetal heartbeat
• Fetal movement
• Fetal position and presentation
• Placental position
• Fetal measurements and/or growth, where included within the service
• Amniotic fluid, where appropriate
• Other relevant wellbeing observations included within the particular ultrasound examination

The relevant ultrasound findings will be assessed and documented by the sonographer, and an ultrasound report will be provided where applicable.

If the sonographer identifies an unexpected or potentially concerning finding requiring further assessment or medical review, this will be discussed with you and you may be advised to contact your NHS maternity provider or another appropriate healthcare service.

ii) 3D/4D Imaging

As part of the appointment, the sonographer will make reasonable efforts to obtain 3D/4D images of your baby where these are included within the service booked.

The quality and visibility of 3D/4D images depend on several factors outside the control of Numi Scan and the sonographer, including:

• Your baby's position
• Placental position
• Gestational age
• Amount and distribution of amniotic fluid
• Maternal tissue
• Your baby's movement
• The position of your baby's hands, feet or umbilical cord

Although we will make reasonable efforts to obtain suitable 3D/4D images, we cannot guarantee that clear or complete images of your baby's face will be obtained.

The inability to obtain clear 3D/4D facial images does not necessarily mean that the pregnancy wellbeing assessment has been unsuccessful or that the ultrasound service has not been provided.

iii) Complimentary 3D/4D Rescan

Where included within the applicable scan package or clinic rescan policy, a complimentary rescan may be offered where your baby's position prevents suitable 3D/4D images from being obtained.

A complimentary rescan provides a further opportunity to obtain images but does not guarantee that your baby's position will be more favourable or that clear facial images will be obtained at the subsequent appointment.

Any complimentary rescan is subject to the applicable rescan terms and appointment availability.

Our private ultrasound services complement, but do not replace, routine NHS antenatal care, screening or diagnostic services. Clients should continue to attend all NHS maternity appointments offered to them.

Our Early Viability Scan is available from 6 weeks of pregnancy onwards. Clients must be at least 6 weeks pregnant based on their reported pregnancy dates at the time of booking and appointment.

Pregnancy dating based on the last menstrual period (LMP) may not always accurately reflect the actual gestational age. This may occur particularly where menstrual cycles are irregular, ovulation occurred later than expected or pregnancy dates are uncertain.

For this reason, even where a client is believed to be 6 weeks or more pregnant, it may still be too early to confirm pregnancy viability or obtain all expected ultrasound findings.

Where an examination is inconclusive, the sonographer will explain the findings and advise on the appropriate next steps. This may include a repeat ultrasound examination and/or assessment by an appropriate NHS healthcare service.

The availability of any complimentary rescan will depend on the terms of the service booked and the circumstances of the original appointment.

Occasionally, an ultrasound examination may identify an unexpected or potentially concerning finding.

Where appropriate, the sonographer will explain the findings to you and advise you about the appropriate next steps.

This may include contacting or attending your NHS maternity provider, Early Pregnancy Unit, GP, Maternity Assessment Unit, hospital or Emergency Department.

Where clinically appropriate and where permitted by law, relevant information may be shared with another healthcare professional involved in your care.

What you receive will depend upon the scan or package purchased.

This may include:

• An ultrasound report
• Printed ultrasound images
• Digital images
• 3D/4D images
• Other products specifically included within your package

Only items specifically included within the service or package purchased are included.

Ultrasound image quality varies between patients and pregnancies and can be affected by factors outside our control.

The inability to obtain a particular image does not necessarily mean that the ultrasound examination itself has not been appropriately performed.

Where image-related guarantees or complimentary rescans form part of a particular package, the specific conditions of that package will apply.

Photography, video recording, audio recording or livestreaming within the examination room may be restricted for clinical, privacy and confidentiality reasons.

Please obtain permission from a member of staff before taking photographs, recording or making a video call during your examination.

We make reasonable efforts to ensure appointments run according to schedule.

Occasionally, another patient may require additional clinical attention or circumstances outside our control may result in a delay.

We will make reasonable efforts to minimise any disruption.

Occasionally, we may need to change, postpone or cancel an appointment because of circumstances such as:

• Sonographer illness or unexpected absence
• Equipment failure
• Power or internet disruption
• Severe weather
• Clinical emergencies
• Building or premises issues
• Changes in regulatory requirements
• Other circumstances outside our reasonable control

Where this happens, we will contact you as soon as reasonably possible and normally offer you the opportunity to reschedule.

Where we cancel your appointment and are unable to provide the service, any payment made for the service that has not been provided will be refunded where appropriate.

Please take reasonable care of your belongings while attending our clinics.

We cannot accept responsibility for loss or damage to personal belongings unless the loss or damage results from something for which we are legally responsible.

Numi Scan will provide its services with reasonable care and skill.

We are responsible for loss or damage that is a foreseeable consequence of our failure to comply with our obligations to you.

Nothing within these Terms and Conditions excludes or limits liability where doing so would be unlawful.

