Terms of Service

Baby Haven KC Terms of Service
Effective Date: July 31, 2023

These Terms of Service (“Terms”) govern your use of www.BabyHavenKC.com, our online booking services, communications, purchases, and services provided by Baby Haven, LLC (“Baby Haven KC,” “Baby Haven,” “we,” “us,” or “our”).

By accessing our website, scheduling an appointment, completing a consent form, making a purchase, or receiving services from Baby Haven KC, you agree to these Terms and any applicable service-specific consent forms and policies. If you do not agree to our Terms, please do not schedule services with us or use our website.

1. Our Services

Baby Haven KC is a locally owned prenatal outpatient imaging center and health clinic providing professional ultrasound and laboratory services.

Services may include:

  • Provider-ordered diagnostic ultrasound;

  • Elective ultrasound;

  • Quick Scan appointments;

  • Heartbeat viewing;

  • Gender determination;

  • 2D, 3D, 4D, and HD imaging where offered;

  • Keepsake photographs and videos;

  • Prenatal laboratory specimen collection; and

  • Other services offered through Baby Haven KC.

Services, prices, availability, appointment requirements, and included products may change.

2. Diagnostic Ultrasound Services

Diagnostic ultrasound services are medical imaging examinations ordered by a licensed healthcare provider.

By booking a diagnostic ultrasound, you acknowledge that:

  • Your diagnostic ultrasound has been ordered by a licensed healthcare provider;

  • A Registered Diagnostic Medical Sonographer certified by ARDMS may perform the examination;

  • The examination is intended to assist in evaluating pregnancy and fetal development;

  • Sonographers do not provide diagnoses, medical advice, or final results;

  • Diagnostic images are reviewed and interpreted by a licensed physician;

  • Results and medical interpretations are communicated through the ordering healthcare provider; and

  • Baby Haven KC does not provide diagnostic explanations or medical counseling in place of your healthcare provider.

You are encouraged to confirm that your ultrasound order has been submitted before scheduling.

3. Diagnostic Ultrasound Consent

Completion of the applicable diagnostic ultrasound consent form authorizes Baby Haven KC to perform the diagnostic ultrasound ordered by your healthcare provider.

By completing the consent process, you acknowledge that you understand the nature of the examination and the roles of the sonographer and interpreting physician.

You may ask questions regarding the procedure before the examination.

4. Elective and Quick Scan Services

Elective ultrasound services are non-diagnostic.

These services are provided for bonding, reassurance, heartbeat viewing, gender determination, and keepsake purposes.

Elective services do not replace:

  • Prenatal care;

  • Medical evaluation;

  • Diagnostic ultrasound;

  • Medical testing;

  • Medical diagnosis;

  • Treatment; or

  • Advice from a licensed healthcare provider.

Any heart rate, weight, due date, measurement, or other information provided during an elective appointment is an estimate only.

Clients should contact their healthcare provider regarding pregnancy or health-related concerns.

5. Fetal Heart Activity

Baby Haven KC is committed to transparency, safety, and compassionate care.

During an elective appointment, if fetal heart motion is not detected during the professional evaluation, the client will be informed and advised to contact their healthcare provider.

Baby Haven KC does not diagnose pregnancy complications through an elective appointment.

Upon request and when appropriate, parents may briefly hear fetal heartbeat audio during an elective appointment.

Consent is required for special positioning requests or use of fetal heartbeat audio.

6. Gender Determination

Parents may choose whether to receive gender information during an eligible elective appointment.

Gender may be assessed by a qualified RDMS sonographer beginning at approximately 13 weeks, depending on fetal position, gestational age, and image quality.

Gender determination is provided for personal knowledge and is not a substitute for medical testing.

Baby Haven KC cannot guarantee that gender will be visible during an appointment.

7. Image Quality and Limitations

Ultrasound image quality varies between pregnancies.

Image quality may be affected by:

  • Gestational age;

  • Fetal position;

  • Maternal anatomy;

  • Placental location;

  • Fetal movement;

  • Amniotic fluid;

  • Body habitus; and

  • Other factors beyond Baby Haven KC’s control.

Baby Haven KC makes every reasonable professional effort to obtain quality images.

However, no particular image, fetal position, facial view, body part, gender view, or other result is guaranteed.

For elective appointments, images may be artistically and manually enhanced for keepsake purposes.

Keepsake images are not diagnostic images.

8. Diagnostic Medical Records

Diagnostic ultrasound images and related medical records are securely stored in Baby Haven KC’s applicable imaging and record-storage systems for the legally required retention period.

Records may be released only to authorized individuals, healthcare providers, or other parties as permitted or required by law.

