Privacy Policy

Last updated: 8 September 2026

FirstPhysio is a clinical scribing tool operated by HyperLogic Solutions Ltd (“we”, “us”). It is currently in private trial with a single clinic and is available by invitation only. This policy explains what we do and do not collect.

1. The short version

The application keeps nothing. No audio is recorded to disk, no transcript is stored, and no clinical note is saved by us. A consultation is transcribed as it happens, a draft note is returned to the clinician’s browser, and the clinician copies it into their own clinical system. When they close the page, nothing of that consultation remains with us.

2. Who is responsible for what

The application runs inside the clinic’s own cloud account, under the clinic’s own agreement with Amazon Web Services. The clinic is the data controller for its consultations. No patient audio, transcript or note passes through HyperLogic infrastructure.

We are the data controller only for enquiries sent through this website, and we operate the application on the clinic’s behalf.

3. What we collect

• Enquiry data: the clinic name, your name, email address, and optionally phone number, number of clinicians and any message you submit through the “Register your clinic” form.
• Session records: when a consultation is drafted, the application records that a session happened — an anonymous session identifier, which access code was used, the mode, timestamps and the number of characters transcribed. This is used to reconcile usage against the cloud bill. It contains no names, no transcript and no clinical content.

4. What we do not collect

• No patient names, dates of birth, addresses or contact details.
• No audio recordings. Audio is streamed for transcription and never written to storage.
• No transcripts and no SOAP notes.
• No accounts, passwords or login history — access is by invitation code, and there is nothing to register.
• No tracking or advertising cookies.

5. Patient consent

The application asks the clinician to tell the patient what is being used and to check that they are content, before anything starts. Obtaining appropriate consent remains the clinician’s professional responsibility.

6. Where processing happens

Transcription and note drafting run in the London region (eu‑west‑2) of Amazon Web Services, in the clinic’s own account, in transit over TLS. Content retention by the AI services is switched off at the account root, so the provider does not keep consultation content or use it to improve their models.

7. Sharing

We do not sell data and we do not share it for marketing. Amazon Web Services processes consultation content transiently, as described above. We disclose data where required by law.

8. Retention

Enquiries are sent to us by email and are not stored in a database; we keep them only as long as needed to respond and to keep a record of the enquiry. Session records are retained for billing reconciliation. Consultation content is not retained at all, because it is never stored.

9. Your rights

Under UK GDPR you may request access to, correction of, or deletion of personal data we hold about you, and may object to or restrict its processing. For enquiry data, contact us at firstphysio.ai@gmail.com. For anything relating to a consultation, the clinic is the controller and should be approached directly. You may also complain to the Information Commissioner’s Office at ico.org.uk.

10. Changes to this policy

We may update this policy. The date at the top shows when it last changed, and material changes will be notified to trial clinics directly.

11. Contact

For any privacy query: firstphysio.ai@gmail.com