Your consultation contains sensitive health information, which may include microbiome data. Any AI tool used for transcription or note generation will process the audio or video recording of your consultation. We only use tools that meet our data security and confidentiality standards, assessed in accordance with our Policy on AI Use and our Privacy Policy, both available at www.themicrobiomegroup.com/policies. Your data will not be used to train AI systems and will not be shared outside The Microbiome Group except where required by law.
Retention periods
Audio and video recordings are deleted within 7 days of sharing, or on request, whichever is sooner.
Transcripts and AI-generated notes are retained securely, together with the rest of your clinic notes, as follows:
• For adult clients, including vulnerable adults: for seven years from the date of the final session, or for as long as required under relevant law, regulation, policy, practice or procedure.
• For clients who are children or young people at the time of the consultation: for seven years after their 18th birthday, or seven years after their final session if that is later, or for as long as required under relevant law, regulation, policy, practice or procedure.
Withdrawing consent
You may withdraw consent for recording or transcription at any time before the consultation takes place or during the recoding, or request deletion of a recording or transcript, by contacting your practitioner or contact@themicrobiomegroup.com.
Withdrawal of consent or a deletion request will be acted on promptly.
If you wish to request deletion of your notes (including those generated from recordings and transcripts using AI), please contact us separately. Withdrawing consent does not affect the lawfulness of any processing carried out before withdrawal.
