Security & Compliance

Built with UK clinic trust in mind

UK hosting for primary patient records, access controls and encryption, with international processing safeguards described in our Data Processing Agreement.

UK primary hostingAES-256 encryptionFull audit trailsICO registeredGDPR compliant

Where data is hosted

  • Primary patient records are hosted in UK-based data centres (Fly.io London, lhr region)
  • Some service providers process data outside the UK under the contractual safeguards described in our Data Processing Agreement
  • Multi-availability-zone deployment for high availability
  • Geographic redundancy within the UK region

Backups & disaster recovery

  • Automated daily backups with 30-day retention
  • Point-in-time recovery available within the retention window
  • Backup data encrypted at rest using AES-256
  • Regular disaster recovery testing and documented procedures

Access controls

  • Role-based access control (RBAC) — Admin, Practitioner, Receptionist, and custom roles
  • Per-user audit trails showing who accessed or modified what and when
  • Configurable security groups with granular permissions
  • Session management with automatic timeout for inactive sessions

Encryption at rest & in transit

  • AES-256 encryption for all stored data (database, files, backups)
  • TLS 1.3 enforced for all data in transit — no downgrade possible
  • Encrypted file storage for uploaded documents, scans, and attachments
  • API keys and secrets managed through environment-variable vaults, never in code

Audit logs

  • Every action is logged: logins, patient views, note edits, exports, deletions
  • Immutable audit trail — logs cannot be modified or deleted by any user
  • Filterable by user, action type, date range, and patient
  • Exportable for regulatory review or internal compliance audits

Retention & deletion policy

  • Clinic administrators control data retention settings
  • Right-to-erasure (GDPR Article 17) supported — patient data can be fully deleted on request
  • Automated data purge schedules available for expired records
  • Deleted data removed from backups within the retention window

AI data processing

  • OpenAI supports clinical scribe and assistant features; our DPA lists its US processing location and contractual safeguards
  • AI data retention varies by service and account settings; UK hosting does not mean all AI processing stays in the UK
  • OpenAI API inputs and outputs are not used to train its models by default
  • AI features can be disabled per-clinic if not required
  • All AI processing logged in audit trail

DPA & privacy

  • Our published Data Processing Agreement explains the processing arrangements and safeguards for clinic data
  • Registered with the UK Information Commissioner's Office (ICO)
  • Privacy Impact Assessments (PIAs) completed for all new features
  • GDPR-compliant consent management, data portability, and breach notification procedures
  • Service providers and their processing locations are listed in the DPA

Need more details?

Request our full DPA, security questionnaire response, or subprocessor list.