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Terms of Service

Terms of Service for Codeminer

version 1.0 — 02.06.2026

By using Codeminer you agree to the following:

1. Purpose of the Service

Codeminer is a clinical codelist generation tool developed at UCL. It is intended for use by NHS clinicians, clinical researchers, and academics for the purpose of generating and reviewing medical codelists. It must not be used for any unlawful purpose.

2. Privacy & Confidentiality

When you create an account, we collect the following personal data:

  • Your name and email address
  • Your institution
  • Your user type (NHS clinician, clinical researcher/academic, or other)

Any codelists and queries you generate and save within the workbench are stored securely and are only accessible to you.

3. Acceptable Use

By using Codeminer you agree that you will:

  • not provide false account information
  • keep your login credentials confidential
  • use the tool only for legitimate clinical or research purposes
  • not attempt to reverse-engineer or misuse the service

4. Data Storage and Security

Your data is securely stored and processed within a UK-region Amazon Web Services (AWS) server. We implement appropriate technical and organisational measures to protect your data, including encrypted data transmission (HTTPS) and hashed password storage.

You can delete your account and all associated data at any time through your account settings.

5. Disclaimer

Codeminer is a research tool. Codelists generated should be reviewed by a suitably qualified clinician before use in any clinical or research context. UCL accepts no liability for decisions made based on output from this tool.

6. Copyright

All material contained in this application is protected by copyright laws. The Codeminer platform is developed and maintained by UCL. You may use output codelists for your own clinical or research purposes.

Changes to These Terms

These Terms of Service may be updated from time to time. You will be notified of any changes and asked for your explicit consent before continuing to use the service.

Privacy Policy

Last Updated: June 2026

Introduction

This Privacy Policy explains how Codeminer collects, uses, and protects your personal information when you use the service.

Information We Collect

Account Information

When you create an account, we collect:

  • Email address
  • First name and surname
  • Institution
  • User type (NHS clinician, clinical researcher/academic, or other)

Workbench Data

When you use the Codeminer workbench, we store:

  • Saved queries and CMQL drafts
  • Generated codelists

This data is associated with your account and is only accessible to you.

How We Use Your Information

We use your information to:

  • Provide and maintain access to the Codeminer workbench
  • Save your queries and codelists between sessions
  • Communicate important updates about the service
  • Improve and develop new features

Legal Basis for Processing

We process your personal data under the following legal bases:

  • Consent: You have given explicit consent for us to collect and store your account data
  • Legitimate Interests: To provide and improve the Codeminer service

Data Storage and Security

  • All data is stored securely on AWS servers in the United Kingdom
  • We use HTTPS encryption for all data transmission
  • Passwords are hashed and never stored in plain text
  • Access to your data is restricted to authorised personnel only

Cookies

Essential Cookies

We use only cookies that are strictly necessary for the application to function:

  • Authentication cookies: Used to maintain your login session

Data Sharing

We do not sell, rent, or share your personal data with third parties except when required by law.

Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Delete your data and account
  • Withdraw consent at any time

To exercise these rights, use your account settings or contact the Codeminer team at data-protection@ucl.ac.uk.

Data Retention

  • Account data is retained while your account is active
  • You can request deletion of your account and all associated data at any time through your account settings
  • Once deleted, your data cannot be recovered

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through a notice within the application.