PRIVACY POLICY
Effective Date: 25 March 2025
At Auxilis AI, we are committed to protecting your privacy and ensuring transparency about how we collect, use, and protect your data. This Privacy Policy explains how we process your personal information when you use our website or services, including interactions with our AI-powered GP receptionist system (“Jackie”) and our online forms.
1. Who We Are
Auxilis AI (“we”, “our”, or “us”) develops AI-powered conversational agents designed to support General Practices (GPs) in the UK by managing patient communications such as appointment booking, cancellations, and care navigation. We are registered in the United Kingdom and operate in accordance with UK data protection legislation, including the UK GDPR and Data Protection Act 2018.
2. What Information We Collect
We may collect and process the following types of personal information:
2.1 Information you provide directly
Contact forms / Demo request forms: When you fill out forms on our website to request a demo, consultation, or to contact us, we collect:
- Full name
- Email address
- Phone number (if provided)
- Practice name and size
- Any additional information you include in the message
2.2 Technical Data
- Your IP address
- Browser type and version
- Pages you visit and time spent on the site
- Cookies (see Section 7)
2.3 Patient data (via Jackie)
If you are a patient interacting with Jackie through a GP practice phone line, Jackie may collect:
- Your spoken responses (voice data)
- Information necessary to fulfill your request (e.g., name, date of birth, appointment preferences)
- Relevant health-related data (only to the extent needed for the requested action)
Note: Patient data handled by Jackie is accessed only through authorized GP systems and never stored or used outside the context of providing the service on behalf of your GP practice.
3. How We Use Your Information
We use your information for the following purposes:
| Purpose | Legal Basis |
| Responding to demo requests and enquiries | Consent / Legitimate interest |
| Operating and maintaining our website | Legitimate interest |
| Improving our services and user experience | Legitimate interest |
| Delivering the Jackie service via your GP | Performance of a contract (with the GP) |
| Ensuring security and compliance with NHS standards | Legal obligation / Legitimate interest |
4. Data Sharing and Third Parties
We do not sell your data.
We may share your information with trusted third parties in the following cases:
- With GP practices using Jackie, for the purpose of delivering the service
- With our IT and hosting providers (e.g., UK-based cloud providers)
- With regulators or public authorities if legally required (e.g., ICO, NHS bodies
All third parties are contractually bound to handle your data securely and in compliance with GDPR.
5. Data Storage and Security
We take data protection seriously and implement robust security measures, including:
- Encryption of data in transit and at rest
- Role-based access controls
- Regular audits and compliance with NHS standards (including DSPT)
- Hosting on UK-based servers compliant with NHS and GDPR requirements
6. Your Rights Under GDPR
You have the right to:
- Access your personal data
- Correct inaccurate or incomplete data
- Request erasure (“right to be forgotten”)
- Object to processing in certain circumstances
- Restrict processing
- Data portability (where applicable)
To exercise your rights, please contact us at privacy@auxilis.ai.
If you are unhappy with how we handle your data, you can also lodge a complaint with the Information Commissioner’s Office (ICO).
7. Cookies and Tracking Technologies
We use cookies to improve your experience on our website. These include:
- Essential cookies (for site functionality)
- Analytics cookies (e.g., Google Analytics)
You can manage or disable cookies in your browser settings.
8. Data Retention
We retain personal information only for as long as necessary:
- Contact/demo form submissions: up to 12 months
- Technical logs: up to 6 months
- Patient interaction logs (where stored securely): as specified in agreement with GP practices and in line with NHS retention policies.
9. Children’s Privacy
Our website and services are not intended for individuals under 16. We do not knowingly collect personal data from children.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website. We encourage you to review it periodically.
11. Contact Us
For any questions or concerns about this Privacy Policy or how we handle your data, please contact:
Auxilis AI
Email: privacy@auxilis.ai
Website: https://www.auxilis.ai
