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Travel Privacy Notice
This privacy notice explains why we collect information about you, how that information may be used, how we keep it safe and confidential and what your rights are in relation to this.
We take your privacy seriously. The information collected in this form will be used solely for the purpose of managing your clinic booking and providing you with appropriate healthcare services.
Keeping your information confidential
The Confederation Hillingdon CIC is committed to protecting your privacy, we will only use information collected lawfully in accordance with the General Data Protection Regulation 2016 (“GDPR”) and undertake not to use any information we may hold about you for any purpose other than that for which it was collected, unless we have obtained your consent.
In addition, all staff are subject to the Common Law Duty of Confidence. Under the NHS Confidentiality Code of Conduct all our staff are also required to protect your information, inform you of how your information will be used and allow you to decide if and how your information can be shared unless there is a legal exemption.
We ensure that our partner agencies handle our information under strict conditions and in line with the law. All staff have contractual obligations of confidentiality, enforceable through disciplinary procedures. Staff with access to patient identifiable information have received appropriate training to ensure they are aware of their responsibilities and staff are granted access to personal data on a need-to-know basis only.
Medical information collected will not be sent to countries where the laws do not protect your privacy to the same extent as the law in the UK. We do not send any clinical data outside the EU.
- Exception: For appointment bookings, data collected through the booking software, Calendly (limited to your name and email address), is securely stored on servers in the United States. This transfer is safeguarded under Standard Contractual Clauses, which are recognised under UK data protection law as providing adequate protection for your information.
Who collects your data
This form is managed by The Confederation, Hillingdon.
What we collect
We will collect personal details such as your name, contact information, travel information, and medical details relevant to your appointment.
Why we collect it
Your data is required to process your booking, manage your appointment, and ensure the clinician has the necessary information to provide safe and appropriate care.
How your data is used
- To confirm and manage your appointment.
- To support clinical decision-making.
- For payment and administrative purposes.
Who has access
Your information will be accessed only by our trained clinical and administrative teams. Data entered into Jotform remains securely stored within Jotform, and data provided directly in Calendly (such as your name and email for booking) remains securely stored within Calendly. Neither system shares your information with third parties unless required by law or with your explicit consent.
Where your data is stored
- Data submitted through Jotform is stored securely on servers located in the EU. Read the JotForm Privacy Policy.
- Data submitted through Calandly is stored securely on servers located in the US. Read the Calandly Privacy Policy.
- Data submitted through Stripe is stored securely on servers in the US with PCI-DSS compliant encryption. Read the Stripe Privacy Policy.
How long we keep your data
Your data will be retained in line with NHS data retention standards for medical records.
Security
We use reasonable organisational, technical and administrative measures to protect personal information under our control and in accordance with this privacy policy.
Unfortunately, secure transmission of information via the internet cannot be guaranteed due to security threats outside our control and you acknowledge that transmission over the internet is at your own risk.
If you have reason to believe that your interaction with us is no longer secure, please immediately notify us of the problem by contacting us in accordance with the ‘Contact Us’ section.
Your rights
You have the right to request access, correction, or deletion of your personal data, subject to legal and clinical requirements.
Contact us
If you have any questions about how your data is handled, please contact us
For more information about your data rights, please visit the Information Commissioner’s Office (ICO) website