Last updated: 15 September 2026
Audiolog, a service of BFG Hearing Solutions Limited ("we", "us"), provides AI-assisted documentation software for regulated professionals and trades that have to keep records — among them hearing care, fire safety, veterinary, physiotherapy, chiropractic, osteopathy, podiatry, optometry, aesthetics, counselling, occupational therapy, speech and language therapy, acupuncture, workplace hearing checks, fire risk assessment and property inventories. This policy explains how we handle personal data in line with the UK GDPR and the Data Protection Act 2018.
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.
Throughout this page, "record data" means the personal data you put into Audiolog about the people, animals or premises you write up: your patients, clients, employees, customers or tenants depending on your trade, and anyone else you mention in connection with them.
We do not store record data by default, we do not sell your data, and our AI providers are contractually prevented from training on your data (see Data Processing).
Performance of a contract (providing the service) and legitimate interests (running and securing it). Where you enter record data, you remain the controller of it and are responsible for your own lawful basis and for telling the people concerned. We process record data for you as your processor, under our Data Processing Terms.
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.
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.
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.
Last updated: 15 September 2026
Audiolog is a service operated by BFG Hearing Solutions Limited ("we", "us"). It is a documentation aid that helps generate notes, letters and reports from information you provide. It does not provide medical advice, diagnosis, or treatment.
You are the professional responsible for reviewing, correcting and approving every document before use. Clinical, technical and record-keeping responsibility remains entirely with you, the person who did the work and signs the record. Audiolog makes no clinical, engineering, compliance or commercial decision, and nothing it produces is advice.
You agree to use Audiolog lawfully, to hold the registrations, competence and indemnity your trade requires, and to obtain any consent required for your own processing.
You are responsible for keeping your login secure and for activity under your account.
Subscription fees, billing cycle and any free-trial terms are as shown at sign-up. Fees are exclusive of VAT.
To the maximum extent permitted by law, Audiolog is provided "as is". We are not liable for clinical, technical or commercial decisions, the accuracy of generated content you fail to review, or indirect losses. Nothing limits liability that cannot be limited by law.
Our Data Processing Terms form part of these Terms. They apply automatically to every account and set out how we process record data on your behalf.
These terms are governed by the laws of England & Wales.
Contact: contact@audiolog.co.uk.
Last updated: 17 June 2026
We aim to use the minimum cookies/local storage needed to run Audiolog.
You can clear cookies/local storage in your browser at any time. If we add non-essential cookies, we will request your consent first.
Last updated: 17 June 2026
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.
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.
| Provider | Purpose | Data & location |
|---|---|---|
| Google LLC (Gemini API) | Generating notes & letters, reading audiograms, dictation transcription | The consultation text you enter, after identifiers are removed as a best-effort safety net (see Safeguards below); dictation audio and any images you add, sent as they are. Paid tier under the Google Cloud Data Processing Addendum — no training on your data. USA; transfer safeguards apply. |
| Render, Inc. | Application hosting & database | Your account and saved notes. DPA in place; transfer safeguards apply. |
| GoDaddy / 123-Reg (secureserver.net) | Email alerts to us for new enquiries & sign-ups | Contact details from enquiry and sign-up forms only — no record data. |
| Umami (cloud.umami.is) | Privacy-friendly website analytics | Cookieless, aggregated usage statistics only — no personal data and no cross-site tracking. |
What is removed before your text reaches the AI provider depends on the trade you have selected. An identifier that matters in one trade means nothing in another, and removing the wrong thing would destroy the very record it is meant to protect: a service date and a site postcode are the record on a fire job, so neither is touched there.
In every trade we remove: the name in the name box, email addresses, and UK mobile numbers. On top of that, and depending on the trade:
The app tells you which of these apply before you generate anything: there is a line above the consultation box, and the same list in Help, naming exactly what will be removed for the trade you are using.
Two things are flagged on screen but not removed, in every trade: names following the titles Mr, Mrs, Ms, Miss, Dr or Master, and dates written in words (such as 3rd March 1948). You are warned on screen and asked to take those out before generating. This is a best-effort safety net, not a guarantee, so you are asked not to type names or identifiers into the consultation box at all. Images you add (such as an audiogram, a photograph of a panel or a screen capture) are sent as they are, so crop out anything showing a person's name or details before adding them. Dictation audio is sent as recorded to be typed up, so you are asked not to say a 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.
Last updated: 15 September 2026
These Data Processing Terms form part of our Terms & Conditions. They apply automatically to every 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 record data, these terms take priority.
"Record data" has the meaning given in the Privacy Policy: the personal data you put into Audiolog about the people, animals or premises you write up, whoever they are in your trade.
Your practice or business is the controller of the record 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 account 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.
We process record 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.
Everyone we allow to process record data is bound by a duty of confidentiality, either in their contract or by law.
We take the security measures that Article 32 of the UK GDPR requires. The measures in place today are:
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.
We help you respond to anyone who uses 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.
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.
We transfer record 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.
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:
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.
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.
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.