ImmForm Privacy Policy

Introduction

 
This Privacy Policy tells you what to expect when ImmForm (a website provided by Public Health England (PHE)) collects personal information and how we protect your privacy.
 
PHE is an operationally autonomous executive agency of the Department of Health and Social Care. PHE exists to protect and improve the nation's health and well-being, and to reduce health inequalities.

Personal information

At ImmForm, we collect personal information as part of our normal business.
 
This page is about the personal information we may collect about you as part of our normal business. We want you to understand why we hold and process this information, and your choices.
 
We always collect, hold and process information securely and legally.

The Data Protection Act

Under the Data Protection Act, we have a legal duty to protect any information we collect from you. We use leading technologies to safeguard your data and keep strict security standards to prevent any unauthorised access to it.
 
We do not pass on your details to any third party or other government department unless you have given us permission to do so. You have a right to access your personal data and rectify any inaccuracies.

What is a Privacy Notice?

The EU General Data Protection Regulation (GDPR) requires that data controllers provide certain information to people whose information (personal data) they hold and use. A privacy notice is one way of providing this information. This is sometimes referred to as a fair processing notice.

A privacy notice should identify who the data controller is, with contact details for its Data Protection Officer. It should also explain the purposes for which personal data are collected and used, how the data are used and disclosed, how long it is kept, and the controller’s legal basis for processing. ImmForm (a website provided by Public Health England (PHE)) privacy notice is set out below.

Your data protection choices

In accordance with the Data Protection, we have a legal duty to protect any information we collect from you. We will only use your information for the purpose described in this Privacy Policy and we do not pass on your details to any other government department or third party, other than PHE, unless you have given us permission to do so. You have a right to access your personal data and rectify any inaccuracies.

We will only contact you for account related issues, vaccination or immunisation related services. We automatically register all new ImmForm website customers as subscribers to the Vaccine Update newsletter. You can opt-out of receiving the Vaccine Update newsletter by clicking the unsubscribe link on the newsletter email.

If you have an ImmForm website account, you can sign into your account in order to update your personal information.

What information does ImmForm collect about me?

When you register to use ImmForm we store personal information about you, such as your name, email address, telephone number, details about the organisations you work for (e.g. NHS England local team, Clinical commissioning groups (CCG) or GP Practice etc.) and the role you carry out at that organisation (e.g. Screening and Immunisation Lead / Manager / Coordinator, nurse, doctor etc.).

This information is processed to create a login account so it enables us to give you the appropriate access rights to different parts of the website dependent on the role you perform at your current organisation. It also enables us to contact you about the ImmForm services you use, which are accessed from the ImmForm website, or about other relevant immunisation-related information.

If you provide feedback on the ImmForm website we will only use it to develop and improve the site, or to respond to specific requests (e.g. change of address etc.).

How do we use your information?

Information collected is used for internal review, to improve the content of the ImmForm website, to customise the content and/or layout of the ImmForm website, to notify users about updates to ImmForm website, and to contact users for communication purposes, and is not shared with other organisations for commercial purposes.

We will use your personal information for a number of purposes including the following:

• to contact you about a specific issue (for example, we might call you if there are queries about a vaccine uptake survey data or a vaccine supply order).
• to provide you with services (e.g. to send you the Vaccine Update newsletter or to send you an email about a vaccination programme, such as Tripartite letter (formerly Chief Medical Officer (CMO) letters) from the Department of Health  and Social Care (DHSC), PHE and NHS England.
• to personalise the way ImmForm website content is presented to you (e.g. if you tell us your role is an immunisation coordinator for an NHS England local team, we ensure that you have access to the vaccine uptake surveys and news items relevant to immunisation coordinators).
• to provide contact information for other customers, only where lawful and appropriate to do so. E.g. to provide the immunisation coordinator details, email address and telephone number for vaccine uptake surveys; these are only visible to GP practices within that particular NHS England Local Team, in case they need to contact their immunisation coordinator regarding a commissioning query about that specific survey.

Emails and newsletters

We have made the decision to keep sending operational emails and newsletters to addresses on our lists after GDPR (General Data Protection Regulation) came into force. This is because the information we send is important and it helps keep our customers updated with important information regarding immunisation programmes and vaccine supply.

Many of our emails contain technical updates or alerts and important information on vaccines, which has a direct impact on vaccination programmes. We consider this a legitimate interest.

Every email you receive will have an option on it to remove yourself (unsubscribe) from the list. If you get emails that you do not want, email us at helpdesk@immform.org.uk or call us on 0207 183 8580 and tell us what you want to unsubscribe from, and we will remove you from that list or send you information on how to unsubscribe.

When you sign up to one of our mailing lists, we do not pass your email address to any third parties. We only subscribe you to the list you have signed up for, and do not use your address to subscribe you to other lists.
 

How we protect your data

We will keep your information confidential and we will only use your information within PHE or within other organisations like NHS England and NHS Improvement (NHS E/I), NHS Business Services Authority (NHSBSA) as directed by and with oversight of NHS E/I, Department of Health and Social Care (DHSC), Movianto and NHS Supply Chain, with legitimate reason to do so as described herein.

We do provide some limited contact details where this is context-specific to a limited number of other ImmForm website users (e.g. NHS England immunisation coordinators’ names, email addresses and telephone numbers are displayed on vaccine uptake surveys for GP Practices within that NHS England local team area or CCG only.

Only a very small number of ImmForm administrators have access to your data. We do not hold any patient specific identifiers on ImmForm; all vaccine update data are anonymised and aggregated at GP practice level, Trust, NHS England team, CCG, Local Authority level (depending on the particular uptake survey).
 

Security

The ImmForm Website has security measures in place to protect the loss and alteration of information under our control.
 

Email sent from our contact management software

In messages from our mailing lists, we automatically add a piece of code that requests a small image from our web servers. When a reader opens the email, the image is downloaded. This allows us to monitor how many of the emails we send are opened. We only use it in summary form, for example ‘1,000 people opened the message’. By default, most email software will be configured to not download the image.
 

Our use of cookies

 
When you use the ImmForm website, we use a cookie and collect IP addresses in log files. The cookie does NOT collect any private data. The IP addresses and log files are used for general website management information on usage and may be used to resolve technical issues with connectivity. Log files also allow us to record visitors’ use of the ImmForm website to enable us to enhance the future layout of the site. The data we gather in this way does not contain any personal information or information about which other sites you have visited.
 
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
 
Most web browsers allow some control of cookies through the browser settings. To find out more about cookies, including how to see what have been set and how to manage and delete them, visit: www.allaboutcookies.org
 
If you do nothing other than read pages or download information, we will capture and store some information about your visit. This information will not identify you, it relates to:

• the internet domain (such as www.nhs.uk) and anonymised IP address from which you access the website
• the type of browser (Internet Explorer, Google Chrome or Firefox etc.) and operating system you use (Windows, Mac OS, UNIX)
• the date and time of your visit
• the pages you visit
• the address of the web site from which you linked to us (if applicable)

 
This information is not shared with anyone and we do not merge this information with other data.
 
We use this information to make each visit more rewarding and to provide us with information to help improve our service. We do not know (and do not wish to know) the identities of the individuals who visit our website. You can view the cookies we set here.
 
 

Other websites

 
This privacy statement only covers the ImmForm website at https://portal.immform.phe.gov.uk

Our privacy notice only relates to information that we obtain from you.
 
If you visit a website operated by a third party through a link included on this website, your information may be used differently by the operator of the linked website.
 
When you are moving to another site you are advised to read the privacy notice relating to that website.
 

Contacting us by email, phone or post

 
When you email helpdesk@immform.org.uk, call 0207 183 8580, or write to us, your enquiry will be answered by our helpdesk team.
 
We collect the information that you give us, and use it to help resolve your query, to contact you about your query, and to improve our services.
 
We keep this information for 3 years from the date of your enquiry. Vaccine ordering or data submission data is kept for 5 years.
 
You have the legal right to request a copy of the information we hold about you, in line with the General Data Protection Regulation (GDPR). You can do this by making a subject access request. Please contact us if you have any questions about our privacy notice or information we hold about you.

The ImmForm Service Manager
North Wing, Lower Ground Floor
Wellington House
133-155 Waterloo Road
London
SE1 8UG

Email: helpdesk@immform.org.uk
Telephone: 0207 183 8580

Our opening hours are 9am to 5pm Monday to Friday.
 

Contact details of our Data Protection Officer

If you have any concerns about how your personally identifiable data is used and protected by PHE, you can contact the PHE Data Protection Officer at dataprotectionofficer@phe.gov.uk or by writing to:
 
Data Protection Officer
Public Accountability Unit
Public Health England
Floor 4, Wellington House
133-155 Waterloo Road
London
SE1 8UG

Changes to the policy

If this Privacy Policy changes in any way, we will place an updated version on this page. Regularly reviewing the page ensures you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties.

Updated 26/05/2021