Privacy Policy – Clinical Coding Hub

Last updated: 30 September 2026

Clinical Coding Hub Limited (“Clinical Coding Hub”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what personal information we collect, where we obtain it from, why and how we use it, the legal bases we rely on, who we may share it with, how long we keep it, and the rights you have.

It applies when you visit www.clinicalcodinghub.co.uk (the “Website”), create an account, purchase or access a course, use our learning platform or community features, complete quizzes or mock examinations, submit work for feedback, contact us, or subscribe to our communications.

1. Who we are

Clinical Coding Hub Limited is the data controller responsible for the personal information described in this policy. This means that we determine how and why your personal information is processed.

Company name: Clinical Coding Hub Limited
Company number: 10468670
ICO registration number: ZB013655

Business and correspondence address:
Clinical Coding Hub Limited
167–169 Great Portland Street
5th Floor
London
W1W 5PF
United Kingdom

Website: www.clinicalcodinghub.co.uk
Email: info@clinicalcodinghub.co.uk

Our data-protection contact is Francis Dike, who can be contacted at info@clinicalcodinghub.co.uk.

2. Data-protection law

We process personal information in accordance with applicable UK data-protection and privacy legislation, including:

the UK General Data Protection Regulation (“UK GDPR”);
the Data Protection Act 2018;
the Privacy and Electronic Communications Regulations 2003 (“PECR”); and
relevant amendments introduced by the Data (Use and Access) Act 2025.

Where other data-protection legislation applies to an individual using our services, such as the EU GDPR, we will comply with those requirements where applicable.

3. Personal information we collect

The information we collect depends on how you interact with Clinical Coding Hub.

Account and identity information

When you register for an account or purchase a product, we may collect:

your first and last name;
username;
email address;
account password in hashed or otherwise securely protected form;
account status;
courses or products purchased; and
information needed to administer your access.

Learning information

When you use our learning platform, we may collect information including:

courses and resources you access;
lesson and module progress;
quiz attempts and results;
mock examination activity;
certificates earned;
dates and times of learning activity;
course completion information; and
interactions with learning features.

We use this information to provide our courses, record your progress and improve the learning experience.

Information submitted for feedback

Some Clinical Coding Hub services may allow you to submit materials for personalised feedback, including:

CVs;
supporting statements;
job applications;
mock interview responses;
written assignments; and
other career or learning materials.

These documents may contain personal information about you and, occasionally, other people such as referees.

Please only include information that is reasonably necessary for us to provide the requested service.

Community information

If you participate in forums, groups, study communities or other community areas, we may process:

your profile information;
posts;
comments;
replies;
uploaded content; and
interactions with other members.

Content posted within a community area may be visible to other members who have access to that area.

Communications and customer support

When you contact us by email, contact form, social media or another support channel, we may collect:

your name;
email address;
telephone number, if provided;
the content of your enquiry;
attachments you send us; and
our correspondence with you.

Payment and transaction information

When you purchase a Clinical Coding Hub product or service, we may process:

your name;
email address;
product purchased;
amount paid;
payment status;
transaction reference; and
relevant billing information.

Payments may be processed through third-party payment providers such as Stripe and PayPal.

We do not normally receive or store your complete debit or credit card number.

Technical and Website information

When you use our Website, certain technical information may be collected automatically, including:

IP address;
browser type and version;
device type;
operating system;
pages visited;
referring page or website;
date and time of access;
session information;
approximate location derived from your IP address; and
technical, security and server logs.

Marketing information

Where you subscribe to our communications or where we are otherwise permitted to contact you, we may process:

your name;
email address;
marketing preferences;
subscription status; and
information about interactions with our emails, such as opens and clicks, where enabled.

4. Where we obtain your information

Most personal information is provided directly by you when you create an account, make a purchase, complete learning activities, post in our community or contact us.

We may also receive information from:

your use of the Website and learning platform;
Stripe, PayPal or other payment providers confirming transaction information;
analytics, security and anti-spam services where enabled; and
an employer or another organisation purchasing or arranging training on your behalf.

