Please see general information on the use of Artificial Intelligence and automation that support our patient care

Privacy Notice: Use of AI Scribing in Our Medical Practice

Last Updated: 21.07.2025

1. Purpose of This Notice

This privacy notice explains how we use your personal data when we use artificial intelligence (AI) to assist with note-taking during your consultation with a clinician at our practice.

2. What Is AI Scribing?

AI scribing is a tool that helps clinicians by automatically transcribing and summarising what is said during a consultation. It helps to reduce time spent on typing and improve accuracy in your medical records.

3. What Data Is Collected?

If AI scribing is used during your consultation, the following data may be processed:
– Audio of your consultation (temporarily recorded)
– Transcription of the consultation
– Summary notes created by the AI
– Information about you that is shared during the consultation (e.g. medical history, symptoms, medication)

4. Why Do We Use It?

We use AI scribing to:
– Help clinicians focus on you instead of typing during your appointment
– Improve the accuracy and completeness of your records
– Save time so we can see more patients

5. Lawful Basis for Processing

We process your data under the UK General Data Protection Regulation (UK GDPR) on the basis of:
– Article 6(1)(e) – Public task: Providing you with NHS healthcare
– Article 9(2)(h) – Special category data: Necessary for the provision of health care

6. Do You Need to Give Consent?

No. We don’t need your explicit consent as this is part of providing your care. However, you will always be told when AI scribing is being used, and you can opt out if you prefer the clinician to take notes manually.

7. Who Has Access to Your Data?

– Your clinician will review and approve all AI-generated notes before they are saved in your medical record.
– The AI service provider (Anima) processes the data on our behalf under a strict data processing agreement.
– Your data is not used to train AI systems or shared with third parties for commercial purposes.

8. How Is Your Data Protected?

– Audio is encrypted and securely transferred.
– Recordings are either deleted immediately after transcription or stored only as long as needed for review.
– Only authorised staff and providers can access the data.

9. Where Is Your Data Stored?

Data is stored securely in the UK or within approved countries under UK GDPR. We ensure the provider meets NHS and ICO security standards.

10. Your Rights

You have rights under UK GDPR, including:
– To know what data we hold
– To object to processing
– To request correction of inaccurate information
– To request deletion (where applicable)

To exercise your rights, contact the Practice Manager or our Data Protection Officer (details below).

11. Contact Details

Practice Name: Bretton Park Healthcare
Address: Rightwell East, Bretton, Peterborough, PE3 7DT
Practice Manager: Jackie Wright – Tel: 01733 264506
Data Protection Officer: Dr Mark Attah, Bretton Park Healthcare

12. Further Information

To learn more about your data rights or make a complaint, you can contact the Information Commissioner’s Office (ICO):
https://ico.org.uk