Terms of Use for the National Booking Service Staff Applications

1.1 These 'terms of use' relate to the National Booking Service applications used by staff including:

• Q-Flow console
• Check a vaccination appointment service/Check-in app

referred to in this document as the “Application(s)”.

The Q-Flow Console Application allows you to:

• Add user accounts for staff.
• Create and add Vaccination Centre information.
• Create appointment availability.
• Manage booked appointments.
• View citizen appointment details.

The Check A Vaccination Appointment service / Check-In app allows you to:

• Search for a citizen’s appointment via a booking reference or via their name and date of birth.
• Check-in a citizen for their appointment

1.2 The Applications are provided by the Health and Social Care Information Centre, a non-departmental public body established under primary legislation and known as NHS England. References in these terms of use to “we”, “our” and “us” are references to NHS England.  “You” or “your” means you, a member of the vaccination site staff who are using the Application(s). 

2.1 You may access and use the Applications if you agree to be legally bound by these terms of use. If you do not agree please do not access and/or use the Applications.

2.2 You should read these terms of use before using the Applications. Whenever you use the Applications you agree to our terms of use.

2.3 You should also read 

2.3.1 our training and onboarding materials which provide instructions on how you should use the Applications, and may be updated from time to time;

2.3.2 our privacy notice which sets out the terms on which we process any personal data we collect from you, or that you provide to us in relation to the Applications, and may be updated from time to time;

2.3.3 our cookies policy which sets out information about the cookies we use and how we use them when you access and use the Applications, and may be updated from time to time.

2.4 We may, at any time and in our sole discretion, amend these terms of use for any reason, for example, to comply with law or reflect changes to the Applications. You will be legally bound by these terms of use and any updates from the first time that you use the Applications after publication. We will inform you via the Applications and request your continued agreement if we make any significant changes to these terms of use.

3.1 The Applications are free and available to staff members associated with National Booking Service sites.

3.2 References in these terms to "the NHS" mean "the NHS in England" unless otherwise stated. Services and arrangement may differ elsewhere in the United Kingdom.

3.3 In order to access the Applications, your site must have completed all relevant approval and assurance activities. Our National Booking Service Onboarding team will initially set up users but it is then the responsibility of your site manager to manage user accounts at each site. You will need to provide a unique username and password, which you should keep secure and should not share with anyone.

3.4 As a minimum, passwords you set for use with the Applications must have a level of complexity which ensures they cannot be easily guessed by hackers or malicious software. They should:

3.4.1 be at least twelve characters long

3.4.2 not contain your user name, real name, or organisation name

3.4.3 not appear in the list of top 10,000 passwords

3.4.4 not use sequential key characters on the keyboard (e.g. qwerty, asdfg, 12345).

3.5 In line with Government best practice, we recommend using the ‘three random words’ approach, which uses three or more randomly chosen words like ‘saloonbadgertree’ or ‘coffeetrainfish’. These words should be random, and not related personally to you (so not involving a favourite thing, holiday, relative).

3.6 You (or your employer) are responsible for making all arrangements necessary for you to access the Applications, including but not limited to a secure internet connection and an appropriate device, operating system and browser. You should use your own virus protection software.  You should only access the Applications from a secure work device.

3.7 NHS England aims to make the Applications accessible to as many people as possible. The Applications are designed to work with the latest versions of Microsoft Edge, Google Chrome, Mozilla Firefox and Apple Safari, and uses standards which should work on the majority of browsers in use. We offer no warranty for the Applications working in any particular browser or configuration. Please note that you may see inconsistencies in the presentation of pages if you are using an older or deprecated version of a browser. Read further information on the accessibility of this website.

3.8 Users will be asked to reset their password when they login to the Applications for the first time. If you know or suspect that anyone other than you knows your username or password, you must promptly reset your password to something only you know. Please contact your site manager to reset a password if you are unable to do so.
3.9 We have many measures in place to keep your data safe. But it is important that you also play your part – visit the government's Cyber Aware website for advice.

3.10 We are giving you personally the right to access and use the Applications. If others in your organisation wish to access the Applications, they should create their own account. There is no limit to how many accounts an organisation may have.

4.1 You agree that:

4.1.1 before using the Applications you will read all the training materials at:

i) https://digital.nhs.uk/coronavirus/vaccinations/training-and-onboarding/national-booking-service-training-and-onboarding/q-flow-guidance for site managers; and
ii)   https://digital.nhs.uk/coronavirus/vaccinations/training-and-onboarding/national-booking-service-training-and-onboarding/q-flow-guidance/check-a-vaccination-appointment for Check In app users; and thereafter will only use the Applications in accordance with the relevant training materials;

4.1.2 you will only use the Applications in the course of performing your role as instructed by your employer;

4.1.3 you will not use or attempt to use the Applications to search for, view, share or otherwise use any information or personal data relating to anyone other than as required for performance of your role as instructed in the training materials and by your employer. If you do so you may be committing a criminal offence.

4.2 You shall not make any press announcements about the Applications without the prior written consent of NHS England. Subject to clause 5.3.1 you shall not use NHS England's name, logo or brand, or any other NHS names, logos or branding without the prior written consent of NHS England, and in each case, only as permitted by the NHS identity guidelines.

4.3 We do not guarantee that the Applications will always be available or that access to it will be error free or uninterrupted. We may suspend, withdraw, discontinue or change all or any part of the Applications without notice. We do not guarantee that the Applications will be secure or free from bugs or viruses.

4.4 You must not, in relation to your use of the Applications:

4.4.1 use our intellectual property rights other than as allowed by these terms of use;

4.4.2 transmit any material that is defamatory, offensive or otherwise objectionable;

4.4.3 collect any data from our systems or attempt to decipher any transmissions to or from our servers;

4.4.4 use it in a way that could damage, disable, overburden, impair or compromise our systems or security or interfere with other users;

4.4.5 use it in any unlawful manner, for any unlawful purpose, or in any manner inconsistent with these terms of use, or act fraudulently or maliciously, for example, by hacking into or inserting malicious code, such as viruses or harmful data; or

4.4.6 use it in any way that constitutes improper use or otherwise in a manner not reasonably contemplated by these terms of use.

4.4 In the event of such a breach, your right to use the Applications will cease immediately.

NHS England own or have the right to use all intellectual property rights in the Applications or used for the provision of the Applications. This includes rights in copyright, patents, database rights, trademarks and other intellectual property rights. Those works are protected by intellectual property right laws and treaties around the world. All such rights are reserved.

5.2 You are allowed to use the Applications and any intellectual property rights in it for the purposes set out in clause 1.2, subject to these terms of use.

5.3 You can use copyright and database rights in this website and the Applications under the current version of the Open Government Licence (“OGL”) for any purpose, provided you follow these terms of use and the terms of the OGL. The OGL terms do not apply to the following:

5.3.1 any logos, visuals, image rights, trademarks, trade names and design styles (except where these are integral to a document or data set, in which case you must not alter, adapt, edit or modify any such material) and any other intellectual property rights, including but not limited to patents, design rights and trademarks;

5.3.2 personal data; or

5.3.3 information or components owned by third parties which we are not authorised to licence to you. This includes the Q-Flow Application and associated backend services, but if you are in doubt please contact us using the details in section 1 above.

6.1 You may stop using the Applications and/or inactivate your Applications account at any time. It is the responsibility of the site manager to immediately remove users’ access when they have left the organisation. Your account will also be deactivated after 50 days of inactivity.  

6.2 If you breach, or we suspect you have breached or intend to, any of these terms of use, we may prevent you from accessing the Applications and cancel your Applications account. If we terminate (or suspend) your access to the Applications, we will notify you. If what you have done can be put right, we will tell you and give you a reasonable opportunity to do so.

6.3 If you cancel your Applications account or we end your rights to use the Applications:

6.3.1 you must stop all activities authorised by these terms of use, including use of the Applications; and

6.3.2 all rights granted to you under these terms of use shall automatically cease without further notice (although your statutory rights - for example in respect of data protection as described in the privacy policy - are not affected).
 

7.1 Please read this clause carefully, as it sets out the limits of our liability to you under these terms of use.

7.2 Although we make reasonable efforts to update it them, Applications are provided "as is" and, to the extent permitted by law, we make no representations, warranties or guarantees, whether express or implied (including but not limited to the implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security and accuracy), that (a) the Applications are accurate, complete or up-to-date; (b) the Applications will meet your particular requirements or needs; or (c) access to, or use of, the same will be uninterrupted or completely secure.

7.3 You acknowledge and agree that we will not be responsible for any injury, loss, damage, costs or expenses (whether direct or indirect) arising out of, or relating to the use or misuse of the Applications, except to the extent that such liability cannot be excluded by law (i.e. our liability for death or personal injury arising from our negligence, or our fraud or fraudulent misrepresentation or any other liability that cannot be excluded or limited under English law).

7.4 This means that we have no liability to you (or anyone else you may use the Applications on behalf of) for any:

7.4.1 business loss (including but not limited to loss of profits, revenue, contracts, anticipated savings, data, goodwill or wasted expenditure)

7.4.2 loss or damage where this is not caused by our negligence

7.4.3 loss or damage arising from an inability to access and/or use the Applications in whole or in part

7.4.4 loss or damage caused by a virus, distributed denial-of-service attack, or other technologically harmful material that may infect your device, computer equipment, computer programmes, data or other proprietary material due to your use of the Applications

7.4.5 other loss or damage whether arising under tort (including negligence), breach of contract, breach of statutory duty or otherwise.

8.1 You may link directly to the Applications, but we reserve the right to move or change this website’s URLs at any time.

8.2 We are not responsible for the content or reliability of any websites we link to and do not necessarily endorse the views expressed within them. We cannot guarantee that these links will always work as we have no control over the availability of other sites.

8.3 If any part of these terms of use is determined to be illegal, invalid or otherwise unenforceable then all the remaining parts of these terms of use shall remain in full force and effect.

8.4 If we delay in enforcing these terms of use, we can still enforce them later. If we do not insist right away that you follow the requirements within these terms of use, or we delay in taking steps against you if you break them, this will not prevent us from taking steps against you or prevent your need to follow the requirements at a later date.

8.5 We may transfer our rights and obligations under these terms of use to another organisation. We will ensure that the transfer will not affect your rights under these terms of use. You may not transfer your rights or your obligations under these terms of use to another person.

8.6 These terms of use set out the entire agreement between you personally and us in respect of your use of the Applications. 

8.7 These terms of use do not give rise to any rights for any third party to enforce any term of these terms of use.

8.8 We do not give permission to suggest that your applications, products or website is associated, or endorsed by us.

8.9 The laws of England apply exclusively to these terms and conditions and to all matters relating to use of the Applications. Any cause of action arising under or in connection with these terms and conditions or your use of the Applications shall be subject to the exclusive jurisdiction of the courts of England.