Privacy Notice for Paul Hartmann Ltd - Mobile Activation Apps and Activation Website

Who we are and What Do Our Activation Apps Do

We are Paul Hartmann Limited and we are a supplier of Healthcare Products in the UK and part of the Hartmann Group.

Hartmann has pioneered healthcare and hygiene products since 1818, designing ground-breaking solutions for almost 200 years.

This privacy notice is for users of the Hartmann Activate applications which are available on Apple devices, Android devices and via the web browser.

We will explain what we use your data for and our reasons for doing so.

Our Activation Apps are used for NHS Patients to activate their prescription of Incontinence Products and to choose a delivery date for these products.

What data to we collect and why do we collect it

The first time that you use the Hartmann Activation we ask that you supply us with some personal information. This includes:

An email address or mobile telephone number – So we can verify who you are and can send you details of your delivery.

A reference name – It doesn’t have to be your full name, it’s just a reference that help us to identify who has activated the order. When using the Android and Apple Activation application this name is stored on the device for convenience (so the reference name only has to be entered once).

Patient ID and Passcode – This is information that patients are given as they are prescribed Incontinence products. The patient ID is only relevant on Hartmann patient management systems, it is not related to your NHS number for example. We use this data to verify that you are a current NHS patient who is entitled to Incontinence products.

What are we going to do with the data and who will it be shared with.

We use the data we collect to provide NHS patients with a delivery date and confirmation of this delivery date.

We have to share some part of this information with logistics companies who will deliver this order to the patient. We have to share your address and the selected delivery date.

Who Controls the Data and For How Long

We offer the Hartmann Activate applications to help us satisfy contracts we have with NHS Organisations to supply Incontinence Pads to NHS Patients.

Within these contracts we hold the role of the Data Processor as defined by the General Data Protection Regulation which is enforced on the 25th May 2018. The NHS Organisation with whom we have a contract acts as Data Controller.

As a Data Processor we do not own or control your data and can only process data as instructed by the Data Controller.

We process the data necessary for patients who receive an NHS prescription for incontinence pads to have their prescription delivered on a chosen date.

We retain the data for as long as we are contractually obliged by the Data Controller.

If you have any questions about your data we ask you to contact the Data Protection Officer for the NHS Organisation of which you are a patient.

Security of Your Data

We are committed to taking appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage to personal data. When you provide your personal data through our website or our mobile app, this information is transmitted across the internet securely using high-grade encryption.

Contact Us

If you wish to contact us directly about any questions or concerns you may have, please email for the attention of the Data Security Team – Or if you wish to write to us:
The Data Protection Team
Paul Hartmann Ltd
Unit P2, Parklands,
OL10 2TT


We may make changes to this Privacy Policy from time to time, we will update the Privacy Policy and we will publish on our website any new version of this Policy.