HealthHero Integrated Care Privacy Notices
We are HealthHero Integrated Care Ltd, a provider of integrated urgent care services including clinical access service, out of hours GP services, access to care, and high intensity user service.
This privacy notice explains how we use any personal data we collect about you as an employee of HealthHero Integrated Care Ltd or an individual contractor providing a service for HealthHero Integrated Care Ltd.
HealthHero Integrated Care Ltd is a Data Controller for the information processed by us unless otherwise stated and is registered as such with the UK Information Commissioner's Office under registration reference ZA001340.
How do we collect your personal data?
We may collect your personal data in a number of ways, for example:
- When you register with our recruitment website
- When you apply for a vacancy and submit an application form
- When we ask you to complete new starter forms when you accept an offer of employment from us
- When we collect information through the implementation of any HR process
- When we collect information through the delivery of an inoculation process
- When you complete staff surveys
- When we receive your personal data from third parties, for example security screening and recruitment agencies
- When you perform your duties for HealthHero Integrated Care; e.g. recorded audio calls of clinical consultations, use of clinical systems, driving a HealthHero Integrated Care vehicle, utilising the StaySafe App, etc.
What types of personal data do we collect about you?
We may collect the following types of personal data:
- Your name, job title, address, email address, telephone number and other contact information that allows us to meet our organisational and statutory obligations to you as your employer
- NI Number, date of birth and medical history (including current symptoms and allergies)
- Details of family members and next of kin details
- Copy of photograph for identification purposes
- Pay and bank details
- Details of benefits or allowances you receive such as your pension
- Right to work documentation and other security screening information
- Equality and diversity information
- Video footage from dashboard cameras fitted inside all HealthHero Integrated Care vehicles (Dash Cams) and CCTV installed in the server rooms and the Medicines Management room
- Geolocation data of users of a lone worker safety solution
- Audio recordings from telephone consultations
- Any content featuring you produced for use on our website or social media such as videos, photographs, authored articles, blog posts and speech transcripts
How will we use the personal data we collect about you?
We may use your personal data in the following ways:
- To ensure that the information we hold about you is kept up to date
- To facilitate the correct payment of salary and any applicable benefit or allowance
- To set up and provide IT system access accounts
- To send communications to you by post, email or SMS
- To deal with any employee/employers related dispute that may arise
- To prevent and detect fraud and other crime
- To comply with contractual and legal obligations
- To facilitate background checks (DBS) for applicable roles
- To provide information to the Adult Social Care Workforce Data Set
- To deliver inoculations when required
- To support efficient and effective service delivery
- To ensure that your use of HealthHero Integrated Care controlled systems is appropriate
- To record meetings for the purposes of maintaining minutes and for HealthHero Integrated Care personnel to access if they are unable to attend.
- To ensure acceptable use of HealthHero Integrated Care systems at all times
Any medical or health related personal data will be treated with confidence in line with the Common Law Duty of Confidence.
CCTV
Dash cam footage is captured to help us ensure the safety and security of our staff and members of the public.
CCTV footage is captured for the purposes of prevention of crime, safety and good.
Dash cam and CCTV footage is managed in the same way as all other personal data processed by us and in line with current legislation.
Call recording
All calls made from and received by HealthHero Integrated Care are recorded and may be used to support the learning and development of our staff. They may also be used when reviewing incidents, compliments or complaints.
Call recordings are managed in the same way as all other personal data processed by us and in line with current legislation.
Data processors
We may use the services of a data processor to assist us with some of our data processing, but this is done under a contract with direct instruction from us that controls how they will handle employee information and ensures they treat any personal data in line with the Data Protection Act, the UK General Data Protection Regulation, confidentiality, privacy law, and any other laws that apply.
How will we share your personal data?
If your role requires a standard or enhanced DBS check, we will share your personal data entered on the DBS form with the Disclosure and Barring Service.
Further details on how the DBS will process your personal data are available here:
www.gov.uk/government/publications/dbs-privacy-policies
As a member of the HealthHero group, HealthHero Integrated Care will share your personal data with other companies within the HealthHero group.