9. Elective Appointment Documentation

Elective ultrasound appointments are self-referred and non-diagnostic.

Baby Haven KC does not provide, store, or share medical reports, diagnostic interpretations, or medical records for elective ultrasound sessions.

Clients receive photographs and videos for personal and keepsake purposes.

Requests for medical documentation from a non-diagnostic elective appointment will not be fulfilled when no medical documentation was created.

10. Diagnostic Guest Policy

A maximum of two adult guests aged 18 or older may accompany a patient to a diagnostic ultrasound appointment.

Children under 18, pets, and other animals are not permitted.

Service animals must meet applicable requirements and may require appropriate verification upon arrival.

This policy is enforced to maintain a controlled medical environment and protect patient privacy and safety.

Failure to comply may result in immediate cancellation of the appointment without refund.

11. Elective Guest Policy

Baby Haven KC is an 18+ parent-focused experience.

For eligible elective appointments, the expectant parent may bring up to five additional adult guests.

All clients and guests must be 18 years of age or older.

Children under 18, pets, and unverified animals are not permitted.

Service animals may be permitted subject to applicable requirements.

This policy cannot be waived.

FaceTime or similar remote participation may be permitted if it does not disrupt the in-office experience.

12. Phone Use and Recording

Diagnostic Appointments

Recording the diagnostic ultrasound, sonographer's screen, or examination is prohibited unless Baby Haven KC expressly permits it.

This policy helps maintain patient privacy, clinical concentration, and the integrity of the diagnostic examination.

Elective Appointments

Recording heartbeat sound may be permitted during elective appointments.

Recording the television display or capturing the sonographer's screen without permission is prohibited.

If additional recording time or professional recording is desired, an applicable appointment upgrade may be required if available.

Baby Haven KC may restrict phone use or recording when it interferes with privacy, safety, staff, or the appointment experience.

13. Prints and Digital Delivery

Qualifying appointments may include:

  • Non-medical ultrasound photographs;

  • Videos;

  • Printed keepsake photographs;

  • Digital gallery access; and

  • Other applicable keepsake content.

Digital content may be delivered by text message, email, or a secure digital gallery.

Certain appointments include access to a secure medical cloud application for sharing and storing the applicable digital gallery.

Digital galleries may be available for up to 10 years, subject to the applicable technology provider and its availability.

Clients are responsible for downloading and preserving content they wish to keep.

14. Appointment Information

Appointments must be scheduled using the expectant parent's information.

This requirement helps Baby Haven KC maintain accurate communication, consent documentation, appointment records, and digital delivery.

Providing another person's information may result in delays or cancellation of the appointment.

15. Diagnostic Appointment Timing

Diagnostic appointments begin promptly.

A 15-minute grace period applies to diagnostic appointments.

Arrival beyond the 15-minute grace period may result in forfeiture of the appointment without refund.

Patients should contact Baby Haven KC as soon as possible if they anticipate a delay.

16. Quick Scan Timing

Late arrivals are not permitted for Quick Scan appointments.

Quick Scan appointments are scheduled for specific time periods and cannot accommodate late arrivals.

A late arrival or missed appointment may require a new appointment and new payment.

17. Diagnostic Cancellation and Rescheduling

Diagnostic cancellations or rescheduling requests must generally be made at least 48 hours in advance to qualify for a refund.

Refunds may be subject to applicable processing fees.

Late cancellations and no-shows are non-refundable.

A canceled appointment requiring a new visit requires a new booking and payment.

18. Elective Cancellation and Rescheduling

Elective appointment cancellations or changes generally require at least 24 hours' notice to qualify for a refund.

Applicable processing fees may apply.

Last-minute rescheduling may only be accommodated for a same-day opening, if available, or for an appropriate health-related reason.

If an appointment is canceled or terminated and another appointment is desired, a new appointment must be scheduled online with new payment.

19. Late Arrivals

Clients are expected to arrive on time.

Baby Haven KC may not be able to extend an appointment for a late arrival because doing so may affect other scheduled clients.

Baby Haven KC may cancel or terminate an appointment when a client arrives too late to reasonably complete the scheduled service.

Applicable refunds are determined by the service-specific cancellation policy.

20. No Guarantee of Specific Images

Scheduling an appointment reserves professional time, expertise, equipment, and a private environment.

Baby Haven KC cannot guarantee a particular image or view.

For elective services, repeat examinations, discounts, or refunds are not guaranteed solely because a desired keepsake image could not be obtained due to fetal position, gestational age, maternal anatomy, image quality, or other factors outside Baby Haven KC's control.

21. Laboratory Services

Baby Haven KC may provide specimen collection for certain prenatal laboratory tests.

Applicable specimens may be submitted to a third-party laboratory for testing.

