Terms & conditions

This eCard system is a resource for Great Western Hospital NHS Foundation Trust staff to interact with each other. It includes a Leadership feature that helps us stay connected with our colleagues, as well as the functionality to send occasion cards.

The system has restricted functionality, allowing user accounts to be created only with an nhs.net email address.

During registration, you will be asked to confirm that you are an employee of Great Western Hospital NHS Foundation Trust and that you agree to the Terms and Conditions (T&C) of usage.

When using the system, you are doing so as an employee of Great Western Hospital NHS Foundation Trust. Therefore, professional behavioural expectations apply when using this system, just as they do with any other communication method within our organisation.

The eCard system allows users to send cards to other staff members for various occasions and circumstances. Cards are sent via the Trust’s encrypted email platform and adhere to the same usage requirements as sending an email.

Please be mindful of the content of your message. Do not include any information pertaining to the recipient that could be considered sensitive, personal, or confidential. When sending a card to a colleague, it is the sender's responsibility to ensure that the content is appropriate and professional, both in tone and in message.

The only people able to view the actual content of a card are the sender and recipient. However, for security purposes, a small designated number of staff have been assigned administrator rights of the eCard system. This enables those designated users to access an audit trail of cards sent.

If a complaint is made by a recipient regarding the content and/or tone of an eCard they have received, a designated administrator will be able to obtain the necessary evidence of sender, date, and time.

Any inappropriate use of the eCard system will be addressed according to the Trust’s policies related to Conduct.

If you would like to learn more about the Trust policies that cover the use of Trust IT systems, Information Governance, and Personal Conduct, please speak with your Line Manager or refer to the Policies and Procedure section of the Trust Intranet.

The T&Cs are here to reinforce expectations, responsibilities, and the potential consequences of inappropriate use. They are intended to offer clarity. Enjoy the system, send some cards, but use it sensibly and professionally.