Issued 6th October 2026

This notice is for children and young people under 16 who come to ROC Clinic in Aberdeen or London or attend our video consultation service. Your parents or carers can read it with you. It now includes information about our AI scribe, which can help your doctor write notes. There is also a full privacy notice for adults.

What is a privacy notice?

A privacy notice tells you how our clinic uses information about you. This includes your name, address and date of birth, and all the notes your doctor or nurse writes about you in your health record.

Why do we need one?

The law says we must tell you what information we keep about you, why we keep it, and what we do with it. It also says we must keep it safe.

What is the law?

Great question! The law is called the UK General Data Protection Regulation (UK GDPR for short), together with the Data Protection Act 2018. These are rules that make sure your doctors, nurses and everyone else at the clinic look after your information properly and keep it safe.

How do you know about our privacy notice?

You can find it on our website, and we have copies at our clinics. If you would like a copy, just ask anyone on our team.

What information do we collect about you?

Don’t worry, we only collect the information we need to help keep you healthy. This includes:

• your name, address and date of birth
• information about your parents or carers
• your appointments, visits and phone calls with us
• your health record, treatments and medicines
• test results, scans and X-rays
• if you and your parent or carer agree, a recording of your appointment for the AI scribe (see below)
• anything else we need to look after you properly

How do we use your information?

We use your information to look after your health. Sometimes we need to share it with other doctors and nurses who are helping to care for you, for example at a hospital if you need to see a specialist or have an X-ray, or your NHS GP.

We will never use your information for anything else, like research, without asking you, or your parents or carers, first.

What if I have a long-term health condition?

If you have a health condition that lasts a long time, it is important that the other people looking after you know about it. We share what they need to know so that you get the right care when you need it.

How do we keep your information private?

We know how important it is to protect your information. We keep it on secure computer systems, only people who are looking after you can see it, and all our staff are trained to keep it safe. We keep health records for 30 years, because you might need them when you are grown up.

What is the AI scribe? (When a computer helps write your notes)

Sometimes your doctor might want to record what you talk about, so that a computer program called an AI scribe (AI stands for artificial intelligence) can help write up the notes. This means your doctor can look at you and listen, instead of typing.

• We always ask first. Your doctor will ask your parent or carer, and you, before anything is recorded. Nothing is recorded unless they agree.
• You can say stop. If you don’t want to be recorded, or you change your mind, just say so. The recording will stop and be deleted. That’s completely fine and you’ll get exactly the same care.
• Your doctor checks everything. The computer only writes a first draft. Your doctor reads it, fixes anything that’s wrong and decides what goes in your record. The computer never decides anything about your care.
• It stays safe and private. The recording stays in the UK, is locked so only the clinic can open it, and is never used to teach computers. It is deleted within 7 days.

For parents and carers: the AI scribe uses Microsoft Azure AI Speech to transcribe the consultation and a Microsoft Azure OpenAI model to draft the note, both hosted in the UK. Microsoft acts as our data processor, does not store the content for monitoring, and does not use it to train AI. The recording, transcript and draft are deleted within 7 days; the note your child’s clinician approves becomes part of their medical record. You can ask for a recording to be deleted early. More detail is in our adult privacy notice.

Don’t want to share?

All our patients, whatever their age, can say they don’t want their information shared. If you’re under 16, your parents or carers will usually help decide. Anyone on our team can explain what this means for you.

Can I see what’s written about me?

Yes. You have the right to see the information we keep about you. To do this, you (or your parents or carers) can ask our Data Protection Officer for a copy. This is called a Subject Access Request.

If you’re under 16, your parents or carers will usually ask for you. But if you’re old enough to understand what it means, you may be able to ask yourself. In Scotland, if you’re 12 or older, we will normally treat you as old enough. You can also ask us to correct anything that’s wrong.

What do I do if I have a question?

Ask anyone on our team, or your parents or carers. You can also contact our Data Protection Officer, Dr Cristina Romete, at cristina.romete@rochealthservices.com.

What if I’m not happy with how you look after my information?

If you are unhappy with how we have handled your information, please contact our Data Protection Officer, or our Clinic Managers at info@rochealthservices.com. You may also access the Complaints Policy and submit a complaint by accessing this link: https://rocprivateclinic.com/complaints/

You can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

how you prefer to be contacted, including whether you would like encrypted email.

Changes to this notice

We review this notice regularly. A copy is available in our clinics and on request. This notice was last updated on 6th October 2026.