Privacy notice
This notice explains how Chronix Health Group Ltd uses personal data. It is one notice for the whole group and covers Chronix Scribe. If you are a patient whose consultation was documented with Chronix Scribe, see section 3.
1. Who we are
Chronix Health Group Ltd is a company registered in England and Wales (company number 16663224) with its registered office at 11-13 Upper High Street, Epsom, Surrey, KT17 4QY. We are registered with the Information Commissioner's Office (ICO) under registration number ZB962513.
For the personal data described in section 2 we are the controller. Contact us about anything in this notice at privacy@chronixhealthgroup.com.
2. Data we control
2.1 What we collect
| Who | What | Where it comes from |
|---|---|---|
| Clinicians and practice staff who use Chronix Scribe | Name, email address, practice or organisation, role, profession, professional registration body and number (if you give them), country, interface language and theme preferences, the version of our terms and privacy notice you accepted and when | You, at sign-up and in settings |
| Account owners | Plan, subscription status, seats and add-ons; billing contact details | You and our payment processor, Stripe |
| Everyone who uses the app | Sign-in and security records, error reports and service health checks (never note content) | Our systems |
| People who contact us | Your message, contact details and our reply, including complaints | You |
| People who use the support chat or email support@ | The conversation with our AI support assistant and a record of any action it took (for example a refund). Messages containing patient details are refused and not kept. | You and the app |
| People we email | Your email preferences and a log of the emails we send you (which email, when, and whether it was delivered) | You and our systems |
| Clinicians | Usage statistics without content: counts such as notes signed per month; for each dictation its length, word count, whether it worked and, for dictation into another website, that site's host name; and quality events (how many words of each drafted section were changed before signing), never note or transcript text | The app |
| Organisations that refer or are referred | The referral code, which organisation redeemed it, when, and whether the credit was given | The app and Stripe |
| Clinicians who make a data request in the app | A log of each request: when it was made and fulfilled, never the data itself | The app |
| Clinicians and practice staff | In-app notifications (for example a mention in a message thread or a task reminder) | The app |
| Website visitors | Nothing that identifies you: the website sets no tracking or advertising cookies (see the cookie notice) | None |
| Clinicians who confirm consent before a capture | Who confirmed consent, when, for which visit, and which consent script version was used, never any note content | The app |
You must give your name and email address to create an account; other details are optional.
We never receive or store your full card details: Stripe handles payments.
2.2 Why we use it and our lawful basis
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Creating and running your account, providing Chronix Scribe, support | Article 6(1)(b): necessary for our contract with you (or, for a member of a practice's organisation, Article 6(1)(f): our and the practice's legitimate interest in providing the service the practice signed up for) |
| Billing and keeping accounting records | Article 6(1)(b): contract; Article 6(1)(c): legal obligation to keep accounting records |
| Keeping the service secure, preventing misuse, fixing errors, measuring reliability | Article 6(1)(f): legitimate interests in running a secure, reliable service |
| Recording that consent was confirmed before each capture | Article 6(1)(f): legitimate interests of the practice and of us in being able to show consent was given; Article 6(1)(c) where a regulator or court requires it |
| Handling complaints and legal claims | Article 6(1)(f): legitimate interests; Article 6(1)(c) where the law requires it |
| Emails about your account, changes to our terms, and renewal reminders | Article 6(1)(b) and (c): contract and consumer-law obligations |
| Onboarding emails and occasional product news about Chronix Scribe | Article 6(1)(f): legitimate interests in helping you use the service you signed up for. We send these under the "soft opt-in" in regulation 22(3) of the Privacy and Electronic Communications Regulations: only about our own similar service, to people who gave us their email when signing up, with a chance to opt out at sign-up (untick the box) and in every one of these emails. Unsubscribing never stops account, billing or security messages |
| Answering support requests with our AI support assistant | Article 6(1)(b): contract; Article 6(1)(f): legitimate interests in answering quickly |
| Usage statistics and quality events | Article 6(1)(f): legitimate interests in measuring and improving the service; no note or transcript content is used |
| Running the referral programme | Article 6(1)(b): contract (clause 4.6 of the terms) |
| Logging data requests | Article 6(1)(c): legal obligation to answer them and be able to show we did |
Where we rely on legitimate interests we have weighed them against your interests and rights; you can ask us for that assessment and you can object (section 7).
3. Patient data: we act for the practice
3.1 When a clinician uses Chronix Scribe in a consultation, the practice (clinic) is the controller of the patient information, and Chronix Health Group Ltd processes it only on the practice's instructions, under a data processing agreement. This covers the consultation transcript text, draft and signed notes, patient summaries, documents, patient names or references the clinician enters, clinical images the clinician uploads, and consent records.
3.2 The practice's lawful basis for health information is usually Article 9(2)(h) UK GDPR (processing necessary for the provision of health care, by or under the responsibility of a health professional bound by confidentiality), together with the conditions in Schedule 1 of the Data Protection Act 2018.
3.3 Audio is never stored on our servers or by any provider. Speech is turned into text in memory and in transit; no recording is kept by us or by our transcription provider after the text comes back. The optional offline mode of the Chronix Scribe mobile app (when the mobile app is released) holds audio encrypted on the clinician's own device only until it has been transcribed, and then deletes it.