HealthHero use Workplace by Facebook to communicate with employees within the HealthHero group. Further details about how Facebook will process your personal data are available here: Workplace Privacy Policy
As an employee of HealthHero Integrated Care you can access employee benefits via SimplyHealth. HealthHero Integrated Care will share your name, email address and date of birth with SimplyHealth to enable you to access their services.
SimplyHealth has recently become a client of HealthHero (May 2023) being responsible for their virtual GP service provision.
Further details regarding how SimplyHealth will process your personal data are available here: Simplyhealth Privacy Policy
As an employee of HealthHero Integrated Care, you can access employee benefits via Symbio. Symbio is a digital wellbeing platform and smartphone app. HealthHero Integrated Care will share your name, email address, date of birth, job role and department with HealthHero to enable you to create an account with Symbio. The Data Privacy Terms and Conditions can be found in the settings page of the Symbio app.
We will not share your information with third parties without your consent unless the law allows or requires us to.
International Data Transfers
If you register to use Workable as part of a recruitment process, Workable may process your personal data in the EU and US.
Workplace by Facebook will process your personal data across Facebooks data centres located in the EU and US.
How long do we keep your personal data?
We will retain your personal data held in our HR systems for six years after you leave the employment of HealthHero Integrated Care Ltd.
We will retain your personal data used for the delivery of inoculations for eight years after the inoculation.
Legal Basis
The processing of your personal data is required in order that we can fulfil our obligations under the contract of employment between HealthHero Integrated Care and yourself.
We will use your sensitive personal information, such as that relating to your race, ethnic origin, and health for the purposes of the performance or exercise of our or your rights and obligations under employment law or where the processing is necessary for the purpose of preventative medicine or an assessment of your fitness for work.
It is in our, yours and the public's legitimate interests to ensure the safety and security of our staff and members of the public. The processing of your personal data from the dash cam footage is necessary for this purpose.
In some circumstances, we may process your personal data on the basis that:
- we are required to do so in order to comply with legal obligations to which we are subject;
- in the establishment, exercise or defence of a legal claim; or
- you have given us your explicit consent to do so
COVID-19 Lateral Flow Testing
As a provider of front-line patient facing services, we offered COVID-19 lateral flow tests to all applicable staff.
We collected your personal data via an online form when you reported back the results of your test.
Your personal data was used in the following ways:
- To keep a record of all completed COVID-19 lateral flow tests
- To enable us to investigate any incidents, complaints or compliments we may receive
Any medical or health related personal data will be treated with confidence in line with the Common Law Duty of Confidence.
Any reporting (such as the number of tests completed) will be completely anonymous.
The results of the test were not recorded on your employment record but we will retain a record of who completed a COVID-19 lateral flow test, and this will be kept for 6 years after your last completed COVID-19 lateral flow test.
COVID-19 Antibody Testing
When requested by NHS England and NHS Improvement, we offered COVID-19 antibody tests to all staff.
We collected your personal data via an online form when you agreed to have a COVID-19 antibody test and when we arranged an appointment for the COVID-19 antibody test.
We processed the following additional personal data as part of the test:
- NHS Number
Your personal data was used in the following ways:
- To keep a record of all booked COVID-19 antibody tests
- To book you an appointment for your COVID-19 antibody test in our Adastra clinical system
- To allow the hospital laboratory to identify your COVID-19 antibody test
- To enable us to investigate any incidents, complaints or compliments we may receive
Any medical or health related personal data will be treated with confidence in line with the Common Law Duty of Confidence.
Any reporting (such as the number of tests completed) will be completely anonymous.
We shared your personal data with the hospital laboratory to enable them to process your COVID-19 antibody test.
The results of the test were not recorded on your employment record but we will retain a record of who completed a COVID-19 antibody test, and this will be kept for 6 years after your last COVID-19 antibody test.
Following instruction from NHS England and Improvement, your antibody test results may have been automatically added to your patient clinical record held by your registered GP practice.
The hospital laboratories will retain your personal data contained in their systems as per their own retention schedules.
Your rights
You have a right to:
- access the personal data we hold about you;
- correct inaccuracies in the personal data we hold about you;
- withdraw any consent you have given to the use of your personal data;
- complain to the relevant supervisory authority in any jurisdiction about our use of your personal data; and
- in some circumstances:
- ask us to erase personal data we hold about you;
- request a copy of your personal data in an electronic format and require us to provide this information to a third party;
- ask us to restrict the use of personal data we hold about you; and
- object to the use of personal data we hold about you.
You can exercise these rights by contacting us as detailed below.
How to contact us
If you have any questions about our privacy notice, the personal data we hold about you, or our use of your personal data then please contact our Data Protection Officer at:
Data Protection Officer
HealthHero Integrated Care Ltd
Fox Talbot House
Bellinger Close
Chippenham
Wiltshire
SN15 1BN
Or
uc-dataprotection@healthhero.com
How to make a complaint
You also have the right to raise any concerns about how your personal data is being processed by us with the Information Commissioners Office (ICO):
0303 123 1113
Changes to our privacy notice
We keep our privacy notice under regular review and will inform you of any updates. This privacy notice was last updated on 12th of June 2025.
We are HealthHero Integrated Care Ltd, a provider of integrated urgent care services including clinical access service, out of hours GP services, access to care, and high intensity user service.
This privacy notice explains how we use any personal data we collect about you as a prospective employee of HealthHero Integrated Care Ltd.
HealthHero Integrated Care Ltd is a Data Controller for the information processed by us unless otherwise stated and is registered as such with the UK Information Commissioner's Office under registration reference ZA001340.
How do we collect your personal data?
We may collect your personal data in a number of ways, for example:
- When you register with our recruitment website
- When you apply for a vacancy and submit an application form
- When we receive your personal data from third parties, for example security screening and recruitment agencies
What types of personal data do we collect about you?
We may collect the following types of personal data:
- Your name, job title, address, email address, telephone number and other contact information
- NI number and date of birth
- Details of any current health conditions and prescribed medications
- Right to work documentation and other security screening information
- Equality and diversity information
How will we use the personal data we collect about you?
We may use your personal data in the following ways:
-
To facilitate the recruitment process
-
To comply with legal obligations
Any medical or health related personal data will be treated with confidence in line with the Common Law Duty of Confidence.
Call recording
All calls made from and received by HealthHero Integrated Care are recorded and may be used to support the learning and development of our staff.
Call recordings are managed in the same way as all other personal data processed by us and in line with current legislation.
Data processors
We may use the services of a data processor to assist us with some of our data processing, but this is done under a contract with direct instruction from us that controls how they will handle prospective employee information and ensures they treat any information in line with the General Data Protection Regulation, confidentiality, privacy law, and any other laws that apply.
How will we share your personal information?
We will not share your information with third parties without your consent unless the law allows or requires us to.
How long do we keep your personal data?
We will hold your personal data for 1 year after you apply for a role at HealthHero Integrated Care. If you are successful in applying for a role at HealthHero Integrated Care then your application will form part of your employee record which will be held for 6 years after you leave HealthHero Integrated Care.
Legal Basis
The legal basis for us to process your personal data is based on our legitimate interest in processing your personal information because it is necessary in order for us to process your application for the role you have applied for.
We will use your sensitive personal information, such as that relating to your race, ethnic origin, and health for the purposes of the performance or exercise of our or your rights and obligations under employment law.
In some circumstances, we may process your personal information on the basis that we are required to do so in order to comply with legal obligations to which we are subject.
Your rights
You have a right to:
- access the information we hold about you;
- correct inaccuracies in the information we hold about you;
- withdraw any consent you have given to the use of your information;
- complain to the relevant supervisory authority in any jurisdiction about our use of your information; and
- in some circumstances:
- erase information we hold about you;
- receive a copy of your personal data in an electronic format and require us to provide this information to a third party;
- restrict the use of information we hold about you; and
- object to the use of information we hold about you.
You can exercise these rights by contacting us as detailed below.
How to contact us
If you have any questions about our privacy notice, the personal information we hold about you, or our use of your personal information then please contact our Data Protection Officer at:
Data Protection Officer
HealthHero Integrated CareLtd
Fox Talbot House
Bellinger Close
Chippenham
Wiltshire
SN15 1BN
Or
uc-DataProtection.Officer@healthhero.com
How to make a complaint
You also have the right to raise any concerns about how your personal data is being processed by us with the Information Commissioners Office (ICO):
0303 123 1113
Changes to our privacy notice
We keep our privacy notice under regular review and we will place any updates on this webpage. This privacy notice was last updated on 12th of June 2025.
HealthHero Integrated Care Ltd is a company commissioned by the BaNES, Swindon and Wiltshire Integrated Care Board (ICB) to provide the integrated urgent care services including clinical access service, out of hours GP services, and high intensity user service. HealthHero Integrated Care is also commissioned by HCRG Care Group to provide the care coordination service in BaNES, Swindon and Wiltshire. This privacy notice explains how we use any personal information we collect about you as a patient of health care services provided by HealthHero Integrated Care Ltd.
HealthHero Integrated Care Ltd is a Data Controller for the information processed by us unless otherwise stated and is registered as such with the UK Information Commissioners Office under registration reference ZA001340.
How do we collect your personal information?
We collect your personal information:
- If your case is passed to us by NHS 111
- When we speak to you as part of the triage process
- During a consultation with one of our clinicians
- When we receive your details (such as a referral) from your current health care provider
- When you contact us or we contact you regarding a service we are providing to you
- If you contact us regarding a service we have provided to you in the past
What types of personal information do we collect about you?
Depending on the service we provide to you we may collect the following types of personal information:
- Your name, address, email address, telephone number and other contact information
- Gender, NHS Number and date of birth and sexual orientation
- Details of family members and next of kin details
- Health (Medical) information, including information relating to your sex life
- Biometric data
- Genetic information
How will we use the personal information we collect about you?
We will use your personal information in the following ways:
- To help us assess your needs and identify and provide you with the health and care you require
- To determine the best location to provide the care you require
- To comply with our legal and regulatory obligations
- To enable us to investigate any incidents, complaints or compliments we may receive
- To help us monitor and manage our services
- To support medical research
Text (SMS) messages
If you have provided your mobile telephone number, we may use this to send SMS messages confirming details of appointments, prescriptions, care advice, or requests to complete patient experience surveys. If we are unable to contact you via telephone call, we may also use the mobile telephone number recorded for you to send a ‘failed contact’ SMS message.
Call recording
Recordings of calls made and received by HealthHero Integrated Care may be used to support the learning and development of our staff and to improve the service we provide to our patients.
They may also be used when reviewing incidents, compliments or complaints.
Call recordings will be managed in the same way as all other personal information processed by us and in line with all current legislation.
Data processors
We may use the services of a data processor to assist us with some of our data processing, but this is done under a contract with direct instruction from us that controls how they will handle patient information and ensures they treat any information in line with the General Data Protection Regulation, confidentiality, privacy law, and any other laws that apply.
How will we share your personal information?
We may share your personal information with other health and care professionals and members of their care teams to support your ongoing health and care and achieve the best possible outcome for you. This may include:
- NHS 111
Practice Plus Group (PPG) Ltd are working with HealthHero Integrated Care to deliver the NHS 111 part of the Integrated Urgent Care (IUC) service across Bath, Northeast Somerset, Swindon and Wiltshire. For the purposes of this partnership, HealthHero Integrated Care will remain the Data Controller and PPG will be the Data Processor.
- Patient Referrals
With your agreement, we may refer you to other services and healthcare providers for services not provided by HealthHero Integrated Cared.
- Other Providers of Healthcare
We will share your information with other providers of healthcare services to enable them to support us in providing you with direct healthcare. This may include NHS organisations or private companies providing healthcare services for the NHS.
- Care Home or Social Care Services
Sometimes the clinicians caring for you may need to share some of your information with others who are also supporting you.
- Local Authority
The local authority (council) may provide you with health or social care services. If this is the case, we will share your personal information with them to enable this to take place.
- Safeguarding
We will share your personal information with the safeguarding teams of other health and social care providers where there is a need to assess and evaluate any safeguarding concerns. Your personal information will only be shared for this reason where it’s legally required for the safety of the individuals concerned.
- GP Connect
We use a facility called GP Connect to support your direct care. GP Connect makes patient information available to all appropriate clinicians when and where they need it, to support direct patients care, leading to improvements in both care and outcomes.
GP Connect is not used for any purpose other than direct care.
Authorised Clinicians such as GPs, NHS 111 Clinicians, Care Home Nurses (if you are in a Care Home), Secondary Care Trusts, Social Care Clinicians are able to access the GP records of the patients they are treating via a secure NHS Digital service called GP connect.
The NHS 111 service (and other services including HealthHero Integrated Care) will be able to book appointments for patients at GP practices and other local services. Further details about GP Connect are available here: GP Connect privacy notice - NHS Digital
An Integrated Care Record allows other health and care providers who are directly involved with your care to access appropriate, timely and relevant information about you to enable them to support your heath and care. Further details about the ICR can be found here: https://bsw.icb.nhs.uk/your-health/your-care-record/
Any medical or health related personal information will be treated with confidence in line with the common law duty of confidentiality and the Confidentiality NHS Code of Practice. We may be required to share information with people other than health and care professionals and members of their care teams in order to comply with our legal and regulatory obligations.
We will not share your information with people other than health and care professionals and members of their care teams without your consent unless the law allows or requires us to.
Medical Research
We will process your personal information to see if you may be suitable to participate in medical research studies. If you are identified as being potentially suitable, we will contact you to provide you with information about the research and invite you to participate in the study. We will not share your information with any research organisations without your explicit consent.
NHS national data opt-out
Confidential information about your health and care is collected by HealthHero Integrated Care and shared with other organisations for the purposes of your individual care.
Confidential patient information about your health and care can be used and provided to other organisations for purposes beyond your individual care where allowed by law.
HealthHero Integrated Care does not share your confidential patient information for purposes beyond your individual care. When sharing data for planning and reporting purposes, we use anonymised data so that you cannot be identified in which case your confidential patient information isn’t required.
Health and care organisations that process confidential patient information have to put systems and processes in place so they can be compliant with the national data opt-out. They must respect and apply your opt-out preference if they want to use or share your confidential patient information for purposes beyond your individual care.
HealthHero Integrated Care are currently compliant with the national data opt-out policy as we do not share your confidential patient information for purposes beyond your individual care.
To find out more or to register your choice to opt out, please visit www.nhs.uk/your-nhs-data-matters
*NB If you choose to opt out, your confidential patient information will still be used to support your individual care.
You can change your choice at any time.
How long do we keep your personal information?
We follow the NHS England Records Management Code of Practice (2021) which states that patient records should be retained for 8 years from last contact with the service. At that point, all personal data we hold on you will be securely deleted.
We keep recordings of our calls for 6 years.
We keep recordings of Video Consultations for 8 hours.
Legal basis
We have been commissioned by the BaNES, Swindon and Wiltshire ICB to provide the Integrated Urgent Care service, Care Coordination and High Intensity User services across it’s locality. For the delivery of these services, it is necessary for us to process your personal data for the performance of this task in the public interest.
We will use your special categories of personal data, such as that relating to your race, ethnic origin, and health for the purposes of providing you with health or social care or the management of health or social care systems and services. Such processing will only be carried out by a health or care professional or by another person who owes a duty of confidentiality under legislation or a rule of law.
Whilst investigating an incident, complaint or complement we will process your personal data on the basis it is in your and our legitimate interest to do so with the full details required.
In some circumstances, we may process your personal information on the basis that:
- it is necessary to protect your vital interests;
- we are required to do so in order to comply with legal obligations to which we are subject;
- in the establishment, exercise or defence of a legal claim;
or
- you have given us your explicit consent to do so.
Your rights
You have a right to:
- receive a copy of the information we hold about you;
- correct inaccuracies in the information we hold about you
- withdraw any consent you have given to the use of your information;
- complain to the relevant supervisory authority in any jurisdiction about our use of your information
- in some circumstances:
- erase information we hold about you;
- receive a copy of your personal data in an electronic format and require us to provide this information to a third party;
- restrict the use of information we hold about you; and
- object to the use of information we hold about you.
You can exercise these rights by contacting us as detailed below.
How to contact us
If you have any questions about our privacy notice, the personal information we hold about you, or our use of your personal information then please contact our Data Protection Officer at:
Data Protection Officer
HealthHero Integrated Care Ltd
Fox Talbot House
Bellinger Close
Chippenham
Wiltshire
SN15 1BN
Or
uc-dataprotection@healthhero.com
How to make a complaint
You also have the right to raise any concerns about how your personal data is being processed by us with the Information Commissioners Office (ICO):
https://ico.org.uk/concerns
0303 123 1113
Changes to our privacy notice
We keep our privacy notice under regular review and we will place any updates on our website. You can also ask the clinician to show you a copy of the privacy notice during your consultation. This privacy notice was last updated on 12th of June 2025.
HealthHero Integrated Care Ltd is a company that provides NHS healthcare services in the Bath and North East Somerset, Swindon and Wiltshire areas
This privacy notice tells you what personal information (information that identifies who you are) HealthHero Integrated Care collects about you and what we do with that personal data.
HealthHero Integrated Care Ltd is known as a Data Controller for the information processed by us unless otherwise stated and is registered as such with the UK Information Commissioners Office under registration reference ZA001340.
You or your parent or guardian can also read our detailed patient privacy notice available on our website here: https://www.healthhero.com/governments/privacy-notices-medvivo
How does HealthHero Integrated Care collect your personal information?
We collect your personal information:
- If your case is passed to us by NHS 111
- When we speak to you or your parent or guardian
- During a consultation with one of our clinicians
- When we receive your details from another healthcare provider
What personal information does HealthHero Integrated Care collect about you?
Depending on the service we provide to you we may collect the following types of personal information:
- Your name, address and telephone number
- NHS Number and date of birth
- Details of family members such as your parent or guardian
- Information about your health
How will HealthHero Integrated Care use the personal information we collect about you?
We will use your personal information in the following ways:
- To help us assess your needs and identify and provide you with the healthcare you require
- To make sure the doctors and nurses have a complete picture of your care
- To determine the best place to provide the care you require
- To make sure we follow the law
How will HealthHero Integrated Care share your personal information?
We will share your personal information with our doctors and nurses who will look after you and members of their care teams. There may be times when we need to share your information outside of HealthHero Integrated Care to support your healthcare and this may include:
- Other healthcare providers
Sometimes the doctors and nurses looking after you may need to share some of your information with others who are also supporting you such as paramedics, hospitals, your normal doctor's surgery and community services. - Safeguarding
We will share your personal information with the safeguarding teams of other health and social care providers if there is a need to assess and evaluate any safeguarding concerns. Your personal information will only be shared for this reason where it is allowed by law.
For how long does HealthHero Integrated Care keep your personal information?
We follow the NHS rules which require us to keep personal information for 8 years after your last contact with HealthHero Integrated Care. At that point, all personal data we hold on you will be securely deleted.
How does HealthHero Integrated Care keep your personal information safe?
We take protecting your personal data very seriously. All personal data is held securely, and we have safeguards in place to make sure that only the people who need access to your personal data can access it. Also, we make sure that if anyone at HealthHero Integrated Care uses your personal data, they are trained in using it carefully. If we share your personal data with other people or organisations, we make sure it is done in a safe and secure way.
Is HealthHero Integrated Care allowed to use your personal information?
We only collect and use your personal information for the purpose of providing you with healthcare and only when we are allowed to do so according to the law.
What rights do you have?
You have quite a few rights in respect of your personal data. For example, if you would like to see what personal data we hold on you, you can either make a subject access request or ask your parent or guardian (if you are under 18 and they are responsible for you) to make a subject access request and contact HealthHero Integrated Care, who will provide you or your patient or guardian with a copy of that personal data.
You can also ask us to correct personal data we hold about you if it is wrong, or even delete it (although we don't always have to do so). You can also tell us if you do not want us to use your personal data in any particular way, but this may mean that in some cases, we cannot treat you.
If you would like to talk to us about your data rights, you can contact our Data Protection Officer (whose contact details are below). If you're under 18, you can ask your parent or guardian to help you if you like, or simply contact us and we will be as helpful as possible.
Who can you speak to if you have any questions about anything in this notice?
Please either send your question, or ask your parent or guardian (if you are under 18 and they are responsible for you) to pass your questions, to our Data Protection Officer via email at uc-dataprotection@healthhero.com who will be able to help.
You or your parent or guardian can also read our detailed patient privacy notice available on our website here: https://www.healthhero.com/governments/privacy-notices-medvivo
What if you are unhappy with anything HealthHero Integrated Care has done with your personal information?
