Privacy notice
This privacy notice explains how Guy’s and St Thomas’ NHS Foundation Trust uses personal information in connection with the NHS Fellowship in Clinical AI. We have set out below the information we collect, how we use it, who we share it with, and how long we keep it.
Who are we?
The NHS Fellowship in Clinical AI is a 12-month programme delivered by the Clinical Scientific Computing team of Guy’s and St Thomas’ NHS Foundation Trust (GSTT). It equips NHS clinicians to deploy and evaluate AI in live clinical workflows alongside their existing roles.
What personal information do we collect?
Wherever possible we use information that does not identify you. When we do ask for personal information, we ask only for what we need.
You do not have to give us any personal information simply to browse www.nhsfellowship.ai. This website has no contact form, no sign-up box and no analytics, and collects personal information only where you choose to give it to us, for example by emailing us.
We collect personal information when you apply for a fellowship post, act as an approver for an applicant, propose a project as a supervisor, arrange sponsorship for the programme, or respond to a survey or evaluation request.
From applicants, we collect your name and contact details, region of employment or training, employer, job title, registered profession, professional registration body and registration number, and your written personal statements. We also ask how you found out about the fellowship, and whether you need any adjustments because of a disability (see reasonable adjustments below). The form includes an optional equality and diversity monitoring section (see equality monitoring below).
From approvers, we collect your name, contact email and your role in relation to the applicant, together with the applicant’s name and contact email so that we can match your approval to their application. We will contact you during recruitment, and the applicant is told who approved them.
From fellows, we hold everything collected at application, together with attendance records, coursework and project details, assessment against the clinical AI curriculum, and evaluation and feedback responses. With your agreement we also publish fellow profiles and project outputs on this website.
From supervisors, we collect your name and contact details, the names and roles of your multidisciplinary AI project team, and details of the proposed project.
From sponsoring organisations and faculty, we hold the name, role, organisation and contact details of the people who arrange sponsorship, which is agreed through a memorandum of understanding, and of faculty and site contacts who deliver teaching, supervision and placements.
From alumni, we keep your name and contact details so that you can stay part of the fellowship community. If you email us or ask to be kept informed about future cohorts, we hold your email address and our exchange with you.
How do we use your personal information?
We use your information to:
- process and assess your application, arrange interviews, and confirm your approval in principle and eligibility;
- administer your participation, including matching you with a supervisor and clinical site, monitoring attendance, assessment against the Clinical AI Curriculum, and inviting you to workshops, bootcamps and other fellowship events;
- provide alumni services and maintain the fellowship community once your participation ends;
- provide programme updates;
- analyse and improve the fellowship and its curriculum;
- monitor equality of opportunity in our recruitment; and
- meet reporting requirements to NHS England, sponsoring organisations and partner institutions.
Equality monitoring and the Equality Act 2010
As an NHS organisation, we are subject to the Public Sector Equality Duty under section 149 of the Equality Act 2010. To help us meet that duty and to check that our recruitment is fair, the application form includes an equality and diversity monitoring section. It asks about your ethnic group, whether you consider yourself to have a disability, your sex, whether your gender identity is the same as your sex registered at birth, and your sexual orientation.
Giving this information is voluntary, every question has a “prefer not to say” option, and choosing not to answer will not disadvantage your application in any way. It is detached from your application, is not seen by anyone shortlisting or interviewing you, and plays no part in selection decisions. We use it only in aggregate, anonymised form, to look at the profile of people who apply, are shortlisted and are appointed.
Reasonable adjustments
Separately from equality monitoring, we ask whether you have a disability that needs specific arrangements or adjustments, for example to attend an interview. You may also tell us later about adjustments you need for teaching or other parts of the fellowship.
We need this to make reasonable adjustments, as required by the Equality Act 2010. We use it only to make those adjustments, share it only with the people who need to act on it, and do not use it in deciding whether to shortlist or appoint you.
Who else might we share your personal information with?
While your application is being considered, it is handled by the faculty and authorised GSTT staff who administer recruitment and assess applications. The one exception is your approver, whom we contact to confirm the approval in principle they submitted.
When you are appointed, information is shared where it is needed to deliver your fellowship: with your host trust and supervisor, with your employing organisation or sponsor to confirm your release, funding or study leave, and with academic and educational partners where teaching, assessment or accreditation is jointly delivered. For the international strand of the fellowship, some information may be shared with international partner organisations. If a partner is outside the UK, we share information with it only where the UK recognises that country as providing adequate protection, or under safeguards approved under UK data protection law, such as the ICO’s International Data Transfer Agreement.
Our reporting to programme funders and partner institutions is always in aggregate or anonymised form, and does not identify you.
