Appointment Booking Portal
Last updated: 15 January 2025
At East Kent Hospitals University Foundation Trust, we are committed to protecting and respecting your privacy. This privacy notice explains how we collect, use, store, and share your personal information when you use our online appointment booking portal.
Personal information
What data do you collect?
We collect and process the following personal data relating to you:
your email address and mobile phone number
your given name and last name
your date of birth
your NHS number
We also collect and process:
information relating to any appointment cancellation or rebooking requests you submit
We may also collect and process:
audit data and event logs
online identifiers, like your Internet Protocol (IP) addresses
What do you use this data for?
We use this data to:
enable you to book your diagnostic appointments online (in accordance with Trust policies)
maintain accurate records on the number of appointments cancelled/rescheduled (for internal and national reporting)
to maintain the security of our systems.
to communicate with you about your appointments, including sending reminders and updates
to ensure the appropriate medical services are available during your appointment
to improve the appointment booking system and service delivery
to comply with legal obligations, including health and safety requirements, and regulatory reporting.
Sharing your information
We may share your personal information in the following circumstances:
within the NHS Trust: Your information may be shared with healthcare professionals involved in your care to ensure proper treatment and services are provided.
third-party service providers: We may engage third-party providers (NHS App) to support the appointment booking system, such as IT providers or appointment reminder services. These providers are contractually required to protect your information.
legal obligations: We may disclose your information if required by law, regulation, or to protect the safety and well-being of individuals.
Data retention
We will retain your personal information for as long as necessary to manage your appointments and comply with our legal obligations.
The records associated with appointment for example the appointment itself and any linked results etc. will be stored as part of your central electronic health record on the applicable Trust clinical information system in accordance with NHS data retention policies.
Your rights
You have the following rights in relation to your personal data:
access: You have the right to request a copy of the personal information we hold about you. To request a copy of your health information, please see Access your health records or call 01233 633 331.
correction: You have the right to request corrections to any inaccurate or incomplete personal information.
deletion: You may request the deletion of your personal information, subject to certain legal exceptions.
objection: You may object to how we process your personal data in certain circumstances.
data portability: You may request a copy of your personal data in a commonly used, machine-readable format.
To exercise any of these rights, please contact our Data Protection Officer (DPO) at ekhuft.dataprotectionofficer@nhs.net or telephone 01227 866417.
Cookies, tracking technologies and analytics
The Self Service Appointments Portal (Bookings) does not currently use any web analytics.
Changes to this Privacy Notice
We may update this privacy notice from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by updating the date of this notice.
Contact us
If you have any questions or concerns about this privacy notice or would like to know how we handle your personal information, please view our Privacy Notice or contact our Data Protection Officer:
Phone: 01227 866417
Postal Address:
Information Governance Manager & Data Protection Officer
East Kent Hospitals University Foundation Trust
Kent & Canterbury Hospital
Ethelbert Road
Canterbury
CT1 3NG
Thank you for using our NHS Trust appointment booking portal.