Privacy Policy

Last updated August 16, 2026

This Privacy Notice for Health Narrator Limited ('we', 'us', or 'our'), describes how and why we might access, collect, store, use, and/or share ('process') your personal information when you use our services ('Services'), including when you:

Visit our website at https://www.healthnarrator.com, or any website of ours that links to this Privacy Notice
Use Health Narrator. A product that enables healthcare providers to summarise, search and get recommendations from a patient's electronic medical documents, and that supports medico-legal professionals in reviewing medical records and preparing expert reports. Health Narrator also offers an optional feature that turns dictated notes about a consultation or assessment into AI-generated draft transcripts.
Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at hello@healthnarrator.com.

Summary of Key Points

This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by using our table of contents below to find the section you are looking for.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. If you use the dictation feature, this includes your dictated audio notes.

Do we process any sensitive personal information? Some of the information may be considered 'special' or 'sensitive' in certain jurisdictions, for example your racial or ethnic origins, sexual orientation, and religious beliefs. We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law.

Do we collect any information from third parties? We do not collect any information from third parties.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties, including the trusted service providers (data processors) described in Section 4 who help us run the Services.

Where do we process your information? Our Services are hosted in the United Kingdom. The transcription of dictated notes is carried out for us in the European Economic Area — see Section 7.

How do we keep your information safe? We have adequate organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.

How do you exercise your rights? The easiest way to exercise your rights is by visiting https://www.healthnarrator.com/contact, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

What Information Do We Collect?
How Do We Process Your Information?
What Legal Bases Do We Rely on to Process Your Personal Information?
When and with Whom Do We Share Your Personal Information?
Do We Use Cookies and Other Tracking Technologies?
Do We Offer Artificial Intelligence-based Products?
Where Do We Process Your Information? (international Transfers)
How Long Do We Keep Your Information?
How Do We Keep Your Information Safe?
Do We Collect Information from Minors?
What Are Your Privacy Rights?
Controls for Do-not-track Features
Data Subject Rights for Patients and Claimants
Do We Make Updates to This Notice?
How Can You Contact Us About This Notice?
How Can You Review, Update, or Delete the Data We Collect from You?

1. What Information Do We Collect?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

email addresses
patient medical documents
audio for transcription, and the transcripts generated from it (only where you or your organisation choose to use the feature). Currently this is dictation only: you record your own spoken notes after a consultation or assessment, and nothing of the patient or claimant is recorded. If we introduce recording of consultations themselves, it will only ever take place with the participants' knowledge and consent and we will update this notice first

Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:

health data (including health information contained in recorded consultations, assessments and their transcripts)

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies. You can find out more about this in our Cookie Notice: https://www.healthnarrator.com/cookie-policy.

The information we collect includes:

Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called 'crash dumps'), and hardware settings).

2. How Do We Process Your Information?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual's vital interest, such as to prevent harm.
To support the delivery of individual care. A patient's medical records are processed so that Health Narrator can support users in delivering individual care
To support the preparation of medico-legal reports. A claimant's medical records and assessment materials are processed on the instructions of the responsible medico-legal professional, to support the preparation of expert reports and related documents for actual or prospective legal proceedings.
To provide dictation and transcription. Where the feature is used, your dictated audio notes about a consultation or assessment are processed to produce a draft transcript for your verification.

3. What Legal Bases Do We Rely on to Process Your Personal Information?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect your rights, or to fulfil our legitimate business interests.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
Performance of a Contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you. This includes where we act as a supplier under contract to healthcare providers and to medico-legal professionals such as expert witnesses, medico-legal agencies and instructing solicitors.
Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
Analyse how our Services are used so we can improve them to engage and retain users
Diagnose problems and/or prevent fraudulent activities
Understand how our users use our products and services so we can improve user experience
Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

Where we process special category data (such as health data), we rely on the following UK GDPR Article 9 conditions: Article 9(2)(h) (processing necessary for medical diagnosis, the provision of health or social care or treatment, or the management of health or social care systems and services, with the safeguards in the Data Protection Act 2018) for care-related processing; and Article 9(2)(f) (processing necessary for the establishment, exercise or defence of legal claims) for all medico-legal processing — including the review and summarisation of a claimant's medical records, assessment recordings and transcripts, and the preparation of expert reports for actual or prospective legal proceedings. The dictation feature records only your own voice; any future recording of a consultation or assessment itself would only take place with the knowledge of the participants and, for medico-legal assessments, the explicit consent of the person being assessed.

4. When and with Whom Do We Share Your Personal Information?

In Short: We may share information in specific situations described in this section and/or with the following third parties.

We may need to share your personal information in the following situations:

Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
Service Providers (Data Processors). We use a small number of trusted service providers to run the Services. They act on our documented instructions under data processing agreements that meet UK GDPR Article 28, and they may not use your information for their own purposes (including training their AI models). They comprise: a cloud hosting and AI processing provider (United Kingdom); an authentication provider; and a specialist healthcare speech-to-text provider (European Economic Area). An up-to-date named list is available on request from hello@healthnarrator.com, and is provided to client organisations in their agreement with us.

5. Do We Use Cookies and Other Tracking Technologies?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

We permit service providers to use tracking technologies on our Services for analytics and service improvement only, with masking applied to sensitive content. We do not display third-party advertising on our Services or use your information for advertising.

Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice: https://www.healthnarrator.com/cookie-policy.

6. Do We Offer Artificial Intelligence-based Products?

In Short: We offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies.

As part of our Services, we offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies (collectively, 'AI Products'). These tools are designed to enhance your experience and provide you with innovative solutions. The terms in this Privacy Notice govern your use of the AI Products within our Services.

Use of AI Technologies

We provide the AI Products through third-party service providers ('AI Service Providers') — providers of large language model services (accessed within our UK cloud environment) and a specialist healthcare speech-to-text provider (processing in the EEA); a named list is available on request. As outlined in this Privacy Notice, your input, output, and personal information will be shared with and processed by these AI Service Providers to enable your use of our AI Products for purposes outlined in 'WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?' Our agreements with AI Service Providers prohibit them from using your information to train their models or for any purpose other than providing the service to us. You must not use the AI Products in any way that violates the terms or policies of any AI Service Provider.

Our AI Products

Our AI Products are designed for the following functions:

AI applications
Natural language processing
Text analysis
Speech-to-text transcription of dictated notes. AI-generated transcripts and summaries are drafts: they are labelled as AI-generated and must be reviewed and verified by the responsible professional before being relied on.

How We Process Your Data Using AI

All personal information processed using our AI Products is handled in line with our Privacy Notice and our agreement with third parties. This ensures high security and safeguards your personal information throughout the process, giving you peace of mind about your data's safety.

7. Where Do We Process Your Information? (international Transfers)

In Short: Our Services are hosted in the United Kingdom. Transcription of dictated notes is carried out in the European Economic Area (EEA).

Our core platform, including document storage and AI summarisation, is hosted in the United Kingdom. Where the dictation feature is used, your dictated audio is transmitted securely to our specialist transcription provider and processed within the EEA. Transfers of personal data from the UK to the EEA are permitted under the UK's adequacy regulations, which cover all EEA countries, so your information receives an equivalent standard of legal protection. We do not transfer your personal information outside the UK and EEA. Audio is deleted from the provider's systems once your transcript has been delivered (with a 30-day backstop), and the provider may not use your information for any purpose other than providing transcription to us.

8. How Long Do We Keep Your Information?

In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than one (1) month past the termination of the user's account. Dictated audio is kept only until the transcript has been generated and delivered, and is deleted from our transcription provider on delivery (with a maximum backstop of 30 days). Transcripts are handled in the same way as other clinical documents: they are anonymised before storage and the anonymised data is retained for three (3) years.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

9. How Do We Keep Your Information Safe?

In Short: We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

10. Do We Collect Information from Minors?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent's use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at hello@healthnarrator.com.

11. What Are Your Privacy Rights?

In Short: In some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Switzerland, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

In some regions (like the EEA, UK, and Switzerland), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section 'HOW CAN YOU CONTACT US ABOUT THIS NOTICE?' below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section 'HOW CAN YOU CONTACT US ABOUT THIS NOTICE?' below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. For further information, please see our Cookie Notice: https://www.healthnarrator.com/cookie-policy.

If you have questions or comments about your privacy rights, you may email us at hello@healthnarrator.com.

12. Controls for Do-not-track Features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ('DNT') feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

13. Data Subject Rights for Patients and Claimants

We will comply with any existing processes that the healthcare provider has in place for maintaining data subject rights for patients. Where Health Narrator is used for medico-legal purposes, we will likewise support the instructing professional or organisation (as controller) in fulfilling the data subject rights of claimants and other individuals whose information is processed, subject to the exemptions that apply to processing for the establishment, exercise or defence of legal claims.

14. Do We Make Updates to This Notice?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated 'Revised' date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

15. How Can You Contact Us About This Notice?

If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO) by email at hello@healthnarrator.com, by phone at +44 20 3769 6368, or contact us by post at:

Health Narrator Limited
Data Protection Officer
Hammer Tower
Penshurst Road
Tonbridge, Kent
TN11 8HZ
United Kingdom

16. How Can You Review, Update, or Delete the Data We Collect from You?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please visit: https://www.healthnarrator.com/contact.