Frimley Health Education Academy is committed to protecting your privacy. This statement explains how we will handle the personal information you provide to us and what we learn about you from your visit to our website.
By using this site, you are agreeing to the terms of this privacy statement.
Data protection overview
We are conscious of our responsibilities under the 2018 Data Protection Act and we shall endeavour to ensure that the personal information we obtain will always be held, used and otherwise processed in accordance with that Act and all other applicable data protection laws and regulations.
We have a number of Information Governance policies which are available on request.
Your data and Frimley Health Education Academy
What personal information do we collect?
Personal information is information that can be used to identify you. It can include your name, date of birth, email address, postal address, telephone number, fax number and credit/debit card details. We collect personal information when you ask about our activities, register on our website, order products and services (such as training and email newsletters), or otherwise give us personal information online, in paper or electronic form, over the phone or face to face. We only collect your debit/credit card details if you provide them to us to make a payment for education and training. The card details are deleted once the payment is processed.
By giving us your personal details you agree that all personal data you submit may be processed in the manner and for the purposes described below. We may analyse your personal information to create a profile of your interests and preference so that we can contact you with information relevant to you. For example, if you have an interest in registered nursing education we may note
this and send you information about relevant events, or if you register for any of our online events we will note this and send you information about relevant events. We will not bombard you with communications.
Why and how do we use your information and keep it safe
We do not and never will sell or swap your data. We will use your personal information to provide you with the services, products or information you have requested, for administration purposes and to share details about our services available to you. Any information we collect is stored and processed in the UK. We reserve the right to share your personal information if we are legally obliged to and to enable us to apply our terms and conditions and other agreements. This includes exchanging information with other organisations for fraud and for police investigations. We will ensure that there are appropriate technical controls in place to protect your personal details and our network is protected and routinely monitored.
How we collect information about you
We collect information about you in the following ways:
When you give it to us directly – you may give us your information when you sign up to one of our events, buy our services or communicate with us. Sometimes, when you connect with us, your information is processed by an organisation working for us (such as an email content management system), but we are responsible for your data at all times.
When you give it to us indirectly – your information may be shared with us by attending an exhibition or conference. These independent third parties will only do so when you have indicated that you wish to share your data with exhibitors and with your consent. You should check their privacy policies when you provide your information to understand how they will process your data.
When you give permission to other organisations to share it – depending on your setting or the privacy policies for social media and messaging apps like Facebook and Twitter, you might give us permission to access information from those accounts or services. You may also provide permission for third party organisations to share your data with us.
The accuracy of your data and keeping it up to date
We ask that you please let us know when you move house or change your contact details, then we can keep our records up to date. If mail (postal or electronic) addressed to you is returned to us as ‘moved away’ (or something similar) then we may use publicly available sources, such as the Post Office’s National Change of Address database, to double-check and update your details.
While we endeavour to ensure that the information we hold about you is accurate and, where necessary, kept up to date, we shall assume that in the absence of evidence to the contrary, the information you provide us with is accurate. Should there be any inaccuracies in the information of which you inform us, or of which we become aware, it shall be promptly rectified by us.
Direct marketing
With your consent, we will contact you to let you know about our products and services. We invite you to tell us how you want us to communicate, in a way which suits you. We will ask you clear marketing preference questions and include information on how to opt out when we send you marketing. If you don’t want to hear from us, then we understand. Just contact us at fhft.educationacademy@nhs.net. If we run an event in partnership with another named organisation, then your details may need to be shared. We will be very clear what will happen to your data when you register.
Patient data
We do not have access to patient data. The hospital does contact ‘past patients’ on our behalf, asking if they would like to hear more from the Education Academy. At no point do we see any patient data.
Children’s data
If you are aged 16 or under, please get your parent/guardian’s permission before giving us your personal details.
Digital data
Website
If you do nothing other than read pages or download information while using this website, we will capture and store information about your visit. We will not be able to identify you from this; it relates to (i) the Internet
domain and IP address from which you access the website (ii) the type of browser and operating system you use (iii) the date and time of your visit, (iv) the pages you visit, and (v) the address of the website from which you linked to us (if applicable). We collect this anonymous information to make
each visit more rewarding and to provide us with information to help improve our service.
