Terms of use

User Policy

Please take a moment to read the following User Policy. If there is anything you do not understand, then please contact us.
All London trainees will be provided with login credentials. Professionals involved in the delivery of training, supervision and management of trainees will be contacted separately.
 
Synapse is a website provided primarily for use by London Postgraduate Medical and Dental Trainees.
 

1. Acceptance of this User Policy

Your access and use of this website (located at www.synapse.nhs.uk and secure.synapse.nhs.uk), including any and all content, information and materials provided within it (the "Content") (together referred to as "Synapse"), is subject to your acceptance of, and compliance with, the provisions of this User Policy, which incorporates our Discussion Forum Policy, our Privacy Policy, (both of which you should also read), and any other legal notices and/or instructions which may appear on Synapse and/or within any Content from time to time (together this "User Policy"). The User Policy is a legal agreement between You and Health Education England.
IMPORTANT: By accessing and using Synapse you will automatically be taken to have read, understood and accepted this User Policy. If there is anything you do not understand you may contact us, but this User Policy shall remain in effect regardless of any such enquiry. If you do not agree to be bound by this User Policy you must cease to access and use Synapse and any of the Content found within it (including any Content you have copied or downloaded).
 

2. Synapse

Synapse provides you with a rich collection of online facilities, which have associated rights and obligations.

Synapse has primary components:
 

3. Your obligations

IMPORTANT: You may only use Synapse (including any Content you access, copy or download) for either the lawful purpose(s) of your training and work within the United Kingdom public sector or your own personal non-commercial use, and in any event in accordance with this User Policy.
 
You agree:
 
In addition you agree NOT to upload, post, email or otherwise send (together "upload") or knowingly receive any Content which:

4. Uploading Content

In addition to Your obligations you shall only upload Content:
IMPORTANT: Unless you include a clear legal notice, prominently positioned on the first page of any Content you upload, informing Users of any restrictions in their use of such Content, it will be deemed that Users are free to access, download and use such Content as they see fit, in accordance with this User Policy.
 
IMPORTANT: We reserve the right to either block access to, delete or amend any Content which you upload, as and when we deem appropriate (in our absolute discretion) from time to time, without notice to you.

If we receive any complaint in relation to any Content you have uploaded, in addition to our right to block access to, delete or amend such Content, we shall also be entitled to suspend or terminate your access to Synapse.
 
Where we consider it appropriate, we will endeavour to contact you to inform you that a complaint has been received in relation to Content which you have uploaded, the action that we have taken, our evaluation of the allegation, and what steps (if any) we require you to take.
 

5. Availability of Synapse

We shall use reasonable endeavours to ensure that Synapse is available between the hours of 09.00 and 17.00 Monday to Friday, excluding public holidays. Synapse may be available outside of those times. However We make no representation or guarantees as to availability.
 
We reserve the right to withdraw access to all or any part of Synapse for periods of time in order to modify Content, scheduled or emergency maintenance and other purposes without notice to you.
 
Since you will receive Synapse via third party telecommunications networks, you acknowledge that we cannot guarantee that the availability of Synapse will be uninterrupted or error free. Similarly we cannot guarantee that the transmission of any information over such telecommunications networks will be secure nor that you will be able to access Synapse at all times.
 
IMPORTANT: Synapse is therefore provided to you on an "as is" and "as and when available" basis, and your use of Synapse is at your own risk.
 

6. Registration and use of your data

( Please see paragraph 3 Discussion Forum Policy, in relation to the registration and use of Forum User's data.)

In order to register as a Member you must have a valid email address. In any event we may from time to time register persons as Members as we see fit.

When registering as a Member, you agree to provide accurate, up-to-date and complete information about yourself, as prompted by Synapse ("My Profile") and to promptly update Your Profile as and when any changes to Your Profile occur. In return we agree to use the data in Your Profile only in accordance with our Privacy Policy.

When you successfully register as a Member you will create a Password. You are responsible for keeping your Password confidential and shall take all necessary steps to ensure that it is kept secure and not disclosed to any other person.
 
IMPORTANT: If you know or suspect that your Password has been disclosed to any other person you must contact us immediately and change your password. Please note that you are responsible for all activities that occur under your Password.


7. My People

My People (the "Search Facility") is a search facility accessible by all Members to search for colleagues in Synapse, based upon enhanced search criteria. This Search Facility searches through the fields contained in Members', Records in the "My Profile" section of Synapse, to produce one or more links to profiles of relevant Members.
 
