Legal & Policies

Privacy Policy

Last updated: 15 September 2026

Audiolog, a service of BFG Hearing Solutions Limited ("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.

Who we are

Data controller: BFG Hearing Solutions Limited (trading as Audiolog), company no. 15317681, registered office 3 The Valley Shopping Village, Team Valley Trading Estate, Gateshead, NE11 0EN, contact@audiolog.co.uk. ICO registration: ZB659892.

What we collect

• Account & enquiry data — name, email, clinic name, the details you submit in our sign-up form.
• Consultation content you enter — clinical notes you type or dictate, any images you add (such as audiograms), and the documents Audiolog writes from them. Before typed text is sent to our AI provider, Audiolog removes common identifiers as a best-effort safety net, not a guarantee (the full list is under Safeguards in the Data Processing section). Dictation audio and images are sent as they are.
• Usage data — basic technical logs needed to run and secure the service.

What we do NOT do

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).

Lawful basis

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 process that patient information for you as your processor, under our Data Processing Terms.

Sharing

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.

Retention

Saved notes are deleted automatically. A note you have marked "transferred" is deleted once it is more than 24 hours old, counted from when the note was created, and every saved note is deleted once it is more than 90 days old. We check for notes to delete when the service starts, every 6 hours, and whenever your clinic's saved notes list is opened. On-screen consultation content is held only in your browser tab, and is cleared after 24 hours, when you sign out, or when you clear it. Account data is kept while your account is active; if you ask us to close your account, we delete it within 30 days unless the law requires us to keep something. Enquiry data is kept for a reasonable period so we can reply and follow up.

Your rights

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.

Terms & Conditions

Last updated: 15 September 2026

1. The service

Audiolog is a service operated by BFG Hearing Solutions Limited ("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.

2. Clinical responsibility

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.

3. Acceptable use

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.

4. Accounts

You are responsible for keeping your login secure and for activity under your account.

5. Fees

Subscription fees, billing cycle and any free-trial terms are as shown at sign-up. Fees are exclusive of VAT.

6. Liability

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.

7. Data processing

Our Data Processing Terms form part of these Terms. They apply automatically to every clinic account and set out how we process patient data on your behalf.

8. Governing law

These terms are governed by the laws of England & Wales.

Contact: contact@audiolog.co.uk.

Cookie Policy

Last updated: 17 June 2026

We aim to use the minimum cookies/local storage needed to run Audiolog.

• Strictly necessary — sign-in/session and your in-app preferences (e.g. accessibility settings stored on your own device). These don't require consent.
• Analytics / marketing — none currently.

You can clear cookies/local storage in your browser at any time. If we add non-essential cookies, we will request your consent first.

Cancellation & Refund Policy

Last updated: 17 June 2026

• Free trial: cancel any time during the trial and you won't be charged.
• Monthly plans: cancel any time; your plan runs to the end of the current billing period and is not renewed.
• Refunds: no refunds for the current billing period once it has started; cancelling stops all future billing.
• How to cancel: from your account page, or email contact@audiolog.co.uk.

Data Processing

Last updated: 15 September 2026

Where Audiolog processes personal data on your behalf, we act as your processor and you are the controller. Our Data Processing Terms apply automatically to every clinic account, and a countersigned copy is available on request.

Sub-processors

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.

Safeguards

Before typed consultation text reaches the AI provider, Audiolog removes: the name in the Patient name box; names after the titles Mr, Mrs, Ms, Miss, Dr or Master; NHS numbers; email addresses; UK phone numbers; UK postcodes; and dates written as numbers (such as 12/03/1948) and dates of birth. This is a best-effort safety net, not a guarantee, so clinicians are asked not to type patient names or identifiers into the consultation box. Images you add (such as audiograms or screen captures) are sent as they are, so crop out anything showing a patient's name or details before adding them. Dictation audio is sent as recorded to be typed up, so clinicians are asked not to say the patient's name, date of birth or address while recording. Data in transit is encrypted (HTTPS). Breaches are reported to you as set out in the Data Processing Terms.

For a countersigned copy of the Data Processing Terms, or our sub-processor list, email contact@audiolog.co.uk.

Data Processing Terms

Last updated: 15 September 2026

These Data Processing Terms form part of our Terms & Conditions. They apply automatically to every clinic account, with nothing extra to sign, and they cover the terms that Article 28(3) of the UK GDPR requires. If anything else in our Terms conflicts with them about patient data, these terms take priority.

1. Who does what

Your clinic is the controller of the patient data you put into Audiolog. We are your processor: BFG Hearing Solutions Limited (trading as Audiolog), company no. 15317681, registered office 3 The Valley Shopping Village, Team Valley Trading Estate, Gateshead, NE11 0EN, ICO registration ZB659892. Where we use clinic users' details for our own purposes, such as running accounts, billing and keeping the service secure, we are a controller and our Privacy Policy applies.

