Privacy Policy
Brobots Ltd ("we", "our", "us") provides AI-assisted pre-consultation support services designed for clinics and healthcare practices. We are committed to protecting your privacy and handling personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Our registered address is 90 Vicars Moor Lane, London. You can contact us at info@brobots.uk for all privacy-related matters.
1. Information We Collect
We may collect the following categories of data:
- Clinic information: service details, FAQs, treatment descriptions, and other content provided to configure your assistant. This may include information publicly available on your website as well as additional information you provide to improve the service.
- End-user information: names, contact details, and enquiries submitted by visitors interacting with the assistant.
- Technical data: usage logs, IP addresses, browser/device type, and interaction analytics.
We do not request or store sensitive medical records or protected health information (PHI).
2. How We Use Information
We process personal data to:
- Operate and provide our services.
- Forward enquiries or booking requests to clinics.
- Improve performance, troubleshoot issues, and monitor service quality.
- Comply with legal and regulatory requirements.
We keep each client's configuration data strictly separate. Content you provide will never be shared with other clients or used to train unrelated models.
3. Legal Basis for Processing
- Contract: to deliver services to our clients.
- Legitimate interest: improving functionality, ensuring compliance, and preventing misuse.
- Consent: where required (e.g. for marketing communications).
4. Data Storage & Security
Where possible, all data is hosted in the UK/EU. We use secure servers, encryption, and access controls to protect information. Data is retained only for as long as necessary to fulfil the purposes above, unless a longer period is required by law.
5. Sharing Data with Third Parties
We may share limited data with service providers (e.g. hosting, payment processors such as Stripe) and regulatory authorities where legally required. We do not sell personal data to third parties.
We use trusted third-party providers to deliver functionality, including Chatbase and OpenAI. These processors handle interaction data solely for providing the service and do not use this data to train public AI models.
6. International Transfers
Some data processed by Brobots may be transferred outside the UK/EU, including to the United States, where service providers such as Chatbase and OpenAI are located. These transfers are safeguarded through Standard Contractual Clauses (SCCs) or the UK International Data Transfer Agreement (IDTA), and we ensure data minimisation — no transfer of patient medical records.
7. Your Rights
Individuals have the following rights regarding their data:
- Access to their data
- Correction of inaccurate information
- Erasure ("right to be forgotten")
- Restriction or objection to processing
- Data portability
Requests can be made by contacting us at info@brobots.uk.
8. Children's Data
Our services are intended for general enquiries and bookings. We do not knowingly collect or process data from children under 16 without parental consent.
9. Changes to This Policy
We may update this Privacy Policy from time to time. Updated versions will be published on our website with a revised "last updated" date.
10. Contact & Complaints
For questions, concerns, or data requests, please contact:
Brobots Limited
90 Vicars Moor Lane, London
info@brobots.uk
Company number: 16666479
If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO): ico.org.uk.