Where an employer or another organisation provides your details to us, it should only provide information necessary for us to arrange your access.

5. Please do not submit identifiable patient information

Clinical Coding Hub is an education and training service.

We do not require identifiable patient information, confidential medical records or confidential NHS information to provide our services.

You must not upload, post, email or otherwise submit identifiable patient information through our:

courses;
mock examinations;
forums or communities;
feedback services; or
customer-support channels.

When practising clinical coding scenarios, you should use fictional, appropriately anonymised or otherwise authorised information only.

If we become aware that identifiable patient information has been submitted unnecessarily, we may remove or securely delete it as soon as reasonably practicable and may contact the person who submitted it.

Submitting identifiable patient or confidential employer information may also breach your employer’s confidentiality or information-governance requirements.

6. How and why we use your information

We only process personal information where we have an appropriate legal basis.

Purpose	Information used	Legal basis
Creating and managing your account and providing access to courses you have purchased	Account, learning and transaction information	Performance of a contract
Recording course progress and providing quizzes, mock examinations and certificates	Account and learning information	Performance of a contract
Providing personalised feedback on documents or responses you submit	Feedback submissions and account information	Performance of a contract
Providing community functionality	Account and community information	Performance of a contract
Moderating our community and dealing with misuse	Account, community and technical information	Legitimate interests in maintaining a safe, respectful and useful community
Taking payments and administering refunds	Transaction and payment information	Performance of a contract
Maintaining accounting and tax records	Transaction information	Legal obligation
Responding to questions and support requests	Communications and account information	Contract where related to a purchase; otherwise legitimate interests in responding to enquiries
Handling complaints and disputes	Communications and relevant account or transaction information	Legal obligation and legitimate interests in resolving disputes and protecting our rights
Maintaining Website and account security	Technical, account and transaction information	Legitimate interests in protecting our Website, users and services
Preventing fraud, spam, misuse and unauthorised account sharing	Account and technical information	Legitimate interests in protecting our business, content and users
Understanding and improving our Website, courses and customer experience	Learning, technical and feedback information, aggregated where practical	Legitimate interests; consent where required for non-essential cookies or similar technologies
Personalising aspects of the learning experience	Learning information	Performance of a contract and/or legitimate interests in improving the learning experience
Sending service communications such as receipts, access details and important account updates	Account and transaction information	Performance of a contract and, where applicable, legal obligation
Sending marketing communications	Marketing and account information	Consent or, where applicable, the electronic-marketing “soft opt-in”
Complying with laws, regulators, courts or legal proceedings	Relevant personal information	Legal obligation and/or legitimate interests in establishing, exercising or defending legal rights

Marketing and the soft opt-in

Where permitted by law, we may send existing customers marketing communications about Clinical Coding Hub products or services that are similar to those they have previously purchased or shown an interest in.

Where we rely on this “soft opt-in”, we will provide an opportunity to opt out when we first collect the relevant contact information and in subsequent marketing communications.

Where the soft opt-in does not apply, we will obtain consent where required.

You can unsubscribe from marketing at any time by:

selecting the unsubscribe link within a marketing email; or
emailing info@clinicalcodinghub.co.uk.

Unsubscribing from marketing does not prevent us from sending necessary service communications relating to your account or purchases.

7. AI-assisted learning and services

Clinical Coding Hub may use artificial intelligence and AI-assisted technologies as part of our educational services.

For example, some educational content may be:

AI-assisted;
AI-generated;
delivered using AI-generated narration; or
supported by AI-enabled learning tools.

The presence of AI-generated or AI-assisted content does not in itself mean that your personal information has been provided to an external AI provider.

Where learning information is used to personalise your experience, we may use information such as:

course progress;
quiz performance;
mock examination performance; and
learning resources you have accessed.

We do not currently use solely automated processing to make decisions about you that have legal or similarly significant effects.

