Last updated: 17 June 2026
Audiolog, a service of BFG Hearing Solutions Ltd ("we", "us"), provides AI-assisted clinical-documentation software for hearing-care professionals. This policy explains how we handle personal data in line with the UK GDPR and the Data Protection Act 2018.
Data controller: BFG Hearing Solutions Ltd (trading as Audiolog), company no. [company number], registered office 3 The Valley Shopping Village, Team Valley Trading Estate, Gateshead, NE11 0EN, contact@audiolog.co.uk. ICO registration: 00014165049.
We do not store patient records by default, we do not sell your data, and our AI providers are contractually prevented from training on your data (see Data Processing).
Performance of a contract (providing the service) and legitimate interests (running and securing it). Where you are a clinician entering patient information, you remain the controller of that clinical data and are responsible for your own lawful basis and patient transparency.
We use trusted sub-processors (cloud hosting, AI, email and analytics providers) under data-processing agreements — each one is named in the Data Processing section below.
Saved notes are auto-deleted 24 hours after you mark them "transferred", and in any case within 90 days — a hard retention backstop that runs automatically. On-screen consultation content is held only transiently and cleared on sign-out or when you clear it. Account and enquiry data is kept while your account is active and for a reasonable period afterwards.
You may request access, correction, deletion, or portability of your personal data, and may complain to the ICO (ico.org.uk). Contact: contact@audiolog.co.uk.
Last updated: 17 June 2026
Audiolog is a service operated by BFG Hearing Solutions Ltd ("we", "us"). It is a documentation aid that helps generate clinical notes, letters and reports from information you provide. It does not provide medical advice, diagnosis, or treatment.
You are a qualified professional responsible for reviewing, correcting and approving every document before use. Clinical and record-keeping responsibility remains entirely with you, the signing clinician.
You agree to use Audiolog lawfully, to hold the appropriate registrations/indemnity for your practice, and to obtain any patient consent required for your own processing.
You are responsible for keeping your login secure and for activity under your account.
Subscription fees, billing cycle and any free-trial terms are as shown at sign-up. Fees are exclusive of VAT.
To the maximum extent permitted by law, Audiolog is provided "as is". We are not liable for clinical decisions, the accuracy of generated content you fail to review, or indirect losses. Nothing limits liability that cannot be limited by law.
These terms are governed by the laws of England & Wales.
Contact: contact@audiolog.co.uk.
Last updated: 17 June 2026
We aim to use the minimum cookies/local storage needed to run Audiolog.
You can clear cookies/local storage in your browser at any time. If we add non-essential cookies, we will request your consent first.
Last updated: 17 June 2026
Last updated: 17 June 2026
Where Audiolog processes personal data on your behalf, we act as your processor and you are the controller. A signed Data Processing Agreement (DPA) is available for clinic and enterprise customers.
We use the sub-processors below, each under a data-processing agreement. Where processing occurs outside the UK/EU, appropriate transfer safeguards (UK IDTA / SCCs / adequacy) are in place.
| Provider | Purpose | Data & location |
|---|---|---|
| Google LLC (Gemini API) | Generating notes & letters, reading audiograms, dictation transcription | The consultation content you enter (with the patient-name field removed and obvious identifiers stripped as a best-effort safety net). Paid tier under the Google Cloud Data Processing Addendum — no training on your data. USA; transfer safeguards apply. |
| Render, Inc. | Application hosting & database | Your account and saved notes. DPA in place; transfer safeguards apply. |
| GoDaddy / 123-Reg (secureserver.net) | Email alerts to us for new enquiries & sign-ups | Contact details from enquiry / sign-up forms only — no patient data. |
| Umami (cloud.umami.is) | Privacy-friendly website analytics | Cookieless, aggregated usage statistics only — no personal data and no cross-site tracking. |
Before consultation text reaches the AI provider, Audiolog removes the patient-name field and strips obvious identifiers (NHS number, dates of birth, postcodes, phone numbers, email addresses) as a best-effort safety net — not a guarantee. For that reason clinicians are asked not to type patient names or identifiers into the consultation box. Dictation audio is sent to the transcription provider as recorded and cannot be redacted. Data in transit is encrypted (HTTPS). Breaches are handled under our incident process and notified as required by law.
Request a DPA or our sub-processor list: contact@audiolog.co.uk.
Last updated: 17 June 2026
Audiolog uses artificial intelligence to draft documents from the information you provide. AI can make mistakes, omit details, or misinterpret input.