Privacy Notice
This notice describes how the Consultation Kelly pilot handles consultation content. It is written for the pilot release and will be replaced before any production launch.
Consultation Kelly is a proof of concept. Consultation records are stored in your browser on the device you used, not in a managed clinical system, and audio is sent to a third-party AI provider for transcription and analysis.
You remain the data controller for every conversation you record. Do not process personal or health data through the pilot unless your organisation has approved it and the participants have consented.
What we process
- Account data: name, email address, account status, sign-in timestamps.
- Consultation content: audio you record or upload, transcripts, speaker labels, summaries, insights and recommended actions.
- Metadata you enter: client/patient reference, consultation type, date and practitioner name.
Lawful basis and consent
Before each recording or upload you must confirm that every participant has been informed and has given explicit consent. That confirmation is stored with the consultation record and appears on exported reports. Where health data is discussed, explicit consent (UK/EU GDPR Article 9(2)(a)) is the basis relied on for the pilot.
Where data is stored
- Live audio is held in your browser's memory and sent in parts to the AI provider for transcription. It is not saved to our servers.
- Transcripts and insights are saved in your browser's local storage, scoped to your signed-in account on that device.
- Accounts, roles and audit events are stored in our managed cloud database hosted in the EU.
Retention
Consultation records stored on your device are automatically deleted 30 days after they are created. You can delete an individual consultation at any time from its page, or delete everything from your Account page. Account and audit records are kept for the duration of the pilot.
Sharing
Content is shared only with the processors listed on our subprocessors page. We do not sell data or use consultation content to train our own models.
Your rights
Individuals whose data is processed have rights of access, rectification, erasure, restriction, objection and portability. As the practitioner you can satisfy most requests directly using the delete and export controls in the app. For anything else, contact us at legal@axisbeamlabs.com.
Known limitations of the pilot
- Browser storage is not a security boundary — anyone with access to the device can read stored consultations.
- No data processing agreement is offered for the pilot by default.
- AI output can be inaccurate. Always review transcripts and insights before relying on them clinically or contractually.