Heidi AI Privacy Notice

Privacy Notice

Use of Heidi AI During Consultations

Use of Artificial Intelligence (AI) in Consultations

At Wey Family Practice we are committed to delivering safe, effective, and efficient healthcare. To support our clinicians, we use Heidi AI, an artificial intelligence-powered clinical documentation tool.

Heidi AI assists clinicians by creating draft consultation notes from conversations that take place during your appointment. This enables clinicians to spend more time focusing on patients and less time on administrative tasks.

How Heidi AI Is Used

During your consultation:

• Heidi AI may listen to the conversation between you and your clinician.
• The system generates a draft clinical note based on the discussion.
• Your clinician reviews, edits, and approves all notes before they are added to your medical record.
• Heidi AI does not make clinical decisions or provide medical advice. All clinical decisions remain the responsibility of your healthcare professional.

What Information Is Processed

The information processed may include:

• Your name and personal details.
• Information about your health, symptoms, conditions, and treatment.
• Information discussed during your consultation.

This information is classified as special category health data under UK data protection law.

Lawful Basis for Processing

We process your personal information in accordance with:

• UK General Data Protection Regulation (UK GDPR).
• Data Protection Act 2018.
• NHS confidentiality requirements.

The lawful bases are:

• Article 6(1)(e) UK GDPR – performance of a task carried out in the public interest.
• Article 9(2)(h) UK GDPR – provision of health or social care and treatment.

How Your Information Is Protected

We take appropriate technical and organisational measures to protect your information.

These measures include:

• Secure processing of data.
• Access controls and authentication.
• Data encryption where applicable.
• Confidentiality obligations for staff and service providers.
• Data processing agreements with third-party suppliers.

Only authorised healthcare professionals and staff who need access to your information can view it.

Data Retention

Any consultation notes that form part of your medical record are retained in accordance with NHS records management requirements.

Audio recordings are not routinely retained by the Practice unless there is a specific clinical or operational reason to do so.

Your Choices

If you do not wish Heidi AI to be used during your consultation, please inform your clinician at the beginning of your appointment.

Choosing not to use Heidi AI will not affect the care or treatment you receive.

Data Sharing

Information processed through Heidi AI is used solely to support the delivery of your healthcare. Your information will not be sold or used for marketing purposes.

We only share patient information where there is a legal basis to do so or where required for the provision of your healthcare.

Your Rights

Under UK data protection law, you have the right to:

• Request access to your personal information.
• Request correction of inaccurate information.
• Request restriction of processing in certain circumstances.
• Object to processing where applicable.
• Lodge a complaint with the Information Commissioner's Office (ICO).

For more information about your rights, please contact the Practice.

Contact Details

Data Protection Lead: Liz Reynolds    

Practice: Wey Family Practice

Address: The Health Centre, Madeira Road, West Byfleet, KT14 6DH

Telephone: 01932 336880

Email: Weyfamily@nhs.net

If you have concerns about how we use your information, you may contact the Information Commissioner's Office at: www.ico.org.uk.