Nothing within these Terms and Conditions limits or removes your statutory consumer rights.

We process personal information and health information in accordance with applicable UK data protection legislation and our Privacy Policy.

Your information may be processed where necessary to:

• Provide your ultrasound or other healthcare service
• Maintain appropriate clinical records
• Communicate with you regarding your appointment
• Process payments
• Manage clinical referrals where appropriate
• Meet our legal, professional and regulatory obligations

We will only disclose personal information where there is an appropriate lawful basis to do so.

Numi Scan Ltd will not contact you for marketing purposes or for the promotion of its services unless you have asked us to.

Medical records cannot be erased, as they constitute evidence of clinical practice.

Please refer to our Privacy Policy for further information about how your personal information is collected, used, stored and protected.

If you are unhappy with any aspect of the service you have received, please contact the clinic as soon as reasonably possible so that we have an opportunity to investigate your concerns.

Complaints are considered in accordance with our Complaints Policy, which sets out how to raise a concern, how long we take to respond and what you can do if you remain unhappy.

Where your concern relates to something that occurred during your ultrasound examination, contacting us promptly may assist us in investigating and resolving the matter.

Certain packages, complimentary services, loyalty rewards, promotions or special offers may have additional Terms and Conditions.

These may include specific conditions relating to:

• Rescheduling
• Expiry periods
• Complimentary rescans
• Loyalty rewards
• Package usage
• Missed appointments
• Non-transferability

Where additional conditions apply, they form part of the Terms and Conditions of the particular package, promotion or service. The clinic terms set out below apply to bookings made with Numi Scan Gateshead.

We may update these Terms and Conditions from time to time to reflect changes to our services, business operations, legislation or regulatory requirements.

The Terms and Conditions applicable to your booking will normally be those in effect when your booking is made.

Each provision of these Terms and Conditions operates separately.

If any provision is found to be unlawful or unenforceable, the remaining provisions will continue to apply.

These Terms and Conditions are governed by the laws of England and Wales.

Nothing in this section affects any mandatory consumer rights concerning where legal proceedings may be brought.

The following terms apply to bookings made with Numi Scan Gateshead and form part of these Terms and Conditions.

Deposit amounts. A £30 deposit is required to secure your appointment. The NIPT Test, the Early Gender Blood Test and the Watch Me Grow package require a £50 deposit. The deposit is deducted from the balance of your scan fee on the day of your appointment.

Balance. The balance of your scan fee is payable on the day of your appointment.

Payment methods. We accept debit and credit card payments. Patients are responsible for providing valid card details and for updating those details when cards expire.

Rescan offer. Where we are unable to obtain either a gender determination or suitable 4D images, depending on the scan type booked, one complimentary rescan is offered, subject to the rescan terms and appointment availability.

4D images. Where a 4D peek is included as a complimentary addition to a scan, it is not the main objective of that appointment and remains subject to your baby's position and cooperation.

Refunds after a scan. Once a scan has taken place, refunds are not guaranteed, including where the scan is inconclusive or limited. Any goodwill refund or repeat scan is at the discretion of the clinic. Nothing in these terms affects your statutory rights.

These terms apply to our multi-scan packages, including the Watch Me Grow package.

• All scans must be used within 9 months from the date of purchase and during the same pregnancy.
• A package is personal to the client and is non-transferable.
• Scans or benefits cannot be transferred to another person or another pregnancy.
• A package, or any unused scans within it, cannot be exchanged for cash, transferred to another package or programme, or used as credit towards another service, except where required by law.
• Free scans included in a package cannot be combined with our Buy 3 Scans, Get 1 Free offer. Only one free scan applies per pregnancy.
• The Watch Me Grow package is purchased between 6 and 9 weeks of pregnancy, because it opens with an Early Pregnancy Viability Scan carried out from 6 weeks.
• A £50 deposit secures the Watch Me Grow package at the point of booking. The balance is payable at your first appointment.
• Complimentary loyalty scans must be rescheduled with at least 24 hours' notice. Missing the appointment or cancelling late means the free scan is forfeited, with no rebooking or replacement.
• All appointments remain subject to these Terms and Conditions and to our booking, cancellation, rescheduling and clinic policies.
• Nothing in these terms affects your statutory rights.

Your statutory rights are not affected by these Terms and Conditions.

Under the Consumer Rights Act 2015, services must be provided with reasonable care and skill.

Where applicable, you may have legal rights if a service has not been provided with reasonable care and skill.

Nothing in these Terms and Conditions is intended to exclude, restrict or override any rights that cannot lawfully be excluded.

By making a booking with Numi Scan Gateshead or Numi Scan Gosforth, you confirm that you have had the opportunity to read these Terms and Conditions and agree to be bound by them.

These Terms and Conditions should be read together with our Privacy Policy, our Cancellation & Refund Policy, our Complaints Policy, and any specific Terms and Conditions applicable to the scan, package, loyalty reward or promotion you purchase or use.