3.4 The same applies to the optional features a clinician chooses to use: translation and interpreter mode, telehealth capture (after the clinician confirms the remote participants' agreement), patient summary links (which expire after 30 days), sending notes to the practice's records system or exporting them in FHIR format, dictation into other web pages, pre-visit recaps, documentation checks and saved writing preferences. None of them stores audio.
3.5 If you are a patient and want to see, correct or delete information about you, please contact your practice. If you contact us, we will pass your request to the practice and help it respond.
3.6 If a patient declines to be recorded, we keep only the fact that consent was declined, with the date, the clinic and the clinician's account. We keep no patient details and no recording or transcript.
3.7 If a clinician reports a problem with a draft note, we keep the category they chose, the section, which note it is about, their account and the time, for the practice to review and export. A report holds no patient details and no wording from the note, and we do not read it.
3.8 We keep a log of who opened a note, a patient record or an export, with the date and time, so your organisation's administrator can see it. The log holds identifiers only: no patient details and no note content. We delete it after 12 months.
4. How we use AI
Chronix Scribe drafts notes from what was said. A clinician reviews and signs every note, so no decision about anyone is made solely by automated means (Article 22 UK GDPR does not apply). We do not use your data or your patients' data to train AI models. See the AI transparency statement.
5. Who we share data with
- Our processors: the providers that host, transcribe, draft, bill, email and answer support for us, listed with their locations on the sub-processors page. Each is bound by a contract requiring it to protect the data and use it only on our instructions.
- Professional advisers (lawyers, accountants, insurers) where needed, under confidentiality.
- Regulators, courts and law enforcement when the law requires it.
- A buyer of our business, under the same protections, if the business is ever sold.
We never sell personal data.
International transfers
Some providers are established or process data outside the UK. Our database provider (Supabase) is a Singapore company, although your data is stored in London. Our hosting provider (Vercel), malware-scanning provider (Railway) and email provider (Resend) are United States companies, our payment processor (Stripe) may process billing data in the United States, Google Workspace may store email to support@ in the United States, and note drafting and the support assistant (Anthropic) run in the United States on text only. We protect these transfers with UK adequacy regulations, the UK–US data bridge where the provider is certified under it, or the UK International Data Transfer Addendum to the European Commission's standard contractual clauses. The sub-processors page says which applies to each provider; to get a copy of the safeguards, email privacy@chronixhealthgroup.com. Our application servers are in London, speech transcription runs in Europe (Speechmatics receives speech in France, Germany and Switzerland, covered by UK adequacy regulations), and uploaded photos are scanned for malware in the EU (Netherlands).
6. How long we keep data
| Data | Kept for |
|---|---|
| Account details | While the account is open; removed when the account or organisation is deleted (after the 30-day restore window) |
| Signed notes | Until the practice deletes the visit |
| Transcripts | Until the practice deletes the visit. A clinician can turn on "Remove the transcript when I sign" in Settings (off by default; web app): the transcript is then removed when that clinician signs a note, and a copy in a backup made before signing leaves within 30 days |
| Unsigned drafts | Until signed or deleted |
| Deleted visits, patients, accounts and organisations | Restorable for 30 days, then removed permanently; they leave our rolling backups within a further 30 days |
| Consent confirmations | At least 24 months, including after the visit is deleted. If a practice deletes its whole organisation they are included in its export and removed with the organisation |
| Billing and accounting records | 6 years, as HMRC requires |
| The deletion log (what was deleted, when and by whom; no clinical content) | Kept, so a deletion can be evidenced |
| Complaints and our replies | 6 years after the complaint is closed |
| Other support emails, and conversations with the AI support assistant (chat and email) | 2 years after the conversation ends; chat conversations are also removed when the account is deleted |
| The email log (hashed address, which email, date) and email preferences | Email log 2 years; preferences while the account exists. An address that unsubscribed or bounced is kept only as a one-way hash so we do not email it again |
| Usage statistics and quality events | While the account exists |
| Referral records | While either organisation's account exists; a credit given is also part of the billing records (6 years) |
| The data-request log | 2 years after the request is fulfilled |
| In-app notifications | 90 days |
| Error reports and service health checks | Error reports 90 days; health checks 30 days |
| Audio | Never stored on our servers or by any provider (the mobile app's optional offline mode, when the mobile app is released, deletes it from the device once transcribed) |
7. Your rights
You have the right to access your data, to have it corrected, erased or restricted, to object to processing based on legitimate interests, and to data portability. Clinicians can download a complete copy of their data at any time, free, from Settings → Data management, and can delete their records there too.
For anything else email privacy@chronixhealthgroup.com. We reply within one month (we may extend by up to two further months for complex requests, and will tell you why). We may need to confirm your identity first.
If you are unhappy with how we have handled your data you can complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/ or on 0303 123 1113. We would appreciate the chance to put things right first.
8. Security
Data is encrypted in transit and at rest, and each organisation's records are kept separate from every other organisation's. See trust and security.
9. Changes to this notice
Each version of this notice has a version number. When we make material changes we tell account holders by email and in the app before they take effect.
10. Contact
Privacy and data requests: privacy@chronixhealthgroup.com · Support: support@chronixhealthgroup.com · Complaints: complaints@chronixhealthgroup.com