How we use and protect your personal information.

Webinar certificates and optional appraisal contact

We use your webinar registration and confirmed attendance to issue your certificate. Your personal webinar link opens a Hub page with a button to join Microsoft Teams. The Hub records when you click that button, but does not measure time in Teams or automatically confirm attendance. Teams handles the meeting, your display name and chat under the meeting organiser’s settings and Microsoft’s privacy terms. The organiser reviews attendance separately before confirming certificate eligibility. Earlier broadcast viewing records are retained for attendance review. In a separate optional appraisal reminder form, you may share your career stage, last appraisal date (or that you have not had one), upcoming appraisal date and notes. This is optional and does not affect your certificate. If you explicitly opt in, Andrew can email you reminders and follow up about arranging your FY3 or upcoming appraisal. Where you give an upcoming date, we aim to contact you around four weeks beforehand; otherwise Andrew can help you plan. We record your choice, its wording and the time it was made, including changes or withdrawal. Reopen your personal appraisal reminder link and choose “Stop appraisal reminders” to withdraw. Existing certificate contact preferences can also be managed through that reminder link. You can also contact us to withdraw or request deletion. Google reviews are optional; visiting Google is subject to Google’s privacy policy.

Information recorded

• Your signed-in account identifier, email address and name.
• Your GMC number, selected medical grade or job title, specialty and NHS trust, health board or organisation.
• The appraisal portfolio entries you choose to create, including procedure supervision levels and clinic-log information.
• A senior’s name and professional email address when you choose to prepare a CBD or procedure verification request.
• Appraisal request details, including contact information, GMC number, due dates and the work history you submit for suitability review. If supplied, we also record your referral code and partner campaign details with your request to identify the referral and administer any applicable offer.
• Five-minute call requests, including your name, email address, mobile number, preferred date and time, and any optional note.
• Webinar registration details, including your name, email address, mobile number, GMC number, grade, specialty and organisation.
• Article questions or comments you choose to post, together with your chosen public display name and signed-in account identifier.
• The date of your required privacy and safety acknowledgements.
• After an appraisal has been manually approved, your separate choices about AI-assisted meeting transcription and AI-assisted report drafting, the wording shown to you, the name you use to confirm those choices and the time each decision is recorded.
• For an accepted appraisal, the appointment selected, Google Calendar event and Zoom or Google Meet joining details, confirmation and reminder email history, case status and completion date.
• Where meeting transcription has been actively agreed and started, a private copy of the resulting transcript may be imported into the appraisal case record for report preparation and audit.
• Your optional marketing preference and when it was last changed.
• Your separate optional third-party sharing preference and when it was last changed.
• If you allow usage analytics: the page visited, access time, referring website domain, device type, approximate city, region and country, a random browser identifier, and whether the browser confirms an app installation. On iPhone or iPad, the first launch from the Home Screen is used as confirmation instead. If you arrived through a Google advert, the same choice also controls whether a completed appraisal request or call booking is measured as a conversion. Your IP address is not stored by Medical Appraisal Hub.

How the information is used

Account and profile information is used to provide your private portfolio, organise records and protect access. Marketing emails may only be sent when you actively choose the separate marketing option. It is not required to use the portfolio.

If you separately opt in to third-party sharing, only your name, email address and selected professional profile may be shared with relevant medical education, appraisal or portfolio-service partners. Portfolio entries are not shared for marketing.

Information submitted through the appraisal request form is used to assess suitability, understand your appraisal and revalidation timescale, and respond about possible arrangements.

AI-assisted transcription and report drafting are not part of the initial enquiry. They are offered only after Dr Andrew Harborne has spoken with the doctor and manually approved the appraisal to proceed. Meeting transcription and OpenAI ChatGPT-assisted draft report preparation are presented as two separate choices. Saying no does not prevent the appraisal, and no patient-identifiable information should be discussed or submitted.

Once an appraisal is accepted, the secure appraisal page is used to record consent choices and book the meeting. Google Calendar is used to check the appraiser’s availability and create a meeting invitation with a unique Zoom or Google Meet link. Medical Appraisal Hub and the calendar service send appointment information and reminders. A transcript can only be imported where the latest recorded transcription choice is yes.

Five-minute call request details are used to contact you and confirm whether your preferred appointment time is available.

Webinar registration details are used to administer the session and send joining information. Updates about future webinars are sent only when you choose the separate optional webinar-updates box.

