Acceptable Use Policy

Clinical Audit Compass Ltd (SC871235)

Clyde Offices, 2nd Floor, 48 West George Street, Glasgow, G2 1BP

privacy@clinicalauditcompass.co.uk | ICO Registration: ZC067899

Version: 1.3 | Effective date: August 2026

Version History

v1.1 (April 2026): Initial release.

v1.2 (August 2026): Corrected stale cross-reference in Section 6 (Privacy Policy v1.3 to v1.4).

v1.3 (August 2026): Corrected stale cross-references in Section 6 (Privacy Policy v1.4 to v1.5; Information Security Policy v1.1 to v1.2).

1. Purpose

This policy defines acceptable and prohibited use of the Clinical Audit Compass platform by all users, including healthcare professionals, students, and any personnel with access to the system. It protects the security, integrity, and availability of the platform and the data it holds.

2. Scope

This policy applies to all registered users of the Clinical Audit Compass mobile application and any associated services, as well as administrative and developer access by Clinical Audit Compass Ltd and Dotsquares Ltd.

3. Acceptable Use

• Use the platform to record anonymised clinical activity, CPD, reflective practice, and audit cycles

• Maintain the accuracy and completeness of your professional documentation

• Keep login credentials secure and do not share your account with others

• Report any suspected security issues, bugs, or vulnerabilities to privacy@clinicalauditcompass.co.uk

• Review exported documents before submission for appraisal or revalidation

• Use the platform as a supplementary documentation tool alongside employer record-keeping systems

4. Prohibited Use

• Entering patient-identifiable information, including names, dates of birth, hospital numbers, NHS numbers, addresses, or any data that could identify a patient, in any field including free-text fields and image uploads

• Sharing account credentials; each account is personal to the registered user

• Attempting to access other users' data, or any data beyond your own account

• Attempting to breach, test, or circumvent platform security controls, including API manipulation, injection attacks, or reverse engineering

• Using the platform for any unlawful purpose, or in a manner that violates professional codes of conduct

• Uploading malicious content, including malware, scripts, or files designed to disrupt the platform

• Misrepresenting your identity, profession, or registration status

• Using the platform as a sole clinical record; it is supplementary to employer documentation systems

5. Data Responsibility

Users are responsible for the accuracy of data they enter. Clinical Audit Compass Ltd does not verify the clinical content of individual log entries. Exported portfolios carry disclaimers stating they are user-generated and should be reviewed before submission.

6. Monitoring

Clinical Audit Compass Ltd reserves the right to monitor platform usage for security, compliance, and performance purposes. Monitoring is conducted in accordance with the Privacy Policy v1.5 and Information Security Policy v1.2. Individual clinical log content is not routinely accessed by staff or developers.

7. Enforcement

• Warning notification to the user

• Temporary suspension of access

• Permanent account termination

• Reporting to relevant professional regulatory body where a serious breach of professional standards is identified

• Reporting to law enforcement where unlawful activity is suspected

8. Review

This policy is reviewed annually or following significant platform changes. Next review: August 2027.

Clinical Audit Compass Ltd (SC871235)

Clyde Offices, 2nd Floor, 48 West George Street, Glasgow, G2 1BP

privacy@clinicalauditcompass.co.uk