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Build the AI section of your privacy notice

Click each highlighted gap to complete it. The wording is built around NHS England's ambient scribing guidance and the ICO's transparency requirements. Works for any AI scribe; Motics clinics finish in a few clicks.

Start with your clinic's nameRead the compliance guide

How we use AI to help write your clinical notes

A section to add to your privacy notice. A template to adapt with your data protection lead, not legal advice.

[your clinic name] uses an AI-assisted ambient voice technology (AVT) tool provided by [which provider?] to help our clinicians write accurate clinical notes. This section explains what that means for you and your information.

What happens during your appointment

Your clinician uses the tool [during or after your consultation?].

Your clinician stays in charge

Every note drafted by the tool is checked and approved by your clinician before it is saved to your record. The tool does not make any decisions about your care, and nothing is added to your record without a clinician's involvement.

What we keep, and for how long

The transcript is [kept or deleted?].

The finished clinical note becomes part of your health record and is kept in line with our record retention policy, like any other clinical note.

Who processes your information

[which provider?] processes your information on our behalf as our data processor. It acts only on our instructions under a written data processing agreement and cannot use your information for its own purposes. Your information is processed and stored in [where?], and [which provider?] [trains on your data?].

The legal basis for this processing

As [private practice or NHS service?], we rely on [lawful basis] together with Article 9(2)(h) UK GDPR (the provision of health care) as our lawful basis for using this tool. We meet our common law duty of confidentiality by being open with you about how it is used.

Your rights

You have the same rights over information processed by this tool as over the rest of your record: to ask for a copy, to ask us to correct it, to object to the processing, and to complain to the Information Commissioner's Office. To ask about any of this, contact [data protection contact].

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FAQ

Questions clinics ask before publishing

Short answers. The compliance guide has the long ones.

No. It is a template built around NHS England's ambient scribing guidance and the ICO's transparency requirements, written in plain language for patients. Adapt it with your data protection lead before you publish, and keep it in step with what your clinic actually does.

For direct care, UK GDPR does not require explicit consent as your lawful basis, but you must tell patients before processing starts and give them a real chance to say no. Most clinics ask verbally at the start of the appointment and back that up with signage and their website, which is what this notice describes.

That is your decision, and no regulator prescribes an answer. Some clinics keep it briefly as a supporting record so they can check or clarify the note if a question is raised; others delete it once the note is final. Whichever you choose, say so, because a retained transcript becomes part of the record patients can ask to see.

Yes. The wording is vendor-neutral. Choosing Motics fills in its published commitments on processing location, audio deletion and model training, plus its recommended setup, so a Motics clinic has very little left to do. For any other provider we leave clearly marked gaps for you to confirm with them, and the checklist reminds you to do it.

Want the fuller picture on DPIAs, consent and capacity, and what to ask any provider? Read the UK clinic AI compliance guide or take the two-minute tool finder.