Who this applies to
This page applies to users of SONeT Web Forms, including clinical staff affiliated with SONeT working in neonatal hospitals across the Wessex region and registered SONeT staff using forms, accounts, and admin features.
The service is presented as SONeT (Southampton Oxford Neonatal Transport Team) Wessex Region and is governed by University Hospital Southampton NHS Foundation Trust (UHS).
The public-facing pages are intended for affiliated clinical staff in the Wessex region. The authenticated area is for SONeT staff only.
Information we collect
Depending on site use, SONeT Web Forms may process staff account information such as staff names, staff initials, usernames, email addresses, authentication data, audit trail records, and technical security data including IP addresses.
The calculator may process limited patient-related data including initials, weight, and gestation. These values are used to generate calculator outputs and are not shown in calculator audit trail summaries.
Printable patient identifiers such as patient name, date of birth, NHS number, and hospital number are not stored on the server. They are used temporarily on the local device only to generate a printout for clinical documentation where operationally necessary.
How information is used
Information is used to authenticate users, manage access, operate forms and calculator features, support administration, maintain service governance, maintain security, and provide auditability of site activity.
Where the public calculator is used by an unregistered visitor, audit logging may record guest activity for security and operational purposes without exposing patient initials or weight in the audit trail.
Hosting and service providers
Hosting for the site is provided with Krystal Hosting. Technical hosting and support arrangements may also involve Richard Harrison. Governance and operational oversight may involve Jenny Weddle, SONeT Wessex Region Lead Nurse, and Dr Sarah Davidson, SONeT Wessex Clinical Lead.
Site data is stored in a UK data centre in London controlled by Netwise.co.uk.
Lawful basis
SONeT Web Forms relies on public task as the main lawful basis for operating the service in support of NHS clinical transport, service governance, forms, calculator workflows, and auditability.
The site also relies on legitimate interests for security, account management, access control, misuse prevention, and proportionate IP logging where that processing is not more appropriately described as public task.
Where information must be retained, disclosed, or handled to meet legal or NHS governance requirements, processing may also rely on legal obligation.
Cookies and similar technologies
The site uses strictly necessary cookies and similar technologies for session management, request security, login, and core authenticated access.
The site may also use optional browser storage to remember convenience choices such as cookie preferences and similar on-device settings. These optional preferences can be accepted, rejected, or changed using the cookie controls provided on the site.
Strictly necessary cookies
These are required for essential functionality and cannot be disabled through the site controls without affecting operation.
Optional preferences
Optional on-device storage may be used to remember cookie choices and similar convenience settings. The site does not currently use external analytics services or marketing cookies, although policy wording and user controls may be updated later if self-hosted analytics or similar services are introduced.
Audit logs and IP addresses
For security, traceability, and service administration, the site may record audit events including actor identity where applicable, event type, timestamps, and IP address. IP addresses are personal data and are retained only proportionately within audit logs.
Retention and access
User accounts are disabled when a staff member leaves the team and are deleted 90 days after being disabled.
Audit logs, including IP addresses where logged, are retained for up to 3 years after generation. Submitted forms and checks are retained for 5 years after submission.
Calculator records are retained for up to 7 days with a maximum of 10 entries. Access to retained information is limited to authorised personnel and relevant administrators or managers where required.
Your rights and questions
Depending on the circumstances and applicable law, you may have rights relating to access, correction, restriction, objection, or deletion of personal data. For site privacy, data protection, or security queries, use the route described on the Contact, Data Protection and Security page or contact support@sonet.larkumhosting.uk.
You may also raise privacy or data protection concerns through the UHS data protection process.
Relevant UHS information is also available at UHS Privacy Notice and Requesting information about University Hospital Southampton.
Postal correspondence can be sent to:
SONeT
Neonatal Intensive Care
Southampton General Hospital
Tremona Road
Southampton
Hampshire SO16 6YD