Welcome to the Topsham & Glasshouse Placement Portal (“the Website”). By creating an account, submitting information, or using this Website, you agree to these Terms and Conditions and this User Declaration. If you do not agree, please do not use the Website.
1. About the Website
This Website is provided by Topsham Surgery & Glasshouse Medical Centre to support the administration and management of placements, including the submission, review, and storage of placement-related information.
The Website may be used by students, applicants, employers, placement providers, staff, and other authorised users for legitimate placement-related purposes only.
2. Acceptance of these Terms
By using this Website, you confirm that:
- the information you provide is true, accurate, and complete to the best of your knowledge;
- you will keep your login details secure and not share access with others;
- you will use the Website only for lawful and legitimate placement-related purposes; and
- you understand that misuse of the Website may result in suspension or removal of access.
3. User Declaration
By submitting any form, document, or declaration through this Website, you confirm that:
- all details you provide are accurate at the time of submission;
- any documents uploaded by you are genuine, up to date, and relevant to your placement;
- you have permission to share any personal data relating to other individuals where required;
- you understand that false, misleading, or incomplete information may affect your placement application or participation; and
- you agree that Topsham Surgery & Glasshouse Medical Centre may review and process the information you submit for placement administration and related safeguarding, compliance, and quality assurance purposes.
4. How we use personal data
We collect and use personal information that is necessary to operate the Website and manage placements. This may include:
- your name, contact details, organisation, role, and account details;
- placement preferences, placement history, application details, and status updates;
- documents and forms you upload;
- communications sent through or about the Website; and
- limited technical data such as IP address, browser/device information, and access logs.
We use this information to:
- create and manage user accounts;
- process and administer placements;
- communicate with users about placement activity;
- maintain records relating to placement administration;
- improve the performance, security, and reliability of the Website; and
- meet legal, regulatory, safeguarding, and audit requirements.
5. Data sharing
We will only share personal data where reasonably necessary for the operation of the placement process or where required by law. This may include sharing data with:
- authorised staff within Topsham Surgery & Glasshouse Medical Centre;
- placement providers, employers, or partner organisations involved in the placement process;
- professional advisers, regulators, or public authorities where required; and
- technology providers who host or support the Website.
The Website is hosted using Supabase and Netlify. Supabase provides the application database and related backend services, with projects deployed into selected available regions on AWS infrastructure. Netlify provides deployment, delivery, and related website infrastructure, including delivery through its network and support for serverless/edge functionality where used.
6. Data storage and security
We take reasonable steps to protect personal data from loss, misuse, unauthorised access, disclosure, alteration, or destruction.
Data submitted through the Website is stored using Supabase services and protected through platform-level security features. Supabase documents security controls and access-control mechanisms including JWT-based authentication patterns and Row Level Security support. Netlify also provides platform security and compliance controls, and supports logs and observability for site activity and performance monitoring.
While we use reasonable technical and organisational measures, no internet-based service can be guaranteed to be completely secure. You use the Website at your own risk.
7. Data location and third-party hosting
Your data may be stored and processed by our service providers as part of the operation of the Website. Supabase offers region-based project deployment, including European hosting options, with projects deployed to an available AWS region within the selected area. Netlify delivers website content and, where relevant, dynamic processing across its infrastructure and edge network.
Where personal data is transferred outside your home jurisdiction, we will aim to ensure appropriate safeguards are in place in accordance with applicable data protection law.
8. Retention of data
We keep personal data only for as long as reasonably necessary for placement administration, compliance, audit, safeguarding, dispute resolution, and legal obligations.
Retention periods may vary depending on the type of data and the purpose for which it was collected. Once no longer required, data will be securely deleted or anonymised where appropriate.
9. User responsibilities
You agree not to:
- submit false, defamatory, infringing, or unlawful material;
- upload malicious code, viruses, or harmful content;
- attempt to gain unauthorised access to the Website, accounts, or related systems;
- interfere with the security or operation of the Website; or
- use the Website in a way that could damage its availability, integrity, or reputation.
10. Availability of the Website
We aim to keep the Website available and functioning properly, but we do not guarantee uninterrupted access. The Website may be suspended, restricted, or changed from time to time for maintenance, security, updates, or operational reasons.
11. Monitoring and audit
We may monitor use of the Website and maintain technical logs for security, troubleshooting, performance monitoring, and audit purposes. Netlify provides project logging and observability features, and Supabase also maintains security and monitoring controls within its platform.
12. Intellectual property
Unless otherwise stated, the Website and its content, branding, layout, and materials are owned by or licensed to Topsham Surgery & Glasshouse Medical Centre. You may use the Website only for its intended purpose and may not copy, reproduce, or exploit it for commercial or unauthorised purposes.
13. Account suspension or termination
We may suspend, restrict, or terminate access to the Website where:
- these Terms are breached;
- inaccurate, false, or misleading information is submitted;
- there is suspected unauthorised access or misuse; or
- we are required to do so for legal, regulatory, or security reasons.
14. Limitation of liability
To the fullest extent permitted by law, Topsham Surgery & Glasshouse Medical Centre will not be liable for any indirect, incidental, or consequential loss arising from use of, or inability to use, the Website.
Nothing in these Terms excludes liability for death, personal injury, fraud, or any other liability that cannot lawfully be excluded.
15. Privacy rights
Subject to applicable law, users may have rights in relation to their personal data, including rights to access, correct, erase, restrict, or object to certain processing.
Privacy-related enquiries should be sent to: Will Moyle, Management Partner at topshamadmin@nhs.net
16. Changes to these Terms
We may update these Terms and this User Declaration from time to time. The latest version will be made available on the Website and will take effect from the date published.
17. Contact
If you have any questions about these Terms, the Website, or how your data is used, please contact:
Topsham Surgery & Glasshouse Medical Centre
Holman Way, Topsham, Devon, EX3 0EN
topshamadmin@nhs.net
01392 874646