You also have the right to raise any concerns about how your personal data is being processed by us with the Information Commissioners Office (ICO):
0303 123 1113
Changes to our privacy notice
We keep our privacy notice under regular review and we will place any updates on our website. You can also ask the clinician to show you a copy of the privacy notice during your consultation. This privacy notice was last updated on 12th of June 2025.
This appendix has been added to include any additional data processing completed by us during the Coronavirus (COVID-19) pandemic.
COVID-19 Oximetry at Home Service
HealthHero Integrated Care were commissioned to provide the COVID-19 Oximetry at Home service across BaNES Swindon and Wiltshire.
NHS Digital agreed to share the following patient information about patients resident or registered in the BaNES Swindon and Wiltshire areas:
- Full name
- NHS number
- Postcode
- Contact number
- Date of birth
- Sex
- Registered GP practice
- COVID-19 test result
- Clinical extreme vulnerability
HealthHero Integrated Care used the disclosed patient information for the purpose of identifying patients who will be suitable for the COVID-19 Oximetry at Home service.
Whilst providing the COVID-19 Oximetry at Home service to you, we added information relating to your health directly into your clinical record controlled by your registered GP practice.
We may have contacted you via telephone, text message or email about the COVID-19 Oximetry at Home service using your contact details recorded in your clinical record controlled by your registered GP practice.
If HealthHero Integrated Care provide the COVID-19 Oximetry at Home service to you, we will retain access to your personal medical information for 8 years from last contact with the service.
We will retain your details in our GoodSAM system for 6 months from your last contact with the service.
The details of any patients provided to HealthHero Integrated Care from NHS Digital who are not suitable for the COVID-19 Oximetry at Home service will be securely deleted.
You can read more about the COVID-19 Oximetry at Home service here: COVID-19 Oximetry at Home
This privacy notice Appendix was last updated on 12th of June 2025.
HealthHero Integrated Care are committed to providing you with the highest quality of care. To enhance our service, we are piloting the use of Heidi Health, an AI powered medical scribe. To enhance the quality and efficiency of our consultations, clinicians who are participating in the pilot may use Heidi Health AI Scribe during your consultation.
What is Heidi Health?
Heidi Health is an advanced AI medical scribe designed to transcribe patient interactions, generate clinical notes, fill out documents, and dictate letters. It uses artificial intelligence to document medical notes, ensuring your clinician can focus on actively listening to your concerns and delivering personalised care, rather than spending time manually recording the notes themselves.
Any information that is captured is reviewed and approved by your clinician before being saved in your medical record. There is no element of the AI programme influencing or advising the clinician’s thinking or decision-making process – Heidi Health is purely a note taking tool, not a clinical assistance programme.
Benefits of using Heidi Health
- Improved Consultations: Allows clinicians to focus solely on you, the patient during your consultation.
- Accurate Documentation: Helps create precise, clear, and detailed medical notes for the patient record that can be reviewed and edited as needed.
- Time Efficiency: Streamlines administrative tasks, giving clinicians more time to spend with their patients.
Types of Personal Data Processed
Heidi processes two main types of personal data during consultations:
- Patient Information: This includes the patient’s name, contact details, medical history, diagnosis, treatment information, and any other information shared during consultations.
- Clinician Information: This includes audio recordings capturing the clinician’s voice and any professional identifiers, such as names and titles.
Lawful Basis for Processing with Heidi Health AI
- Performance of a public task
- To comply with our legal obligations to provide / manage health services
Protecting your Data
Your privacy and comfort are our top priorities. Heidi Health AI Scribe only processes information discussed during your consultation and operates within strict privacy and data protection regulations.
Heidi Health AI Scribe complies with UK data protection laws, including UK GDPR, ensuring that your information is handled securely and confidentially.
Before using Heidi Health AI scribe, your clinician will explain it’s role and provide you with an opportunity to object to it’s use during your consultation. If you would prefer your clinician not to use Heidi Health, please do let them know and they can make sure it is not activated for your consultation.
Further information
For further information regarding how your personal data is processed by us, please refer to our main patient privacy notice which can be found here: Privacy Notices | HealthHero
Should you have further questions regarding the use of Heidi Health, please email: uc-dataprotection@healthhero.com
Changes to our privacy notice
We keep our privacy notices under regular review and we will place any updates on this webpage. This privacy notice was last updated on 22 July 2025.