2. What we process, and why

• Subject matter: providing Audiolog, our AI note-writing service for hearing-care clinics, to your clinic.
• Duration: for as long as your clinic uses Audiolog, and afterwards only until the data is deleted as set out in section 10.
• Nature: receiving, storing, organising and deleting data; sending consultation content to our AI sub-processor to type up dictation, read images and write documents; returning the results to you; and keeping saved notes only when you choose to save them.
• Purpose: to turn your consultation information into draft documents for you to review, and to run and secure the service.
• Types of personal data: consultation text you type or dictate, dictation audio, images you add (such as audiograms, tympanograms and otoscopy images), the documents Audiolog writes, and saved notes with their references. This includes health data, which is special category data. We also process clinic user account data: names, work email addresses, clinic names, password hashes, and sign-up consent records.
• Categories of people: your patients (including anyone you mention about them, such as a relative or carer) and your clinic users.

3. Your instructions

We process patient data only on your documented instructions, including on any transfer of data outside the UK. Your instructions are these terms, our Terms & Conditions, and the choices you make when you use Audiolog. If UK law ever requires us to process the data in another way, we will tell you first, unless the law forbids that. If we think an instruction from you is unlawful or breaks data protection law, we will tell you straight away.

4. Confidentiality

Everyone we allow to process patient data is bound by a duty of confidentiality, either in their contract or by law.

5. Security (Article 32)

We take the security measures that Article 32 of the UK GDPR requires. The measures in place today are:

• All connections use HTTPS, and browsers are told to use only HTTPS (HSTS).
• Passwords are stored only as scrypt hashes with a random salt, and are checked with a timing-safe comparison.
• Each clinic's data is kept separate: every saved-notes request is limited to the signed-in clinic.
• Protection against cross-site request forgery: the server checks that requests come from our own site, and session cookies are HttpOnly and SameSite.
• Sign-in sessions use random tokens, end after 24 hours, and are cancelled when you sign out.
• Rate limits for each connection: sign-ups (6 an hour), website enquiries (8 an hour), AI document writing (30 a minute), transcription (20 a minute) and subscription set-up (10 a minute).
• Sign-in lockout: after 8 failed attempts from the same connection for the same email, sign-in is locked for 5 minutes.
• Security headers on every response, including a Content Security Policy and protection against framing and file-type sniffing.
• An audit log of security events, such as sign-ins, sign-ups and data downloads, that never records patient content.
• Automatic deletion of saved notes (see section 10).
• Before typed text is sent to the AI, identifiers are removed as a best-effort safety net (see Safeguards in the Data Processing section).
• AI requests go to Google's paid Gemini service, under the Google Cloud Data Processing Addendum shown in the sub-processor table.

6. Sub-processors

You give us general authorisation to use the sub-processors named in the table in the Data Processing section. We will email you at least 30 days before we add or replace a sub-processor. You can object during that time, and if we cannot resolve your objection, you can end the service before the change takes effect. Each sub-processor is bound by a written contract that places the same data protection obligations on it as these terms place on us, and we remain fully responsible to you for its work.

7. Helping with patients' rights

We help you respond to patients who use their data protection rights. In the app, go to Preferences (the gear button) > Your data & privacy, then choose Download all my data for a copy of everything held on your account, including saved notes, or Request account deletion to ask us to erase it. You can also delete a single saved note from Saved notes at any time. For anything else, email contact@audiolog.co.uk.

8. Security, impact assessments and breaches

We help you meet your own security duties, and give you reasonable help with data protection impact assessments (DPIAs) and any prior consultation with the ICO, taking into account the nature of our processing and the information available to us. If we become aware of a personal data breach affecting your data, we will tell you without undue delay, and within 48 hours of becoming aware, with the information you need to assess it and to report it.

9. Transfers outside the UK

We transfer patient data outside the UK only on your instructions (section 3) and only with the safeguards shown in the sub-processor table: the UK International Data Transfer Agreement (IDTA), Standard Contractual Clauses (SCCs), or adequacy.

10. Returning and deleting data

You can download your data from the app at any time (Preferences > Your data & privacy > Download all my data), including before you leave. When you ask us to close your account, we delete your account and its saved notes within 30 days of your request, unless the law requires us to keep them. While your account is open, saved notes are also deleted automatically:

• a note marked "transferred" is deleted once it is more than 24 hours old, counted from when the note was created;
• every saved note is deleted once it is more than 90 days old;
• we check for notes to delete when the service starts, every 6 hours, and whenever your clinic's saved notes list is opened.

11. Information and audits

We will give you the information you reasonably need to show that these terms are being met, and we will allow and contribute to reasonable audits, including inspections, by you or an auditor you appoint. Audits need reasonable notice, take place during normal working hours, and are subject to confidentiality.

12. A signed copy

These terms apply automatically, so nothing needs to be signed. If your organisation needs one for its records, a countersigned copy is available on request from contact@audiolog.co.uk.

AI Disclaimer

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.

• Generated content is a draft, not a final clinical record.
• You must review and correct every document before signing or sharing it.
• Audiolog does not diagnose, and any conditions it flags for referral are prompts for your clinical judgement, not determinations.
• Clinical responsibility remains with the signing clinician at all times.