Registered Users - Terms and Conditions of Use
Registered Users - terms and conditions of use
1.General
1.1These terms and conditions (“Terms of Use”) apply to any use of ww.eppingforestfrontline.org.uk and the Frontline Mobile Application (the "Site"). “Frontline” has been developed by and/or on behalf of Uttlesford Citizens Advice Bureau (Registered office: Barnards Yard, Saffron Walden, Essex, CB11 4EB Company Registration No: 3771142 Charity Registration No: 1078222 ).
1.2References in these Terms of Use to:
(A)“Frontline Administrator” means the organisation contracted to administer and maintain the day to day running of the Site. This is currently UCVS.
(B)“Registered User” means an individual who has been registered to use the Site pursuant to clause 2;
(C)“Registered User Organisation”means any organisation on whose behalf a Registered User is acting (whether as an employee, volunteer, contractor or otherwise) in its use of the Site;
(D)“Service Provider” means an organisation promoting services on the Site.
1.3By using this Site in any manner you agree to be bound by these Terms of Use. These Terms of Use apply to all Registered Users of the Site, in whatever capacity they may use the Site.
1.4These Terms of Use also incorporate all other rules policies and procedures that may be published from time to time on the Site, each of which is incorporated by reference and each of which may be updated from time to time without notice to you.
1.5These Terms of Use may be revised from time to time by updating this page. The revised terms of use will take effect when they are posted.
1.6These Terms of Use only cover the Site; other websites linked from this Site are not covered by these Terms of Use and once another website has been accessed via one of the links from the Site users will be subject to the security and privacy policy of that site.
1.7If any part of these Terms of Use is held to be unenforceable, the unenforceable part shall be given effect to the greatest extent possible and the remainder will remain in full force and effect.
1.8These Terms of Use and any non-contractual obligations arising from or connected with them will be governed by the laws of England and Wales and these Terms of Use shall be construed in accordance with the laws of England and Wales. You irrevocably submit to the exclusive jurisdiction of the courts of England and Wales to settle any dispute which may arise out of or in connection with these Terms of Use.
2.Registration
2.1Use of the Site is subject to receipt and acceptance by the Frontline Administrator of accurate, complete and updated registration information. Failure to do so shall constitute a breach of these Terms of Use, which may result in immediate termination of use of the Site.
2.2Each Registered User authorises Frontline to assume that any person using the Site with his/her user name and password is either the relevant Registered User or authorised to act for that Registered User or his/her Registered User Organisation.
2.3Registered Users must not:
(A)select or use as a username a name of another person with the intent to impersonate that person; or
(B)use as a username a name that is otherwise offensive, vulgar or obscene
2.4Frontline reserves the right to refuse an application for registration or to cancel the registration of a Registered User in its sole discretion. Registered Users and Registered User Organisations are solely responsible for activity that occurs on their account and shall be responsible for maintaining the confidentiality of their passwords. Registered Users must never use another user’s account.Registered Users must immediately notify the Frontline Administrator in writing of any unauthorised use of their account, or other account related security breach of which they are aware.
2.5Frontline may (without prejudice to Clause 2.4) cancel the registration of a Registered User in the event of any breach by that Registered User of these Terms of Use.
2.6Each Registered User Organisation is responsible for ensuring that its Registered Users comply with these Terms of Use.
3.Eligibility to join the ‘Library of Services’ as a Service Provider
3.1The Site contains information relating to services available from Service Providers. Any services provided by Service Providers are subject to separate arrangement and agreement by (or on behalf of) the relevant Service Provider and the recipient of such services and these Terms of Use do not apply to any such arrangements or agreements. Frontline expressly excludes any liability for, or in respect of,any services provided or agreed to be provided by a Service Provider.
3.2Any charity, not-for-profit organisation or social enterprise can request to join the ‘Library of Services’ within the Site as a Service Provider if they deliver a service within West Essex that is considered by Frontline to improve the health or well-being of residents within the geographical area. Applications by any other organisations wishing to join the Library of Services will be considered on a case by case basis by Frontline. Acceptance to join (and continued participation in) the ‘Library of Services’ is at the sole discretion of Frontline, who has the right to refuse a request (or to remove a Service Provider from the Library of Services) for any reason.
3.3Acceptance to join the ‘Library of Services’ does not imply any endorsement or otherwise by Frontline on the suitability of a Service Provider or the safety or quality of a service provided by a Service Provider. Registered User and Registered User Organisations are responsible for satisfying themselves of the suitability of Service Providers, or the safety or quality of a service provided by a Service Provider. Frontline does not warrant the accuracy or completeness of information on the Site relating to the services available from a Service Provider and excludes any liability to Registered Users, Registered User Organisations or any third party in respect of such information.
3.4Any Service Provider accepted onto the ‘Library of Services’ agrees to ensure that changes, developments or termination of services covered within the Library are updated in a timely manner.
3.5Any Service Provider accepted onto the ‘Library of Services’ agrees to ensure that the system must be used for the manner it has been designed for.
4.Eligibility to use the system for printing, emailing service information and making referrals
4.1Any Registered User may use the Site to print or email information regarding the services available from a Service provider or make referrals of an individual to a Service Provider.
4.2Registered Users must not use the Site for any purpose or in any manner for which it was not (from any reasonable inference) designed or intended.
5.Obtaining consent from clients or patients
5.1EachRegistered User Organisationmust ensure that its Registered Users are fully aware of the need to obtain client or patient consent before using the Site.
5.2EachRegistered User must obtain verbal or written consent from the client or patient before making a referral on their behalf.
5.3Each Registered User Organisation must provide training to its Registered Users on the importance of obtaining consent from the client to participate in a satisfaction survey about the referral and service they have received.
5.4Each Registered User must seek consent from the client to participate in a satisfaction survey about the referral and service they have received.
6.Contacting the Uttlesford Frontline Administrator
6.1Each Registered User and Registered User Organisation must report any actual, suspected or potential security breaches of which it becomes aware to the Frontline Administrator as soon as possible.
6.2Each Registered User and Registered User Organisation must use the Site appropriately and report any technical problems of which it becomes aware to the Uttlesford Frontline Administrator as soon as possible.
6.3Each Registered User Organisation must nominate at least one Registered User as its Organisational Administrator for Frontline and inform the Frontline Administrator if their Organisational Administrator leaves their role.
7.Password Management and access to data
7.1The Frontline Administrator have access to all records and data on the Site and have the right to amend, redact and delete data within their role to practice good information assurance and online security.
7.2Organisational Administrators have the ability to create/ amend and delete services that they promote on the Site.
7.3Organisational Administrators have access all data held on the Site that has been sent or received by their Organisation’s Registered Users. Organisational Administratorscan reset passwords within their Registered User Organisation and create/ suspend new Registered Users.
7.4Individual Registered Usershave access to data that they have received or sent that is held on the system. With approval from their Organisational Administrator, Registered Users may also have access to all data received and sent by their Organisation that is held on the system, they may also be given permission to create/ suspend other Registered Users.
7.5Each Registered User Organisation must ensure that all individuals provided passwords to access the Site are made aware of their responsibility to keep passwords confidential, safe and secure. Passwords are given to individual users and must not be used by anyone other than the defined user.
7.6Each Registered User mustensure that their passwords remain confidential, safe and secure and are not shared with anyone.
7.7Passwords should be at least 8 characters long and should contain a mixture of upper and lowercase letters and numbers, and use other characters such as # *@ $ etc. It is good practice and recommended that Registered Users change their password at regular intervals to maintain security.
7.8If a Registered User leaves their Registered User Organisation, their Organisational Administrator must be informed as soon as possible so that their login details can be deactivated from the system.
8.Client or patient confidentiality
8.1Each Registered User Organisations must ensure that the confidentiality of information disclosed to them by clients or patients in the use of the Site is properly protected.
8.2Any information that is sent or received through the Site must not be disclosed or otherwise passed on unless the client has directly given express permission to do so.
8.3Client or patient data must only be used by Registered Users to make a referral and/or (and then only where the client or patient has consented)to allow the Frontline Administrator to obtain client or patient satisfaction feedback on the referral and the service obtained through the Site.
9.Making a referral
9.1Any Registered User Organisation or Registered User making a referral must ensure that it is relevant and useful to the client or patient and that there is sufficient information in the referral to ensure that the Service Provider can reasonably be expected to make contact with the client or patient.
9.2Referrals must only be made with the full knowledge and consent of the client
9.3By submitting a referral using the Site, the Registered User is deemed to confirm(on behalf of themselves and their Registered User Organisation) that the client or patient has given permission to make the referral.
9.4Whenever possible a consent form should be signed by the client and held on file, giving permission for the referral to be made. When this is not possible, if an enquiry is made via the telephone for example, then the client must verbally give their consent to the referral and the Registered User must make a written note of such consent which must be held on file. Registered User Organisations agree to provide access to such files on reasonable notice from the Frontline Administrator for the purpose of verifying that such consent has been properly obtained and documented.
10.Receiving a referral
10.1Each Registered User Organisation must use its best endeavours to acknowledge receipt of a referral throughthe Site within 3 working days.
10.2Each Registered User Organisation must close the referral through theSitein a timely manner.
11.Use of data
11.1Any statistical information or satisfaction survey results derived from the Site will be anonymised so that individual clients cannot be identified.
11.2Registered User Organisations accept that Frontline is free to use anonymised statistics derived from the Site.
11.3Any data on a Registered User Organisation’s usage of the Siteor the level of satisfaction of clients or patients referred by that Registered User Organisation through the Siteis available on request by that Registered User Organisation to the Frontline Administrator.
11.4Records regarding the use of the Site and referrals of clients or patients by Registered Users or Registered User Organisations to Service Providers will be stored for such period as Frontline in its sole discretion considers appropriate.
12.Online security
12.1The Site is accessible via the internet and uses a high level of encryption to ensure that client information is stored as securely as is reasonably practicable. However, Registered Users, Registered User Organisations must acknowledge thatno system can ever be regarded as 100% secure and so storage of personal client or patient information has been limited to a period of 90days from the date of sending a referral. After this time personal information related to the relevant referral will be redacted
13.Disclaimer
13.1Frontline will not accept liability for any loss, damage or inconvenience arising as a consequence of any use of or the inability to use any information on or functionality of the Site. Frontline cannot guarantee that the use of the Site will be uninterrupted or error-free or that the server that operates it is free of viruses or other harmful components. Frontlineis not responsible for claims brought by third parties arising from the use of this Site by Registered Users, Registered User Organisations or Service Providers or any other person or organisation.
13.2Frontline assumes no responsibility for the contents or availability of linked websites. The inclusion of any link should not be taken as endorsement of any kind by Frontline of the linked website or any association with its operators.
14.Copyright
Material on the Site, including text and images, is protected by copyright. It may not be copied, reproduced, republished, downloaded, posted, broadcast or transmitted in any way except for the purposes of Uttlesford Frontline. Prior written consent of the copyright holder must be obtained for any other use of material. Copyright in all materials and/or works comprising or contained within the Site remains with Frontline and other copyright owner(s) as specified. No part of the Site may be distributed or copied for any commercial purpose.
15.Privacy policy and data protection
For the purposes of the Data Protection Act 1998, Uttlesford Citizens Adviceis the Data Controller. Personal information on the Site will be treated as confidential and will not be given or sold to anyone. Information collected online will be used to help Frontline understand more about how the Site is used by Registered Users, Registered User Organisations and the public to develop and enhance the services available through the Site from Service Providers.
16.Personal information
When Frontline is provided with personal information, steps are taken to ensure that such information is treated securely from the time it is received. Registered User Organisations, Registered Users and Service Providers must accept that no data transmission over the internet can be guaranteed to be 100% secure. As a result, while every effort is made to protect personal information after it has been received, Frontline cannot ensure or guarantee the security of information when it is being transmitted.
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