AI and information you submit to us

We do not routinely place customer CVs, supporting statements, applications or other identifiable feedback submissions into publicly available consumer AI tools.

Where we use a third-party AI service to assist with a service involving personal information, we will take appropriate steps such as:

limiting the personal information shared to what is necessary;
using appropriate business or privacy settings where available;
considering the provider’s data-handling arrangements; and
applying appropriate contractual or organisational safeguards where required.

Where a new AI feature materially changes how your personal information is processed, we will update this Privacy Policy or provide additional privacy information where appropriate.

8. Cookies and similar technologies

Clinical Coding Hub uses cookies and similar technologies to operate and improve the Website.

Strictly necessary technologies

Some cookies and similar technologies are required to provide functions requested by users.

They may be used to:

keep you logged in;
secure your account;
operate checkout functionality;
remember privacy preferences;
maintain sessions; and
prevent fraud or abuse.

Where permitted by law, these technologies may be used without consent because they are necessary to provide the relevant service.

Analytics, performance and other technologies

We may use analytics or performance technologies to understand how visitors interact with our Website and to improve our services.

Where consent is legally required, the relevant technology will not be activated until you have made an appropriate choice through our cookie-management system.

UK law permits limited exceptions for certain storage and access technologies in specific circumstances.

We will only rely on such an exception where the particular technology and its use meet the relevant legal requirements. Otherwise, we will obtain consent where required.

You can change or withdraw your cookie choices through the cookie settings available on our Website.

More detailed information about the technologies we use is available in our Cookie Policy.

9. Service providers and third parties

We use third-party organisations and software to help us operate Clinical Coding Hub.

Depending on the service and the circumstances, these organisations may act as processors acting on our instructions or as independent data controllers responsible for their own processing.

Our service providers may include:

Website hosting and infrastructure

We use Cloudways and associated infrastructure providers to host and operate our Website.

Website and learning software

Clinical Coding Hub uses WordPress together with learning, membership, community and related software to provide our Website and educational services.

Where software operates directly within our Website environment, this does not necessarily mean that the software provider receives your personal information.

Fluent Forms

We use Fluent Forms / WPManageNinja to provide forms and collect information submitted through the Website.

FluentCRM

We use FluentCRM / WPManageNinja to assist with customer communications, email lists and related customer-management functions.

Payment providers

We use providers such as:

Stripe; and
PayPal

to process payments.

Stripe and PayPal may act as independent controllers for some processing, including fraud prevention, security and compliance with their own legal obligations.

Their own privacy policies apply to processing for which they act as independent controllers.

Google services

Where enabled, we may use Google services such as:

Google Analytics;
Google Tag Manager; and
spam-prevention or security technologies.

Non-essential technologies are used in accordance with applicable cookie and privacy requirements.

Email services

We may use email-delivery or hosting providers to deliver:

account emails;
service communications;
customer-support messages; and
marketing communications.

Professional advisers

We may share relevant information with professional advisers such as:

accountants;
insurers;
legal advisers; and
other professional service providers,

where reasonably necessary.

10. Sharing personal information

We do not sell your personal information.

We may share personal information where reasonably necessary:

with service providers helping us deliver Clinical Coding Hub;
with payment providers handling transactions;
with professional advisers;
to comply with a legal obligation;
in response to a valid request from a court, regulator or law-enforcement authority;
to prevent or investigate fraud, misuse or security incidents;
to establish, exercise or defend legal claims;
in connection with the sale, restructuring or transfer of all or part of our business, subject to appropriate safeguards; or
where you ask or authorise us to do so.

Employer-funded or organisation-funded training

Where your employer or another organisation has purchased or arranged your training, we may share information reasonably necessary to administer that arrangement.

For example, we may confirm:

that you have been enrolled;
that you have accessed the training; or
whether you have completed a purchased programme.

We will not routinely disclose detailed quiz results, personal feedback submissions, private communications or community activity to an employer unless:

this is part of the training arrangement and has been explained to you;
you have authorised the disclosure; or
another lawful basis applies.

