Privacy Policy

Our Privacy Policy

Ardens’ privacy policy has been created to explain to our customers how we use their personal information in line with GDPR laws.

What Information Do We Collect About You and How Is It Processed?

Online Forms When filling in any of the forms on either our main website or support desk, or if you meet us at an event, you may be asked to enter personal information, for example your name, email address or practice details. This could be for the following reasons:

  • Signing up to trialling Ardens
  • Support Desk Query
  • Training or Demonstration Request
  • Arranging a Quote Signing Up to Ardens Manager
  • Other Enquiries

Subscription Lists We also collect your name and email address when you subscribe to our monthly updates. We will use this information to get in touch with you regarding the subject of your query or feedback and with your permission, we will add you to our mailing list. This ensures that you and your practice are kept up to date with any updates we have as well as some hints and tricks we believe will be useful to know when using Ardens. By subscribing to these emails you consent to email activity tracking such as open rates, click rates and location.

Feedback We store any feedback we receive from you on our client database. This is to ensure that we continue to improve Ardens whilst taking your comments on board. Examples of this feedback may include comments, complaints, compliments, significant events, surveys and any other form of feedback. We may also use this information to keep our database up-to-date, for example, updating the status of relationship with us, invoicing details and your practices training dates. If you would like a copy of all the information we keep regarding your practice, please email us at [email protected].

Ardens Manager We store any information you provide when you are using Ardens Manager. This includes when you register your account, update any information about yourself, your organsiation or your groups. We also store and automatically process data you upload to Ardens Manager which may include clinical reporting data from your clinical system or any organisational data such as audits, receipts or meeting notes. We do not store or process any patient identifiable data. It is the users responsibility to ensure that patient identifiable data is not uploaded onto Ardens Manager. By using Ardens Manager, you consent to sharing your organisation’s and group’s anonymised data with Ardens. We will also use your anonymised data to provide benchmarking statistics with other organisations within Ardens Manager.

QOF Missed Income Reports If you have requested an Individualised QOF Missed Income Report, you will send us a csv with your report data. This data will not include any patient identifiable information and will be stored on a secure cloud-based Microsoft server but Ardens does not take any responsibility for any loss of data.

Protecting Your Information

We have strict protocols to ensure that your personal data is kept secure and only relevant members of staff have access to this. We also may check your identity when you get in touch with us. If you decide to discontinue using Ardens, we will keep your information for up to two years after you leave us. If you wish us to remove your data, please get in touch.

Third Parties

Ardens reserves the right to share any anonymised data with third party organisations. However, other than previously mentioned databases, we may ask you to enter your personal information on the following websites:

Knack We store our entire client database on our custom app built on a databasing software called Knack. This includes data such as information on training sessions, survey responses, contact details and EMIS installation versions.

If you access Knack as a client, we may ask you to enter personal details so that you can login to the our client group portal or download our resources. Data on Knack is fully encrypted and is stored on Amazon Web Servers. For more information on Knack’s security and infrastructure, please see their website. Survey Monkey

We collect and store responses from any of our surveys on Survey Monkey. This allows us to analyse your feedback to provide you with the best possible service and to give all potential Ardens customers case study examples to why they should sign up too. We do not take any responsibility for the Survey Monkey’s terms and conditions, privacy or security policy.

If you use Ardens Manager, we use two softwares called Segment and Mixpanel to collect anonymised data on user activity to understand how you use our application so we can improve its design and functionality. For more information, please see the Segment Security information page and Mixpanel Security information page.

If you use Ardens Manager and access it using your NHS Care Identity credentials, the identity access and management services are managed by NHS England. NHS England is the controller for any personal information you provided to NHS England to get a national digital identity and authenticate your claim to that identity, and uses that personal information solely for that single purpose. For any personal information, our role is a “processor” only and we must act under the instructions provided by NHS England (as the “controller”) when verifying your identity. To see NHS England’s Privacy Notice and Terms and Conditions, view the NHS Care Identity Service 2 page. This restriction does not apply to the personal information you provide to us separately which is managed in accordance with our Privacy Policy.

If you use Ardens Academy your data (such as name, email address and job title) will be hosted on our supplier WorkRamp who provide the Learning Management Platform. Work Ramp utilise Sub-Processors based in the US, with any international transfers to the US only occurring with the appropriate safeguards in place. Further information about WorkRamp can be found at

Contact Us

As per the UK General Data Protection Regulation 2018 and the UK Data Protection Act 2018, you have the right to know what personal information we hold about you. If you would like a copy of your information or your practice information, please email [email protected]. We believe that all emails that we send to you contain important information and updates which are important if wish to make the most out of using Ardens. However, if you decide you would not like to receive any of our updates, simply click ‘unsubscribe’ at the bottom of any email.