Hospital Note

Privacy Policy


We are HospitalNote Limited, whose registered office is at 108 Goldhawk road W12 8HD United Kingdom (“our”, “us” and “we”). We will refer to you as “you” and “your”.

We value your privacy and the security of your data and we want to be transparent about the collection, use and sharing of information about you. This Privacy Policy is for your use of the services we make available (“Services”) and our website ( It also applies to your interaction with us through other means such as customer service, discussing or contracting one of our professional services, direct conversations and events.

We have produced this Privacy Policy to communicate and explain how we process personally identifiable information that we collect about you when you use the Services.

This Privacy Policy is part of our group of Policies as set out in our Terms of Service which provides information that is likely to be useful to complement this Privacy Policy. Please do not access or use the Services or website if you do not agree with the terms of this Privacy Policy or any of the other Policies.

You have choices about the use of personally identifiable information which we hold about you. You can access, update and request the removal of the information we hold about you. If you don’t agree with the Policies, please do not access or use the Services, or interact with us.

By using or accessing the Website or the Service and providing us with your Personal Data, you are accepting the practices described in this Privacy Policy, and you are consenting to our processing of your data as set forth in this Privacy Policy now and as amended by us (for information on how we may change our Privacy Policy, please read the “Amendment of this privacy statement” section below). If you have any questions or comments about this Privacy Policy or our use of your Personal Data, please contact us at

How we collect your data

When you visit our websites or use our services, we collect personal data. The ways we collect it can be broadly categorised into the following:

Information you provide to us directly: When you visit or use some parts of our websites and/or services we might ask you to provide personal data to us. For example, we ask for your contact information when you sign up for a free trial, respond to a job application or an email offer, participate in community forums, join us on social media, take part in training and events, contact us with questions or request support. If you don’t want to provide us with personal data, you don’t have to, but it might mean you can’t use some parts of our websites or services.

Information we collect automatically: We collect some information about you automatically when you visit our websites or use our services, like your IP address and device type. We also collect information when you navigate through our websites and services, including what pages you looked at and what links you clicked on. This information is useful for us as it helps us get a better understanding of how you’re using our websites and services so that we can continue to provide the best experience possible (e.g., by personalising the content you see).

Some of this information is collected using cookies and similar tracking technologies. If you want to find out more about the types of cookies we use, why, and how you can control them, take a look at our Cookie Policy.

Information we get from third parties: The majority of information we collect, we collect directly from you. Sometimes we might collect personal data about you from other sources, such as publicly available materials or trusted third parties like our marketing and research partners. We use this information to supplement the personal data we already hold about you, in order to better inform, personalise and improve our services, and to validate the personal data you provide.

Where we collect personal data, we’ll only process it:

Aim of data registration

First and foremost, we use your personal data to operate our websites and provide you with any services you’ve requested, and to manage our relationship with you. We also use your personal data for other purposes, which may include the following:

  • To conclude and execute an agreement, such as for the delivery of the chosen services or information;
  • If payment is due, to send you an invoice;
  • To enable you to post and exchange content through HospitalNote’s services or to contact other users of such services;
  • To market to you: In addition to sending you marketing communications, we may also use your personal data to display targeted advertising to you online – through our own websites and services or through third party websites and their platforms.
  • To support you;
  • To optimise service and proper functioning of HospitalNote’s service and products;
  • To comply with applicable laws and regulations;
  • To analyse, aggregate and report

For these purposes, your personal data can be exchanged with, or be made available to subsidiaries of HospitalNote.

If we don’t collect your personal data, we may be unable to provide you with all our services, and some functions and features on our websites may not be available to you.

If you’re someone who doesn’t have a relationship with us, but believe that a HospitalNote subscriber has entered your personal data into our websites or services, you’ll need to contact HospitalNote subscriber for any questions you have about your personal data (including where you want to access, correct, amend, or request that the user delete, your personal data).

Information to third parties

Your data will not be supplied to any third party without your consent without prejudice to the following. Your data may, without further consent, be supplied to third parties that are engaged by HospitalNote for the execution of its services, including analyzing data and customer support, current and future global subsidiaries of HospitalNote Limited, members of the HospitalNote Limited group of companies.. Also, your data can be released to third parties as permitted or obliged by law, when HospitalNote believes it is appropriate to comply with the law and a subpoena from the court has been received. HospitalNote can share your information in connection with a merger, sale of assets, financing or acquisition of her company.

Cookies, tracking

The use of HospitalNote’s services can result in the collection of information about your use of these services, for example through means of cookies. HospitalNote and possible marketing and outsourcing partners, affiliates, or analytics service providers use technologies such as cookies, beacons, scripts, and tags to identify a user’s computer/device to retain features, such as your preferences, username and password. Cookie information can be linked to your personal information, such as your user ID, to improve the quality of our products and services. If you disable cookies you may not be able to access or use features of our products or services.

Telephone conversations

Telephone and VOIP conversations with HospitalNote customer service and sales departments may be recorded for training and coaching purposes. The recordings are only kept for as long as strictly necessary and are not accessible to unauthorized persons.

External service providers and other sites

If you are directed to a website or use an application of a third party via one of HospitalNote’s services, the conditions and privacy rules of that partner or third party apply. You are advised to read the privacy statement of this partner or third party. When accessing HospitalNote’s services through any third party services, your login data will be processed by HospitalNote in accordance with this Privacy Statement.

Data security

HospitalNote takes all reasonable measures to protect your information, and is fully compliant to GDPR and the UK Data Protection Act requirements. Sensitive personal data, like passport data, NHS numbers, and National insurance numbers, are treated as Highly Confidential by default, and always transmitted and stored in a strongly encrypted/anonymised form. Good faith efforts are made to securely store all personal data. The relevant data is only accessible to limited HospitalNote staff in so far as necessary to enable them to perform their duties and guarantee the correct working of the services. Furthermore, HospitalNote undertakes good faith efforts to secure its systems against the loss and/or any unlawful use or processing of such data, and adopts appropriate technical and organisational measures for this purpose, having regard to the state of the art, amongst other things.

Nevertheless, HospitalNote cannot completely guarantee that it can prevent the unlawful gaining of access to computers or files, the distribution of viruses or unlawful programs or files through advertisements, or anything else occasioned by the provision of information to HospitalNote. HospitalNote can not warrant or represent that your personal data will be absolutely protected against loss, misuse or alteration, although the best efforts to ensure it are undertaken. If a security incident involving your personal data does take place despite all relevant controls in place, we will inform you about this incident within 24 hours and take all possible measures to limit its impact and facilitate incident recovery.

Data access and amendment and right to object

You may at all times and without any cost be informed of the data about you processed by HospitalNote and, if desired, have these data amended or, if possible removed within a reasonable time frame. You may also object to receiving information or specific offers from HospitalNote by e-mail or via other suitable communication channels. If you wish to use one of these options, you can give notice thereof in writing via an e-mail message to

Amendment of this privacy statement

HospitalNote reserves the right to amend this Privacy Statement. Any amendment will be published on this website. You are advised to consult this Privacy Statement regularly, so as to ensure that you are aware of the applicable Privacy Statement changes.


The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you’ve requested or to comply with applicable legal, or other requirements).

We’ll retain your personal data for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our data retention policies and practices. Following that period, we’ll make sure it’s deleted or anonymised.


If you have questions or concerns about this Privacy Policy, please contact us at:

HospitalNote Limited 108 goldhawk Road W12 8HD Email: