Data Sharing Agreement

The Practice shares personal data with the Processor for the sole purpose of operating the iPCN platform for the Practice's own staff and organisational administration — not for any secondary purpose, and not for onward sale or advertising use.

Depending on which modules the Practice uses, the following data items may be shared:

• Staff records: name, work email, role, employment dates, contracted hours.
• Leave & rota data: annual leave, sickness/absence records, shift assignments.
• Compliance & training records: mandatory training completion, DBS/safeguarding check status and expiry dates, policy sign-off records.
• Appraisal records: self-reflection entries, feedback, meeting outcomes.
• Recruitment data: vacancy details and candidate applications.
• eSign / document data: documents sent for signature, signatory name/email, IP address, timestamp, audit trail.

The Practice does not share, and iPCN does not knowingly process, patient data through the platform.

The Practice (Data Controller): determines the purposes and means of processing, ensures a lawful basis exists under UK GDPR Article 6, informs staff of the processing via its own privacy notice, and is responsible for the accuracy of data it enters.

Alomco Ltd (Data Processor): processes data only on the Practice's documented instructions, implements the security measures set out in our Data Processing Agreement, does not engage new sub-processors without notice, and assists with data subject access requests.

iPCN is a multi-tenant platform: every organisation's data is logically isolated at the application layer. Administrative access to cross-tenant data is restricted to platform administrators, with all such access logged.

Account and operational data is retained for the duration of the Practice's active subscription, plus a short grace period after cancellation to allow data export and account recovery. e-Signature audit trails are retained for the subscription's lifetime plus 7 years, in line with their evidential purpose.

On termination of this Agreement, the Processor shall, within 30 days of the Practice's request, provide a complete data export and then securely delete the Practice's data from production systems, except where retention is required by law (e.g. billing records, or signed-document audit trails as above).

See our Data Processing Agreement for the full technical and organisational security measures, and our breach notification commitment (24 hours).

Either party may terminate this Agreement by giving 30 days' written notice, or immediately for uncured material breach. On termination, the retention and disposal provisions of clause 5 apply.

This Agreement is governed by the laws of England and Wales.

To arrange a signed copy of this Agreement, email admin@ipcn.info.