Privacy Notice Addendum: Use of AI powered Ambient Voice Technology

Purpose of Processing

Ashley Centre Surgery uses Heidi an AI powered Ambient Voice Technology (AVT) system to assist clinicians in accurately and efficiently documenting patient consultations. You will be asked to confirm you are happy with this before any transcribing is undertaken.  This section outlines how we collect, use, and protect personal data processed by the AVT system.

Types of Personal Data Processed

Heidi processes two main types of personal data during consultations:

  • Patient Information: This includes the patient’s name, contact details, medical history, diagnosis, treatment information, and any other information shared during consultations.
  • Clinician Information: This includes audio recordings capturing the clinician’s voice and any professional identifiers, such as names and titles.

Purpose and Legal Basis for Processing

The processing of data with Heidi is done to support clinicians in maintaining accurate and timely medical records.

The lawful basis under the UK GDPR that apply for the processing is:  

  • Article 6(1)(e): Public Task
  • Article 9(2)(h): Necessary for the provision of health or social care

Data Retention and Security

Data Retention: Audio data captured during consultations is temporarily stored for transcription and is deleted once the clinician verifies and finalises the documentation in the Electronic Health Record (EHR).

Data Security: Data is encrypted during processing and stored on NHS-compliant secure servers located within the UK. Only authorised staff and clinicians have access to this data.

Heidi operates as a data processor under a contractual agreement with Ashley Centre Surgery.  Heidi have provided appropriate assurance regarding the security of the AVT system and their compliance with NHS data security standards via NHS Data Security & Protection Toolkit.  Access to AI-transcribed data is restricted to healthcare providers directly involved in delivering your care and treatment.

Your Rights

Patients have the right to:

  • Access the data that is created using the Heidi AVT system and any data held on this
  • Object to having their data being processed using the Heidi AVT system
  • Rectification: Request correction of any inaccuracies in their health records.

If you wish to exercise the rights detailed above you should let us know by contacting Reception or writing to us at Ashley Centre Surgery, Windsor Court, Ashley Road, Epsom, KT18 5AQ.   

Review

This addendum to the Practice’s Privacy Notice was last updated on the 28 April 2025] by the Practice Manager.