The laboratory is responsible for testing and laboratory results.

Baby Haven KC does not guarantee laboratory processing times, results, or third-party laboratory services.

22. Payment

Payment is required according to the terms presented during booking.

Baby Haven KC may require payment in full at the time an appointment is scheduled.

Prices and services may change.

Refunds are subject to the applicable appointment cancellation and refund policy.

23. Code of Conduct

Baby Haven KC is committed to maintaining a safe, respectful, positive, and professional environment.

Clients and guests are expected to treat Baby Haven KC staff, sonographers, healthcare professionals, and other clients with respect.

Baby Haven KC reserves the right to refuse, discontinue, or terminate services for:

  • Disrespectful behavior;

  • Hostile behavior;

  • Threatening behavior;

  • Harassment;

  • Verbal abuse;

  • Mistreatment of staff;

  • Disruptive conduct;

  • Unauthorized recording;

  • Failure to follow facility policies;

  • Conduct that compromises privacy or safety; or

  • Other inappropriate conduct.

An appointment terminated because of misconduct may be canceled without refund.

Baby Haven KC may permanently exclude an individual from future services when reasonably necessary to protect staff, clients, or the facility.

24. Medical Emergencies

Baby Haven KC is not an emergency medical facility.

Elective ultrasound appointments should not be used to evaluate urgent or emergency pregnancy concerns.

If you have an urgent medical concern, contact your healthcare provider or seek appropriate emergency medical care.

Baby Haven KC does not accommodate non-pregnancy-related emergencies.

25. Website Use

You agree to use the Baby Haven KC website only for lawful purposes.

You may not:

  • Attempt unauthorized access to our systems;

  • Interfere with website security;

  • Introduce malicious software;

  • Submit fraudulent information;

  • Impersonate another person;

  • Scrape website content for unauthorized commercial use;

  • Interfere with another person's use of the website;

  • Harass Baby Haven KC or its employees through the website; or

  • Use the website for unlawful activity.

26. Website Content

Baby Haven KC makes reasonable efforts to provide accurate and current information.

However, prices, services, appointment availability, photographs, policies, descriptions, and other information may change.

Photographs displayed on the website are examples and do not guarantee identical results.

27. Intellectual Property

Baby Haven KC owns or licenses the content appearing on its website, including its branding, logos, written content, graphics, photographs, videos, designs, and other materials.

Website content may be viewed for personal use.

You may not copy, reproduce, distribute, modify, sell, or commercially exploit Baby Haven KC content without written permission, except as permitted by law.

28. Privacy

Your use of the Baby Haven KC website and services is also governed by our Privacy Policy.

Diagnostic healthcare information is additionally subject to Baby Haven KC's applicable privacy practices and Notice of Privacy Practices.

29. Electronic Communications

By providing your telephone number or email address during booking, you authorize Baby Haven KC to use those contact methods for appointment and administrative communications, subject to applicable law.

Communications may include:

  • Appointment confirmations;

  • Appointment reminders;

  • Scheduling communications;

  • Payment communications;

  • Service instructions;

  • Digital gallery delivery; and

  • Other communications related to your requested services.

30. Third-Party Services

Baby Haven KC may use third-party providers for:

  • Scheduling;

  • Payment processing;

  • Laboratory services;

  • Digital image delivery;

  • Cloud storage;

  • Email;

  • Text messaging;

  • Website hosting; and

  • Other business services.

Third-party providers may have separate terms and privacy policies.

Baby Haven KC is not responsible for third-party services outside its control.

31. Disclaimer

To the maximum extent permitted by law, the Baby Haven KC website is provided on an “as available” basis.

Baby Haven KC does not guarantee that the website will always be uninterrupted, error-free, secure, or available.

Nothing in these Terms is intended to waive a right or protection that cannot legally be waived.

32. Limitation of Liability

To the maximum extent permitted by applicable law, Baby Haven KC will not be responsible for indirect, incidental, special, consequential, or punitive damages arising from use of the website or services, except where such limitation is prohibited by law.

Nothing in these Terms is intended to limit rights or remedies that cannot legally be limited.

33. Governing Law

These Terms are governed by the laws applicable in the State of Kansas, except where federal law or another applicable law controls.

34. Changes to These Terms

Baby Haven KC may modify these Terms as its services, policies, website, technology, or legal requirements change.

Updated Terms will be posted on the website with a revised Effective Date.

35. Severability

If any provision of these Terms is determined to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.

36. Contact Baby Haven KC

Baby Haven, LLC
22712 Midland Drive
Shawnee, KS 66226
Phone: (913) 543-8565
Email: Hello@BabyHavenKC.com

Last Updated: August 24, 2026