We also use data processors who act on our behalf, principally Microsoft (Microsoft 365, including Forms, Teams and email). Processors are required to take appropriate security measures in line with UK data protection law and may only process your data for the purposes we specify; they cannot use it for their own purposes. Some personal data may be processed or stored outside the United Kingdom for support purposes. Any such transfer is made in a way that complies with UK data protection law.
Unless required or permitted by law, we will not otherwise share your personal data without your agreement. We do not sell your personal data to third parties. If your application is unsuccessful, it is seen only by the people who need it for administration and selection, and is then used only, in anonymised form, for monitoring and statistical analysis.
Who is the data controller for this processing?
The data controller is Guy’s and St Thomas’ NHS Foundation Trust, which delivers the fellowship through its Clinical Scientific Computing team. Applicants and fellows based outside the UK should be aware that their information will be processed in the UK for the purposes of the fellowship.
What is the legal basis for our use of your personal information?
- The fellowship is delivered as part of the Trust’s public task, and your personal data is processed because it is necessary for that task when you apply to, or participate in, the programme (UK GDPR Article 6(1)(e)). This also covers equality monitoring, surveys and evaluations, programme development and improvement, and our reporting obligations.
- Providing alumni and community services, and contacting applicants, fellows, supervisors, approvers and alumni about events, further opportunities and related news, are part of the same public task. You can ask us to stop contacting you at any time.
- Optional things such as publishing your profile, photograph or project on this website are done with your consent (UK GDPR Article 6(1)(a)), which you can withdraw at any time.
- Where special category data is provided voluntarily, such as equality monitoring information, this is processed for reasons of substantial public interest in equality of opportunity monitoring (UK GDPR Article 9(2)(g) and Schedule 1 of the Data Protection Act 2018). Information about a disability that you give us so we can make reasonable adjustments is processed to meet our obligations in employment and training (UK GDPR Article 9(2)(b)).
How long will we keep your personal information?
Your personal data will be held confidentially for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
If you apply to the programme and are unsuccessful, your personal information is kept for 6 months, then deleted. After that we keep only anonymised statistics that do not identify you.
If you become a fellow, your fellowship records, including your application, attendance, coursework and assessment, are kept for 6 years after your fellowship ends, then deleted. We keep your name and contact details for alumni purposes until you ask us to stop. Profiles and project outputs published on this website stay up until you ask us to remove them.
Your rights
The law gives you rights over how we use your personal information, including the right to:
- be informed about how we use your information (this notice);
- access a copy of the information we hold about you;
- ask us to correct anything inaccurate or incomplete, or to erase information where there is no continuing reason for us to hold it;
- ask us to restrict how we use it while a concern is resolved;
- object to processing we undertake in managing the fellowship, including asking us to stop contacting you;
- withdraw consent at any time for anything you agreed to optionally;
- obtain further information about these rights from, or lodge a complaint with, the Information Commissioner’s Office.
Information Commissioner's Office
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate)
Email: casework@ico.org.uk
Website: ico.org.uk
Contact us
If you wish to exercise any of these rights, you can contact our Data Protection Officer.
Data Protection Officer Email: gstt.dpo@nhs.net
For any other questions about this notice or the fellowship, please contact us.
NHS Fellowship in Clinical AI, Guy’s and St Thomas’ NHS Foundation Trust
Email: gstt.aifellowship@nhs.net
Cookie information for website users
This website sets no cookies of its own. We use no analytics, no advertising or tracking pixels, and no social media tracking. Everything the site needs to display a page is served from this domain, except two features which are served through third parties:
- The map on our NHS sites page loads images from OpenStreetMap. Viewing or moving that map requests images from
tile.openstreetmap.organd reveals your IP address to that service. This is unavoidable for a working map. No cookie is set, and the map appears on that page only. See the OpenStreetMap privacy policy. - Some pages include embedded YouTube videos, such as our recorded webinars. When you view one of these pages, your browser loads the video player from YouTube’s privacy-enhanced mode (
youtube-nocookie.com), even if you do not play the video. This reveals your IP address to Google, and Google may set cookies or store similar information in your browser, especially if you play the video. See Google’s privacy policy.
Links to other websites
Our website may contain links to other websites which are outside our control and are not covered by this notice. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.
Information security
We are committed to ensuring that your information is secure. Fellowship information is held in systems managed by GSTT, or by Microsoft on our behalf, and we have in place reasonable technical and operational security to protect it from unauthorised access, disclosure, alteration, or destruction. Access is limited to the faculty and administrative staff who need it, and we report any personal data breach to the Information Commissioner’s Office where the law requires it.
Changes to this notice
We review this notice periodically and will update the date below whenever it changes. Where changes materially affect how we use information about current fellows or applicants, we will tell them directly.
Last updated: 21 Oct 2026