When you request senior verification, the site records the senior’s contact details and the date the request was prepared. The message opens in your own email application for you to review and send; the senior verifies the record by replying to you.

Article discussions are public: your chosen display name, question or comment and posting date can be read by other visitors. Your account identifier is used behind the scenes to attribute and protect posting access and is not displayed with the comment.

First-party usage analytics are used to understand how the website is accessed and to improve its pages and services. With the same consent, we measure traffic source and campaign labels, active time on public pages, scroll depth, form starts, submission success or failure, and WhatsApp link clicks. Form contents are not included. Active time excludes hidden tabs and stops after a minute without interaction. A temporary source label in your browser tab carries attribution across the journey for up to 30 minutes; raw advertising click identifiers are not saved in our first-party reports. With the same optional choice, Google Ads uses cookies and receives page visits, ad-click identifiers, conversion events and technical information (including your IP address) to measure advertising results. It may record that an advert led to a completed appraisal request or five-minute call booking. No form contents, email address or enhanced-conversion data are sent to Google for this measurement, and advertising personalisation stays disabled. The master administrator can see recent consented visits in aggregate and by approximate location, together with consented app-install confirmations, but these records are not linked to a signed-in doctor. Individual first-party analytics records are retained for up to 90 days.

Patient information

Do not enter names, dates of birth, NHS numbers, hospital numbers, addresses, exact dates or unusual combinations of facts that could identify a patient. Portfolio reflections and article discussions should be anonymised from the outset.

Your choices

You can revisit account creation to update your professional profile or withdraw marketing or third-party sharing consent. Individual portfolio entries can be edited or deleted from your dashboard. For an account access, correction or deletion request, contact Medical Appraisal Hub through the request page without including patient information.

You can allow or decline first-party usage analytics and change that decision at any time using the Usage privacy link in the website footer. Withdrawing your agreement stops future visit recording and removes the analytics identifier from your browser. It also stops future Google Ads conversion measurement from this browser.

You can change or withdraw either appraisal AI choice using the secure consent link before the relevant processing begins. Dr Andrew Harborne will confirm the choices again before any meeting transcription starts. Withdrawing a choice stops future processing based on that choice but does not undo processing that lawfully took place beforehand.

Who is responsible

Harborne Medical Group Limited (company number 17421245), led by Dr Andrew Harborne, operates Medical Appraisal Hub and is responsible for the site’s use of this information. Supabase provides account authentication and processes email addresses and securely protected password credentials for that purpose. OpenAI Sites and Cloudflare provide website, database and evidence-file infrastructure. These providers process information only as needed to provide those services. For accepted appraisals, Google Calendar manages invitations and availability; Zoom or Google Meet provides the meeting. If you consent to transcription, the appraiser confirms the transcription service, including Fathom where used, before recording starts. If you separately consent to AI-assisted drafting, the appraiser prepares a pack of relevant documents and transcript for OpenAI ChatGPT, then reviews and edits the report. Google also processes consented advertising-conversion signals when a visitor who arrived through an advert submits an appraisal request or books a five-minute call.

Appraisal sources and final reports

After the final report is approved, we delete the recordings, transcripts and temporary working files held for report preparation in the Hub. We retain the approved report, your consent choices and a minimal record of approval and deletion. Source copies in the meeting/transcription service, ChatGPT and local downloads must also be deleted as part of finalisation. This does not erase your own original portfolio or calendar invitation. Service providers may retain backups, safety or legally required records under their own policies; immediate deletion of every provider-held copy cannot be guaranteed. If a documented retention hold applies, it must be resolved before finalisation can complete.

Appraisal sources and final reports

After the final report is approved, we delete the recordings, transcripts and temporary working files held for report preparation in the Hub. We retain the approved report, your consent choices and a minimal record of approval and deletion. Source copies in the meeting/transcription service, ChatGPT and local downloads must also be deleted as part of finalisation. This does not erase your own original portfolio or calendar invitation. Service providers may retain backups, safety or legally required records under their own policies; immediate deletion of every provider-held copy cannot be guaranteed. If a documented retention hold applies, it must be resolved before finalisation can complete.

Email correspondence

The owner can connect the dedicated Medical Appraisal Hub Gmail account to read and reply to correspondence within the private dashboard. Messages are retrieved from Gmail when requested and sent through Gmail. Mailbox message content is not copied into the website database; the site stores an encrypted connection token and minimal send-status records to prevent duplicate sends. Email content is not used for advertising or AI model training. The owner can revoke access in their Google account permissions.