Privacy Notice

This notice explains how we process personal data when you use the clinical report generator. It applies under the UK GDPR and the Data Protection Act 2018.

Who we are

Controller: ReporaPro (contact: contact@reporapro.com).

This service is designed for use by registered healthcare professionals only. When you (a healthcare professional) enter clinical data into this form, you are the data controller for that patient data. We act as a data processor, processing data on your behalf to generate clinical reports and DSM-5 summaries.

We use third-party processors (OpenAI) to provide AI services. All personal data is pseudonymised before being sent to external AI services.

What we process

When you enter clinical assessment data into the web form, it contains personal data and special category data (health information) relating to your patients. This includes patient identifiers (first name, age, pronouns), family background, developmental history, clinical observations, and assessment findings.

We process only the data you enter into the form fields. All personal identifiers (names) are automatically pseudonymised before any data is sent to external AI services, and real names are restored only in the final output returned to you.

Form data is temporarily stored in your browser's local storage to enable report generation. This data remains on your device and is not transmitted until you click "Generate Report" or "Generate DSM-5".

Purposes and lawful bases

This service processes personal data for the following purposes:

• Generate clinical reports and DSM-5 summaries: Article 6(1)(b) contract (necessary to provide the service you have requested); and Article 9(2)(h) health or social care purposes (processing necessary for medical diagnosis and clinical assessment).
• Service operation and security: Article 6(1)(f) legitimate interests.

As a registered healthcare professional, you are responsible for ensuring you have an appropriate lawful basis for processing the patient data you enter. This service is a tool to assist you in your clinical work and does not replace your professional obligations regarding patient confidentiality and data protection.

Processors and international transfers

We use trusted sub-processors to provide this service:

• Render: Sub-processor for transit and compute (hosting infrastructure). Render processes data in transit and provides the compute environment where the application runs.
• OpenAI: Sub-processor for AI model inference. OpenAI processes pseudonymised data to generate clinical reports and DSM-5 summaries. We have a data retention addendum in place with OpenAI that governs how long data is retained by their services.

Where data is transferred outside the UK, we rely on appropriate safeguards such as the UK IDTA/SCCs. Copies of relevant transfer mechanisms and the OpenAI data retention addendum are available on request.

Data minimisation

Only information required to produce the report should be entered. We encourage pseudonymisation (e.g., first name only) where possible. The system automatically pseudonymises all client names before transmission to external services.

Retention

We do not retain form data or generated outputs on our servers. All data processing occurs in-memory during the report generation process. Once the report is delivered to you, all server-side data is immediately deleted. Form data stored in your browser's local storage remains on your device and can be cleared at any time through your browser settings.

Data Retention Schedule

This schedule explains how long we keep data processed by the clinical report generator and how deletion works. Retention periods are designed for data minimisation and to support UK GDPR compliance.

Data Categories

Data category	Retention period	Rationale	Deletion method
Form data submitted for processing	Immediate deletion after processing	Data is processed in memory only and deleted immediately after the report is generated and returned to you. No form data is stored on disk.	Automatic deletion from memory buffers immediately after processing completes.
Generated report text and DOCX files	Immediate deletion after delivery	Reports are generated and returned to you immediately. