AI Processing Notice

How Clinote uses AI

Clinote uses artificial intelligence services to help turn what you type or dictate into a structured professional training record. AI is used to transcribe dictation and to turn entry text into structured fields such as entry type, summary, indication, findings, plan, and difficulty.

We are developing further AI-assisted portfolio features to help you understand and organise your training record. Before a new feature processes your information in a way this notice does not describe, we will update this notice.

Where AI processing happens

Depending on the feature you use, the content you submit is sent securely from our systems in the EU to third-party AI infrastructure providers for processing. AI processing currently takes place in the United States.

We send only the content needed for the operation you request: the audio you dictate, or the entry text you type or review. Your account and profile details are not included. International transfers are covered by the safeguards described in our Privacy Notice.

Submit anonymised content only

The text or audio you submit is sent for AI processing in the form received for the relevant operation. Clinote does not automatically detect, change, or remove patient-identifiable information. You must never include patient names, NHS numbers, hospital numbers, dates of birth, contact details, addresses, or any other information that could identify a patient. Responsibility for keeping entries anonymised rests with you.

What happens to your entries

Whether you type or dictate, the content is processed to produce entry text and structured fields, which you review and edit before saving. If you save a voice entry, Clinote stores the transcript and your reviewed entry text. Clinote does not store the audio.

Training and retention

Model training on content submitted through Clinote's AI provider accounts is disabled.

Under our current AI provider's published standard data controls, some submitted content may be kept in abuse-monitoring logs for up to 30 days, subject to legal and safety exceptions. Retention periods can differ between AI operations.

Review before saving

AI output can contain errors. It can mishear, omit, misunderstand, or misclassify information. Always check and correct the transcript, entry text, summary, findings, date, and other structured fields before saving, exporting, or relying on them. The saved content remains your responsibility.

Not clinical decision support

Clinote uses AI to support professional training and administrative workflows. It is not an electronic patient record, hospital record system, diagnostic or clinical decision-making tool, source of medical advice, or substitute for required clinical documentation. It is not intended to provide patient-specific diagnosis or treatment recommendations, and its AI output must not be used to make decisions about patient care.

Our AI infrastructure, and the models and processing methods we use, may change over time as we improve the service. The date and version at the top identify the current notice.