How we use ‘cookies’
Like most websites, we use ‘cookies’ to help make our site and the way we use it, better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier. We also collect this information so we can see what type of device and operating system you’re using to access our website. This helps us optimise our website for the most frequently used devices. More details of cookies and how they can be disabled can be found at the end of this document in Appendix 1.
Securing your passwords
Where we have given you (or where you have chosen) a
password which enables you to access certain parts of our site, you are responsible for keeping the password confidential. You agree not to share that password with anyone else.
Other websites
Our website contains links to other websites belonging to third parties, for which we have no responsibility. We do not control the privacy practices of these other sites. You should, therefore, make sure when you leave our site that you have read that site’s privacy policy.
Emails terms of use
Emails aren’t always secure so please bear this in mind when you get in touch. The information in emails is confidential, so if you’ve received one by mistake, please delete it without copying, using, or telling anyone about its contents.
About this privacy statement
We may modify, add or remove sections of this privacy statement from time to time. You may like to check this page from time to time.
If you do not wish to receive future communications from Frimley Health Education Academy please contact us at:
Frimley Health Education Academy, 2e Albany Park, Camberley, GU16 7PL or fhft.educationacademy@nhs.net
Your rights
Data Protection Law gives individuals rights relating to the personal information that we hold about you. These are:
- To be informed of why, where, and how we use your information
This is detailed in the Notice that you are reading now.
- Ask for access to your information
Under the Data Protection Act, individuals have the right to make a Subject Access Request (SAR) which allows you to request a copy of your information that is held by us. There are several ways to request a copy of your medical records:
- Letter
- Verbal request
You will need to provide documentation to confirm your identity and clarification of the information that you are requesting to support your request. Frimley Health Education Academy will ask for the following information:
- Proof of identity, e.g., copy of your valid passport / driver’s licence.
- Proof of address, e.g., utility bill dated within the last year. • Details of information being requested.
If you wish for another person to process your request on your behalf, they will need to obtain your written permission to do so before we can provide copies of documentation held in your medical record.
We are legally obliged to respond to your request within a calendar month of receiving both your request and identification. If we do not have the relevant information to process your request, we will contact you to ask for it, as we will be unable to process your request until all relevant information has been received.
Any individual requesting information from the Trust who is unhappy with how their request has been managed/processed, is asked to submit their complaint to the Frimley Health NHS Foundation Trust’s Data Protection Officer. You can do this by emailing fhft.information.governance@nhs.net.
Additionally, all individuals have the right to appeal to the Information Commissioner’s Office (ICO), further information can be found at www.ico.org.uk
- Ask for your information to be corrected if it is inaccurate or incomplete
We have a legal obligation to ensure that your information is accurate and up to date.
Frimley Health Education Academy staff will check with you that we have the most up to date contact information when you attend your appointment. You are also able to update your information by contacting us at fhft.educationacademy@nhs.net
- Ask for your information to be deleted or removed where there is no need for us to continue processing it
We have a legal obligation to store your personal information. The length of time that we store your information is set out by the Records Management Code of Practice 2021. For further information on the retention of records within the NHS can be found on the NHS Digital website:
https://digital.nhs.uk/codes-of-practice-handling-information
- Ask us to restrict the use of your information
In some circumstances, we must ‘pause’ the processing of our use of your personal data if you ask us to. We do not have to comply if we need to retain your personal information if you make a legal claim against us.
- Object to how your information is used
You have the right to object to the processing of your information in certain circumstances. Your information will only be used as per this notice.
- Challenge any decisions made without human intervention (automated decision making)
We do not make any decisions that involve automated decision making.
Appendix 1:
Cookie Notice
Cookies are small text files which store information about online behaviour to better customise the user experience during repeat visits. This usually includes a form submitted by the user to the site, so that when they next visit, the cookie will automatically serve up their personal details, saving the user time by not having to complete their details again.
Cookies can be disabled by following these instructions:
The use of cookies can be stopped by amending your internet browser settings. Each browser has its own process for disabling cookies. To disable cookies for your browser please visit: http://www.allaboutcookies.org/manage cookies/ which has instructions for most browser types. If you have any questions or technical issues, please contact your browser provider directly.