11. International transfers

Some organisations providing services to Clinical Coding Hub may process personal information outside the United Kingdom.

Where this constitutes a restricted transfer under UK data-protection law, we will take appropriate steps to protect the information.

Depending on the circumstances, safeguards may include:

transferring information to a country covered by UK adequacy regulations;
relying on an applicable UK-approved data bridge or adequacy arrangement;
using the UK International Data Transfer Agreement;
using the UK Addendum to appropriate EU Standard Contractual Clauses; or
using another transfer mechanism permitted under UK law.

Where required, we may also carry out an appropriate assessment of the protections available for the information being transferred.

You may contact us if you would like further information about safeguards relevant to a particular transfer.

12. How long we keep your information

We retain personal information only for as long as reasonably necessary for:

the purposes for which it was collected;
providing ongoing access to purchased services;
accounting and tax requirements;
security;
complaints and disputes;
regulatory requirements; and
establishing or defending legal claims.

Our typical retention approach is set out below.

Information	Typical retention approach
Account and learning information	For as long as your account or purchased course access remains available. After permanent account closure, information is normally deleted or anonymised within a reasonable period unless we need to retain particular records
Lifetime-access products	Relevant account and access information may be retained for as long as the lifetime-access service remains available to you
Certificate records	May normally be retained for up to 6 years after issue, or longer where reasonably necessary to verify a certificate or maintain an appropriate educational record
Feedback submissions such as CVs or supporting statements	Normally retained only for as long as reasonably necessary to provide the feedback and deal with related support, typically no longer than 12 months unless there is a reason to retain them for longer
Community posts	May remain while the relevant community exists. Where appropriate, posts may be deleted or anonymised after an account is closed
Transaction and accounting records	Normally retained for at least the period required by UK tax, accounting and company law, commonly 6 years
Customer-support correspondence	Normally retained for around 2 years after resolution, but may be retained for longer where relevant to a complaint, dispute or legal issue
Data-protection complaints	Retained for an appropriate period to demonstrate how the complaint was handled and to meet legal or regulatory obligations
Marketing information	Until you unsubscribe, withdraw consent or we determine that it is no longer appropriate to continue contacting you
Marketing suppression records	We may retain limited information so that we can continue to respect an unsubscribe request
Security and server logs	Normally kept only for the period reasonably necessary for security, troubleshooting and fraud prevention, subject to our providers’ settings
Analytics information	Retained in accordance with the settings applied to the relevant analytics service and our operational needs

These periods are guidelines rather than absolute deadlines.

Information may be retained for longer where:

required by law;
necessary for an ongoing complaint or legal claim;
required for fraud or security investigations; or
deletion would interfere with an ongoing contractual obligation, such as lifetime course access.

Where information is no longer required, we will delete or anonymise it as appropriate.

13. Security

We use appropriate technical and organisational measures designed to protect personal information against:

unauthorised access;
accidental loss;
misuse;
alteration;
disclosure; and
destruction.

Depending on the circumstances, these measures may include:

HTTPS encryption;
secure account authentication;
hashed passwords;
access controls;
restricted administrative access;
security monitoring;
software updates;
backups; and
appropriate safeguards when selecting service providers.

No internet-based system can guarantee absolute security.

Users should use strong, unique passwords and should not share their login credentials with other people.

Personal-data breaches

If a personal-data breach occurs, we will investigate it and take appropriate action.

Where required by law, we will notify the Information Commissioner’s Office within the applicable statutory timeframe.

Where a breach is likely to result in a high risk to the rights and freedoms of affected individuals, we will notify those individuals without undue delay where required.

14. Special-category information

Clinical Coding Hub does not generally require special-category personal information such as information concerning:

health;
ethnicity;
religion or philosophical beliefs;
political opinions;
sexual orientation;
biometric or genetic information; or
trade-union membership.

Please avoid including this information in documents, feedback requests or communications unless it is genuinely relevant.

Reasonable adjustments

You may sometimes choose to tell us about a disability, health condition or other relevant circumstance where you are requesting a reasonable adjustment to one of our services.

Where we process such information, we will:

limit its use to what is reasonably necessary;
restrict access where appropriate;
retain it only for as long as reasonably required; and
rely on an appropriate UK GDPR legal basis and Data Protection Act condition for processing special-category information.

15. Children and younger users

Clinical Coding Hub’s services are primarily designed for adults and people preparing for or working within healthcare and clinical coding.

We do not intentionally target our services at young children.

If we become aware that personal information relating to a child has been collected in circumstances where we do not have an appropriate lawful basis to process it, we will take reasonable steps to delete it.

Where a younger learner legitimately uses one of our services, we will take account of their age and the additional protections applicable to children’s personal information.

16. Your data-protection rights

Depending on the circumstances, UK data-protection law gives you rights relating to your personal information.

Right of access

You can ask us for a copy of personal information we hold about you.

Right to correction

You can ask us to correct information that is inaccurate or complete information that is incomplete.

Right to erasure

You can ask us to delete personal information in certain circumstances.

This right is not absolute. For example, we may need to retain transaction information to meet legal obligations.

Right to restriction

You may ask us to restrict how personal information is used in certain circumstances.

Right to data portability

Where applicable, you may ask us to provide information you have given us in a structured, commonly used and machine-readable format or transfer it to another organisation where technically feasible.

Right to object

You may object to certain processing based on legitimate interests.

You have an absolute right to object to the use of your personal information for direct marketing.

Right to withdraw consent

Where we rely on consent, you can withdraw it at any time.

Withdrawal does not affect processing that took place before consent was withdrawn.

Rights relating to automated decision-making

Where applicable, you may have rights relating to decisions made solely using automated processing that have legal or similarly significant effects.

Clinical Coding Hub does not currently make such decisions.

Exercising your rights

To exercise a data-protection right, contact:

info@clinicalcodinghub.co.uk

There is normally no fee for exercising your rights.

We may ask for reasonable information to verify your identity or clarify the scope of your request.

We will respond within the timeframe required by applicable data-protection law.

For most requests, this is normally one month, although the period may be extended where the law allows, for example where a request is particularly complex or multiple requests have been made.

17. Data-protection complaints

If you believe we have not handled your personal information appropriately, you can make a data-protection complaint to us.

Please contact:

Email: info@clinicalcodinghub.co.uk
Suggested subject: Data Protection Complaint

You may also write to:

Clinical Coding Hub Limited
167–169 Great Portland Street
5th Floor
London
W1W 5PF
United Kingdom

We will:

acknowledge receipt of a data-protection complaint within 30 days;
take appropriate steps to investigate it without undue delay;
keep you appropriately informed about progress; and
communicate the outcome of our investigation without undue delay.

You can also complain to the UK’s data-protection regulator:

Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113

You do not lose your right to contact the ICO by first raising the matter with us.

18. Third-party websites

Our Website may contain links to websites or services operated by other organisations.

We are not responsible for how those organisations process personal information.

We recommend reviewing the relevant organisation’s privacy information before providing personal information to it.

19. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

our courses and services;
our Website or learning platform;
the technology we use;
our service providers;
our business operations; or
applicable law and regulatory guidance.

The latest version will be published on our Website and will show the date it was last updated.

Where a change materially affects how we use personal information, we will take reasonable steps to bring that change to the attention of affected users where appropriate.

20. Contact us

For questions about this Privacy Policy, our use of personal information, or your data-protection rights, please contact:

Clinical Coding Hub Limited

Email: info@clinicalcodinghub.co.uk
Website: www.clinicalcodinghub.co.uk

Business and correspondence address:
167–169 Great Portland Street
5th Floor
London
W1W 5PF
United Kingdom

Company number: 10468670
ICO registration number: ZB013655

Data-protection contact: Francis Dike