Your use of the Search Facility shall at all times comply with this User Policy. All communications with any other person via or arising out of Synapse shall be subject to strict adherence with the following rules:
 

8. Forums

You agree to only access and use Synapse's Discussion Forums in accordance with the Discussion Forum Policy.
 

9. Ownership and Licence

You acknowledge that all rights in copyright, patents, design rights, trade marks and other intellectual property rights (whether registered, capable of registration or otherwise) throughout the world, for the full duration of such rights ("IP Rights") in Synapse (including in the Content) are owned by us.

Except for your use of the Content in accordance with this User Policy, you are granted no IP Rights in respect of Synapse.

You may print, copy or download the Content provided always that:
 
This permission is revocable by us at any time.
 
All trade marks, logos, titles, brand and product names ("our Trade Marks") which are featured in Synapse are owned by us or our licensors You may only use or refer to our Trade Marks which are included in Content downloaded, copied or printed by you in accordance with this User Policy. Otherwise you must not offer or distribute any products or services under or by reference to our Trade Marks, or otherwise reproduce any of our Trade Marks without our express written consent.

In relation to any Content which you upload, you grant to us a non-exclusive royalty free licence (which includes the right to grant sub-licences) to include such Content on Synapse so that it can be made available by us as part of Synapse and be viewed and downloaded by Users and used and exploited as they see fit, subject to them respecting any reasonable legal notice which you may place on such Content.
 

12. Links

Synapse contains links to websites which are not under our control. These links are provided for your convenience only. We are not responsible for the availability or content of such websites, nor for any products or services available on them. Any such link should not be seen as an endorsement of such websites, or any products or services contained on them.
 
You should be aware that your use of such other websites may be subject to additional terms and conditions imposed by the owners of those websites. Your dealings with such third parties are between you and the third party, and we accept no liability as a result of you accessing such websites or entering into contractual arrangements with the operator in question.
 

13. Modifications to this User Policy

This User Policy (including the Privacy Policy and Discussion Forum Policy) may be amended by us in our discretion from time to time, and any such amendments shall take effect as soon as they are posted on Synapse. We therefore suggest that you review the User Policy periodically.
 

14. Disclaimers

We do not limit our liability if you die or are injured as a result of our negligence or you suffer loss as a consequence of any fraud by us, and nothing in this User Policy should be read as making any such limitations.
 
You should note that since Content is provided not only by us but also by Members we cannot and do not undertake to monitor every item of Content uploaded onto Synapse.
 
We do not guarantee that Synapse is virus and/or error free nor do we undertake tha we have taken any particular steps to seek to ensure that it is virus and/or error free. You should always check Content before down loading. Any Content is downloaded by you at your own risk, and on the basis that you have taken reasonable steps to ensure the security of any computer equipment that you use to access Synapse (including but not limited to the installation and use of effective and up to date security programmes such as anti virus software and firewalls, and downloading and installing all security updates and patches for any software used on such computer equipment) and that you will be solely responsible for any damage to your computer system or loss of data that result from the download of such Content; and
 
We make no representations, warranties or endorsements about the information included in Synapse or its accuracy (including in relation to any opinions or advice given, or any links to other websites). Anything on Synapse is for information purposes only and does not constitute investment advice, legal or professional advice and should not be relied on without taking independent advice. Nor can we guarantee the prompt editing or removal of any inappropriate or inaccurate Content.
 
IMPORTANT: Please note that you are solely responsible for any decisions you take based on the information contained in the Content.

Unless we specifically state otherwise, we provide Synapse to you without any conditions, warranties, or guarantees, whether express or implied, including but not limited to any implied warranties or conditions as to the satisfactory quality or fitness for a particular purpose. All warranties are expressly excluded to the extent permitted by law.
 

15. Our liability

We shall not be liable to you in contract, tort (including negligence) or otherwise for:
 
In any event we will not be liable for any failure to perform our obligations if we are prevented from doing so by an event beyond our reasonable control including (but not limited to):
 
IMPORTANT: You acknowledge that, on the basis inter alia that you are accessing Synapse for educational purposes and that Synapse is provided without charge to You that the disclaimers and limits on our liability contained in this User Policy (in particular Paragraphs 13 Disclaimers and 15 Our Liability) are fair and reasonable.

16. Your liability

We reserve the right to suspend or terminate your registration as a Member and/or your access to all or any parts of Synapse without notice to you, if we reasonably believe you to have breached this User Policy.