About us
We are HealthHero Integrated Care Ltd, a provider of integrated urgent care services including clinical access service, out of hours GP services, access to care, and high intensity user service.
This privacy notice explains how we use any personal information we collect about you when you access the HealthHero website. Our website is operated by HealthHero Integrated Care Ltd, as a Data Controller for the information processed by us unless otherwise stated and is registered as such with the UK Information Commissioners Office under registration reference ZA001340.
What information do we collect about you?
We collect:
- information about you, for example, your name, contact details and the services you are interested in, when you submit an enquiry or register an interest in one of our services;
- information such as your name and contact details when you voluntarily complete customer surveys published on our website and provide feedback;
- information about the website that users came from or are going to, which pages of our website users visit, IP addresses, the type of browser used and the times our website it accessed. However, this information is aggregated and is not used to identify individuals. We do not require personal data to be submitted in order to use our website.
How will we use the information about you?
We collect information about you to enable us to process and respond to your enquiry or interest.
The information you provide to us when you complete a survey or provide feedback will be used to improve the services we provide.
Cookies
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 more efficiently, as well as to provide information to the owners of the site. Click on the “Cookie Settings” button at the bottom right corner of your screen to learn more
How do I change my cookie settings?
You can change your cookie preferences at any time by clicking the “Cookie Settings” button on the bottom right corner of your screen. You may need to refresh your page for the settings to take effect.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, please visit: www.aboutcookies.org or www.allaboutcookies.org.
Find out how to manage cookies on popular browsers:
To find out information relating to other browsers, visit the browser developer's website.
Use of web beacons
Some of our web pages may contain electronic images known as web beacons (sometimes known as clear gifs) that allow us to count users who have visited these pages. Web beacons collect only limited information which includes a cookie number, time and date of a page view, and a description of the page on which the web beacon resides. We may also carry web beacons placed by third party advertisers. These beacons do not carry any personally identifiable information and are only used to track the effectiveness of a particular campaign.
Links to other websites
Our website may contain links to other websites over which we have no control. We are not responsible for privacy policies or practices of other websites to which users choose to link from our website. We encourage users to review the privacy policies of those other websites to understand how they collect, use and share personal information.
How we share information
Only HealthHero Integrated Care staff will have access to your information submitted via our website and will not share your data with any other third party. HealthHero Integrated Care will not use or share your information for automated decision making, profiling or marketing purposes.
How long do we keep your personal data?
We will hold the information you submit to us for 6 months after the last contact.
Details on cookie retention can be viewed by clicking on the "Cookie Settings" button on the bottom right corner of your screen.
Legal basis for the processing of your information
We, and you, have a legitimate interest in us providing you with the information you ask us for. It is necessary for us to process your information in order to do this.
We, and users of our services, have a legitimate interest in seeking to better understand how we can better improve our services. In order to do this it is necessary for us to process your information provided when you complete customer surveys and feedback questionnaires.
When you entered the website you will have been asked to consent to the use of cookies. You can withdraw your consent at anytime by clicking the "Cookie Settings" button on the bottom right corner of your screen.
Your rights
You have a right to:
- access the information we hold about you;
- correct inaccuracies in the information we hold about you
- withdraw any consent you have given to the use of your information;
- complain to the relevant supervisory authority in any jurisdiction about our use of your information
- in some circumstances:
- request we erase information we hold about you;
- receive a copy of your personal data in an electronic format and require us to provide this information to a third party;
- ask us to restrict the use of information we hold about you; and
- object to the use of information we hold about you.
You can exercise these rights by contacting us as detailed below.
How to contact us
If you have any questions about our privacy notice, the personal information we hold about you, or our use of your personal information, then please contact our Data Protection Officer at:
Data Protection Officer
HealthHero Integrated Care Ltd
Fox Talbot House
Bellinger Close
Chippenham
Wiltshire
SN15 1BN
Or
uc-dataprotection@healthhero.com
How to make a complaint
You also have the right to raise any concerns about how your personal data is being processed by us with the Information Commissioners Office (ICO):
0303 123 1113
Changes to our privacy notice
We keep our privacy notice under regular review and we will place any updates on this webpage. This privacy notice was last updated on 12th of June 2025.
If you would like additional information regarding your rights as a data subject, please click on the link below: