Sending Confidential Data by Email

Confidential information at RHN includes Personal data and special category data, which we process for all individuals, e.g. staff, patients, patients’ representatives, Trustees, job applicants, volunteers. Confidential information may also include other corporate sensitive data or commercially sensitive data.

All staff are required to ensure the confidentiality and security of the personal data and must follow this guidance for sending secure email (including to patients or patients’ representatives).

The RHN provides 3 ways to exchange emails securely.

  1. Rhn.org (internal)
  2. nhs.net
  3. Zivver (all other external parties)

Note:  Where NextCloud was used for external emails, you should now use Zivver. Detailed Zivver instructions

rhn.org to rhn.org (internal only)

All recipients including those who receive copies and blind copies must be on rhn.org. email.  Internal email is secure and does not need additional controls)

nhs.net to nhs.net and also 

  • .gov.uk 
  • .cjsm.net
  • .police.uk
  • .mod.gov.uk
  • .parliament.uk
  • .nhs.uk  – there are some .nhs.uk addresses which are safe and secure, however, you cannot assume that they all are.

You may check other addresses by sending a ticket to the RHN Helpdesk. 

If you do not have an NHS.net account you can request one from the RHN Helpdesk.

Nhs.net must be used for sending personal and confidential data to NHS partners, local authorities, public bodies and other stakeholders whose email domain is listed above. 

rhn.org email account using RHN ZIVVER.  

Zivver MUST be used for exchanging personal and confidential data with all other third party recipients. (internal is secure inside RHN.org.uk).  Zivver will trigger automatically for e.g. NHS numbers and NI numbers, etc.  However, you can chose to turn it on for any email. Detailed Zivver instructions here

When Zivver is switched on, the email will be secure and protected; the recipient can either use the code you have provided, or request a code to open your email.  

Replies from external parties within the Zivver system stay secure and provide assurance that the response is also protected and secured. 

Further instructions are available on the intranet or contact the IT Helpdesk for assistance. 

Recording Information

Emails and text messages in the health and care setting are a professional communication. Any message together with any response received relating to patient care, with the time and dates should be uploaded to PatientSource It is important to record the recipients’ preferences regarding how they wish to be contacted whether this is by secure email, messaging or letter.