You agree to indemnify us from and against any liability, loss, damage or expense caused to any person (including us or any other User), to the extent such losses, damages and expense is caused by:
 

17. Termination

We are entitled to revoke your status as a Member or otherwise limit your right of access to Synapse at any time:

18. General

Please note the following:

19. Contacting Us

You can contact us by sending an email to: websupport@nwl.hee.nhs.uk

Or by writing to us at:

London and South East Informatics
Health Education England
Stewart House
32 Russell Square
London WC1B 5DN


Discussion Forum Policy

Please take a moment to read the following Discussion Forum Policy. This should be read in conjunction with our User Policy and Privacy Policy. If there is anything you do not understand, then please contact us. This Discussion Forum Policy sets out certain rules that will govern your use of the discussion forums (" Discussion Forums ") including some guidelines that we hope you will find helpful. The Discussion Forums are only available to users registered with Synapse (" Forum Users "). Some specific Discussion Forums are further limited to specific user groups.
 
To become a Forum User you must be registered as a Member of Synapse (please see our User Policy for details).
 
The Discussion Forums are provided as a place for Forum Users to report information, seek advice and share ideas. Forum Users are asked to respect other Forum Users and their rights.
 

1. This Discussion Forum Policy

Your access and use of the Discussion Forums is subject to your acceptance of, and compliance with the provisions of this Discussion Forum Policy and any other legal notices and/or instructions which may appear in the Discussion Forums (including in any messages or attachments posted on a Discussion Forum) from time to time.
 
IMPORTANT: By accessing and using the Discussion Forums you will automatically be taken to have read, understood and accepted this Discussion Forum Policy. If you do not agree to be bound by this Discussion Forum Policy, please cease to access any Discussion Forums. If you fail to observe any of the provisions of this Discussion Forum Policy, we reserve the right, at our discretion and without notice, to remove or edit any Messages and/or to exclude you (either temporarily or permanently) from the Discussion Forums, depending on the nature and severity of your breach.
This Discussion Forum Policy may be amended by us in our discretion from time to time, and any such amendments shall take effect as soon as they are posted on Synapse. We therefore suggest that you review it periodically.
 

2. Rules for using the Discussion Forums


3. Your Personal Information

You are responsible for ensuring the safety of your personal information. We recommend that you do not include your home address, telephone number or other more sensitive personal information in any Messages, unless you are entirely satisfied that such information should be made public. You are reminded that it is often not possible entirely to erase any information once it has been posted on any internet discussion forum, You must not include any personal information relating to any other person in any Message.

4. Monitoring

In order to provide Forum Users with general support and advice in relation to their use of the Discussion Forums and for security and abuse-management reasons, we reserve the right to:
• access and monitor the use of Discussion Forums and any Messages Posted on them; and
• take whatever other steps we consider are necessary to protect our Forum Users, including editing or removing any Messages or suspending or discontinuing any Discussion Forums. We do not undertake to monitor every Message nor to monitor the conduct of every Forum User, nor to use any particular level of care or skill if we do undertake such monitoring. Facilitators will access the Discussion Forums from time to time in order to help ensure that other Forum Users are adhering to this Discussion Forum Policy. Forum Users should use the ‘report this post’ link to notify the web team of abusive or inappropriate posts. Users who contravene the rules of the Discussion Forum Policy could face disciplinary action.


5. Liability and Disclaimers

Please read carefully the paragraphs entitled Disclaimers in our User Policy.

Please note that:

Privacy Policy

Please take a moment to read the following Privacy Policy. This should be read in conjunction with our User Policy and Discussion Forum Policy. Please note that words which are defined in our User Policy also apply to this Privacy Policy. If there is anything you do not understand then please contact us.
 

1. This Privacy Policy

We are committed to protecting your privacy online. This Privacy Policy sets out how we treat your personal information, allowing you to make informed choices about the personal information that you provide to us either via our website at www.synapse.nhs.uk , or otherwise in relation to Synapse.
 
IMPORTANT: By accessing and using Synapse and submitting any personal information to us via or in relation to Synapse or (including our Discussion Forums) or your registration as a Member, you will automatically be taken to have read, understood and accepted this Privacy Policy.
 
If you do not want us to collect, use and/or transfer your personal information in this way then you should (depending on what it is you object to) cease to access and use Synapse and/or contact us and ask for your registration as a, Member, to be deleted.
 
This Privacy Policy may be amended by us at our discretion from time to time, and any such amendments shall take effect as soon as they are posted on Synapse. We therefore suggest that you review it periodically.
 

2. What we mean by personal information

Personal information means any data from which you can be identified (including information such as your name, email address and password) and which concerns you. All personal information that we obtain from you in relation to Synapse will be dealt with in accordance with the provisions of this Privacy Policy and the Data Protection Act 1998.
 

3. Personal information that we collect

Your "Record" constitutes the information we collect:
Finally, we use session cookies to store information about your current Synapse session. These cookies are deleted when you leave Synapse and close your browser. Please see below for more information About Cookies.
 

4. How we use your personal information

Your personal information is used by us so that we can administer and support Synapse and your registration as a Member, and to provide you with access to the appropriate areas and functions of Synapse (including to particular Content) depending on your status as a User. For example:
We may use information provided by you (such as what you think about Synapse and improvements that you would like to see made) or statistical information collected, so that we can administer and deliver the Synapse services, improve our service to you or make your visits to Synapse more rewarding. Except in very specific circumstances, we do not disclose any of your information to other parties, except where you have given your consent in the "My Profile" section of Synapse. Otherwise, we reserve the right to give your personal information to a third party without your consent where:

5. My People

My People provides members with a dynamically updated and personalised view of the people who are their closest colleagues and primary resources.

Health Education England attempts, in partnership with all members of Synapse, to accurately represent relationships between individuals and to present to you those people and information that are relevant to you. We accept no responsibility or liability for any out of date, incorrect or misleading content or information posted by any member of Synapse resulting in:
My People also acts as a search facility accessible by all Members to search for peers, based upon enhanced search criteria (the " Search Facility").This Search Facility will search through the fields contained in the "My Profile" section of Synapse. For example:
A successful search will produce one or more links to profiles of relevant Members. These profiles will include a photograph, name, job title and/or role from such person’s Record contained in the "My Profile" section of Synapse but will not reveal such persons email address. Members’ use of the Search Facility must at all times comply with the User Policy, and in particular is subject to strict adherence with a number of rules set out in Paragraph 7 of the User Policy.
 
IMPORTANT: Please note that we may update the "My Profile" section of Synapse which may alter or add to the fields available for the Search Facility.
 

6. How we protect your personal information

We are strongly committed to data security and we take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard and secure the information you provide to us. These steps include communicating this Privacy Policy to our employees and relevant contractors. Only authorised employees and contractors under strict controls will have access to your personal information.

However, while we strive to protect your personal information, due to the nature of the internet we cannot guarantee the security of any information you transmit to us. With this in mind, we urge you to take every precaution to protect your personal information while you are on the internet.
 

7. How long we keep your personal information

We will keep and use the personal information contained in your Record for as long as you are registered as a Member, and for at least 7 years afterwards, in order to deal with any consequent queries or complaints you may have.
 
If you cease to access Synapse for over 7 years then your Record will be expunged from our systems, unless there is a specific legal reason or requirement to keep the information for longer, for example if it is relevant to any current or potential legal proceedings.
 
Any references to you in any current Synapse records, and any statistical or anonymised information (from which you cannot be identified) may be kept for longer periods.
All trainee member accounts will expire within 0-6 months of completion of training (awarding of CCT or CESR), surrendering their NTN or leaving the sphere of training managed or commissioned as part of the London Postgraduate Medical and Dental Training Programmes.
 
All trainer accounts will expire within 0-6 months of that trainer no longer carrying out a training role. All support and administrative staff accounts will expire within 0-6 months of that staff member no longer carrying out a role that involves training.
 
Trainers, support staff or their line managers are required to alert the Informatics team either through Synapse or via email to websupport@nwl.hee.nhs.uk within two weeks of leaving their post to close down that member's account.


8. Liability

Please read carefully the paragraphs entitled Disclaimers, Our Liability and Your Liability in the User Policy, as they also apply to this Privacy Policy.
 

9. About cookies

Cookies are small files stored in your computer’s hard drive by your web browser. When you access Synapse our computer server will access these cookies so that it can recognise your computer, and make using Synapse easier for you.
 
Most web browsers automatically accept cookies, but you can alter your settings to allow you to be prompted every time a cookie is sent to you or you can choose not to receive cookies at all. However, please note that if you have ‘disabled’ cookies in your browser this way you may not be able to use certain features on Synapse.

For independent information about cookies you can go to www.allaboutcookies.org.