FFT invitations go to your patients, so two governance documents must be accepted by a practice administrator before the first send. Until both are accepted, sending is blocked — the block is enforced by the system, not just a reminder, and you'll see an amber banner on the FFT hub telling you what's outstanding.
Both appear together under Review & accept on the FFT hub. Only a practice administrator can accept them; other staff see who to ask.
Wording for your own patient privacy notice, explaining the FFT survey: what you send, on what lawful basis (public task), that responses are anonymous, and how patients can opt out.
Accepting confirms your practice has issued this wording (or your own equivalent) in its patient privacy notice. You're welcome to reword it — the acceptance records that patients have been told, not that you used our exact text.
The terms we give you: what Primary Care IT does with your send list when acting as your data processor. In summary — we send invitations only on your instruction, we enforce your opt-out list and the quiet-hours and volume safeguards before every send, survey answers are anonymous by design, data is hosted in the UK, contact data used for a send is automatically deleted when the survey window closes, and we delete your send-list data if you stop using the service.
Accepting records your practice's agreement to those terms with us. It sits alongside your existing Nexus agreement and covers the FFT service specifically.
Every acceptance is recorded against your practice with the accepting administrator's name and the date, as an append-only history — useful evidence for your own information-governance records.
If we publish a revised version, sends pause and the banner reappears until an administrator accepts the new version. You'll see what changed at the top of the document. This is deliberate: it guarantees you always hold the current terms before any further patient contact.