Privacy Notice

Who we are

Auxilis AI Ltd (Company No. 15027691), registered in United Kingdom ("Auxilis", "we", "us"), operates the website at auxilis.ai and develops the Jackie AI voice receptionist product for NHS GP surgeries.

For the purposes of UK data protection law, Auxilis AI Ltd is the data controller for personal data collected through this website.

Contact us about data matters: hello@auxilis.ai

About this notice

This Privacy Notice explains how we collect, use, store, and protect personal information when you visit auxilis.ai or contact us using the forms or email address on this site. It does not cover the Jackie product itself — patient data processed via Jackie is handled under separate data processing agreements with the GP practices that deploy Jackie, as set out in the section below.

This notice is reviewed periodically and updated whenever our practices change.

What personal data we collect from this website

Demo / enquiry form

When you submit a demo request or enquiry, we collect the information you provide:

• Name
• Email address
• Practice or organisation name
• Your role
• Your message or question (optional free text)

We use this information solely to respond to your enquiry and, where relevant, to arrange a product demonstration. We do not use it to add you to a marketing list without your separate consent.

Website analytics

We collect basic analytics to understand how visitors use the site — for example, which pages are visited, approximate geographic region (country/region level), and referral source. We do not use third-party advertising trackers. Analytics data is aggregated and does not identify you as an individual.

Data you send by email

If you contact us directly by email, we will hold your email address and the contents of your message in order to reply to you. We do not add email correspondents to mailing lists without consent.

Lawful basis for processing

We rely on the following lawful bases under the UK GDPR:

• Legitimate interests (Article 6(1)(f)) — for responding to demo and enquiry requests, where it is in our legitimate interest to follow up with people who have contacted us about our product, and where doing so is not overridden by your interests or rights.
• Legitimate interests — for aggregated, privacy-preserving website analytics that help us improve the site.
• Compliance with a legal obligation (Article 6(1)(c)) — where we are required to retain records by law.

How we use your data

• To respond to your enquiry or demo request.
• To arrange and follow up on product demonstrations.
• To improve our website and communications based on aggregated analytics.
• To comply with any legal obligations placed on us.

We do not sell your data. We do not use it for automated profiling or algorithmic decision-making that affects you. We do not share it with third parties for their own marketing.

Who we share your data with

We share personal data only where necessary:

• Service providers acting as data processors on our behalf — for example, email delivery, form processing, and analytics infrastructure. These processors are contractually bound to process data only on our instructions and to maintain appropriate security measures.
• Legal authorities — where we are legally required or court-ordered to disclose information.

We do not transfer personal data outside the United Kingdom except where adequate protection is in place — for example, where a provider holds UK adequacy status or where Standard Contractual Clauses are in effect.

UK data residency

Personal data collected through this website is stored and processed within the United Kingdom. Our core infrastructure and data storage are UK-resident, which is consistent with the data residency commitments we make to NHS customers for the Jackie product.

How long we keep your data

• Enquiry and demo form submissions — we retain these for up to 24 months from the date of submission, or until you ask us to delete them, whichever is sooner. Where a submission leads to a commercial relationship, we retain relevant records for the duration of that relationship and for a period of six years thereafter, in line with standard contractual limitation periods.
• Email correspondence — retained for up to 24 months unless it relates to an ongoing matter.
• Analytics data — aggregated and anonymised; no personally identifiable retention.

Patient data and the Jackie product

Jackie is deployed by GP practices who are themselves data controllers for their patients' information. Auxilis AI Ltd processes patient call data as a data processor, acting on the written instructions of each practice under a formal Data Processing Agreement (DPA).

This website does not collect, receive, or process any patient health data. Patient information handled by Jackie is entirely separate from the data flows described in this Privacy Notice. Practices wishing to understand Jackie's data processing in detail should refer to the DPA and the Information Governance pack provided at onboarding, or contact us at hello@auxilis.ai.

Your rights under UK GDPR

Under UK data protection law you have the following rights in relation to personal data we hold about you:

• Right of access — to request a copy of the data we hold about you.
• Right to rectification — to ask us to correct inaccurate or incomplete data.
• Right to erasure — to request deletion of your data where there is no compelling reason for us to continue processing it.
• Right to restriction — to ask us to pause processing in certain circumstances.
• Right to data portability — to receive your data in a structured, commonly used format where processing is based on consent or contract and carried out by automated means.
• Right to object — to object to processing based on our legitimate interests. We will cease processing unless we can demonstrate compelling legitimate grounds that override your interests.
• Rights related to automated decision-making — we do not carry out automated decision-making with legal or similarly significant effects on individuals via this website.

To exercise any of these rights, or to raise a concern about how we handle your data, please contact us at hello@auxilis.ai. We will respond within one calendar month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) — the UK supervisory authority for data protection — if you believe we have not handled your data appropriately. The ICO's helpline is 0303 123 1113.

Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, destruction, or alteration. These include encrypted data transmission (TLS), access controls, and periodic security reviews. Our infrastructure holds Cyber Essentials Plus certification.

Changes to this notice

We may update this Privacy Notice from time to time to reflect changes in our practices or in applicable law. The "Last updated" date at the top of this page will reflect any revision. Where changes are material, we will take reasonable steps to bring them to your attention.

Auxilis AI Ltd · Company No. 15027691 · United Kingdom