top of page

AirEmail Holding Limited
Privacy Notice

As part of the AirEmail Digital Tool services we offer, we are required to process personal data about the users. “Processing” can mean collecting, recording, organising, storing, sharing or destroying data.

 

We are committed to being transparent about why we need your personal data and what we do with it. This information is set out in this privacy notice. It also explains your rights when it comes to your data.

 

If you have any concerns or questions, please contact us on: Dr Ameet Bakhai, Data Protection Officer; ameet@airemail.co.uk.

​

AirEmail Digital Tool

AirEmail is a Microsoft 365 add-in developed by AirEmail Limited, a UK-based healthcare communications SME. Outlooks Add-ins are programs that help automate tasks in the Microsoft Outlook inbox and calendar, for example when viewing or sending messages. All add-ins are accessible from Microsoft Office Store and are validated by Microsoft as part of the Microsoft Partner and Microsoft Publisher registration processes. The AirEmail Tool has been developed for use in NHSmail, the NHS’s secure email platform.

 

The tool has been designed to improve healthcare email productivity, enhance patient task safety, and reduce staff email technostress. AirEmail provides features to facilitate email triage, highlighting dates, keywords, patient IDs, or NHS numbers, and tasks assigning colour categories to emails. Additional features include calendar management functionalities like meeting scheduling, adding comfort breaks, and managing meeting-related emails. The tool aims to make it easier to find patient-related emails, track tasks, and improve overall email and calendar management for NHS staff.

 

AirEmail Digital Tool Users

What data do we have?

So that we can provide the AirEmail Digital Tool, we need to collect and store certain records about you. Thorough consideration has been given to the data being collected and processed to minimise privacy impact on individuals. The following data will be processed:

  • Basic user details: each user’s name, email address, signature and a picture if uploaded by the user into Microsoft Office 365; 

  • Calendar information: Availability status (such as free/busy/out-of-office) information contained in users’ calendars.

  • Event Logs: Event Logs containing the user IP address will be processed for the purpose of operational management, technical fault-finding, and research study evaluation. 

  • Content of emails: The secure NHSmail service contains email correspondence sent and received by users who are staff in publicly funded health and care organisations. These emails often contain unstructured personal and sensitive data for NHS patients, staff, contractors and Third Parties. The AirEmail Digital Tool will, by definition of GDPR, process the full content of emails received by NHS staff participating in the research study, character-by-character, looking for key words, counting words etc. We will not interpret, store, transfer or make available for viewing any personal data contained within which may be related to NHS patients, staff, contractors or third parties.

​

Why do we have this data? 

By law, we need to have a lawful basis for processing your personal data. We process your data because it is necessary for us to provide and manage the AirEmail Digital Tool functionalities.

​

We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent at any time.

​

AirEmail Digital Tool research participants

We are committed to evaluating the effectiveness of the AirEmail Digital Tool on the NHS staff ability to manage email and their email-related productivity and wellbeing. If you take part in our research studies, we will collect your name and email address for the purpose of recording informed consent before you join the study.

​

Where do we process your data?

We process existing information contained in the NHSmail service and Local Directory. The information is transferred to us upon enabling the AirEmail Digital Tool at the participating NHS Trust.

​

Third parties are organisations we might lawfully share your data with. These include: 

  • Other parts of the health and care system that might require access the purpose of regulatory audit or monitoring, for example your employing NHS Trust, NHS Digital or the Health Research Authority. 

  • Our data processors, for example IT companies responsible for IT Systems Support.

​

​AirEmail Holdings Limited, 27/06/2024

bottom of page