AI ADDENDUM TO PRIVACY POLICY

1.   INTRODUCTION  
We respect your privacy and are committed to protecting your personal data. This privacy notice explains how The Leicestershire Psychology Service Ltd processes personal data when using AI tools and ensures compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This notice is supplemental to our Privacy Notice that you can view at https://www.leicestershirepsychology.co.uk/privacynotice.html 

2.  AI TOOLS IN USE
AI refers to a broad category of technologies and methods designed to emulate human thinking and tackle complex challenges. We use AI tools to support business operations, including [e.g., recruitment, customer service, and data analysis and clinical record keeping. These tools may process personal data to improve efficiency, enhance accuracy, and optimise service delivery.

3.  WHAT DATA DO WE COLLECT?

In using the AI tools, we may process the following types of personal data:

• Contact Details: Full name, email address, telephone number, etc.
• Professional Information: Job title, employer details.
• Financial Information: Payment details, billing information.
• Other Data: Information provided through correspondence or uploaded documents.
• Sensitive Health Data: Information shared with us through consultation appointments.

4.  HOW DO WE COLLECT YOUR DATA?
We collect data directly from you, such as through:

• Online forms or surveys.
• Email correspondence.
• Uploaded files and documents.
• Appointment consultations.

5.  WHY DO WE USE YOUR DATA?  
We process personal data to:

• Improve the quality and speed of our business processes.
• Deliver services more effectively and efficiently.

6.  WHAT IS THE LAWFUL BASIS FOR PROCESSING?
Our lawful ground of processing is Legitimate Interests in that we are enhancing our service delivery and business efficiency. If we need to process special category data we will ensure that we do so in a compliant way which may include obtaining your explicit consent to such processing.

7.  HOW WE PROTECT YOUR DATA  

• Data processed through our AI tools is protected by encryption and security measures.
• Any external AI providers we work with act as data processors under strict contractual agreements ensuring compliance with UK GDPR.
• We assess the impact of AI on your data through regular audits and testing to ensure fairness, accuracy, and transparency. We do not make solely automated decisions that have legal or similarly significant effects without your explicit consent or appropriate safeguards in place.

8.  THIRD PARTY INVOLVEMENT
We use Heidi Health Trading Pty Limited as a data processor. We have agreements in place with such data processors to ensure the privacy of your personal data. None of your data is used to improve their tools. For details on their privacy standards, refer to their https://www.heidihealth.com/uk/legal/ukgdpr-compliance-policy and https://www.heidihealth.com/uk/legal/privacy-policy.
The Heidi Health Trading Pty Limited privacy policy states: “For the sake of clarity, all sensitive health information undergoes a pseudonymization process where all personal identifiers that can reasonably identify an individual are removed, ensuring there is no reasonable likelihood of re-identification by malicious actors. Any sensitive health information is only retained for the duration as requested by the practitioner. For the avoidance of any doubt, no patient data from users is used to train, develop, or improve any of our AI models”. 
We use Microsoft Azure OpenAI, Chat GPT, Gemini as a data processor for non personal data. 

9.  CHANGES TO THIS NOTICE
We may update this notice from time to time. Please check this page periodically for updates.

10. CONTACT INFORMATION
For queries regarding this notice, contact:

The Leicestershire Psychology Service Ltd
Hygge House, 659 Melton Road, Thurmaston, LE4 8ED
info@leicestershirepsychology.co.uk

Version 1: 19.05.25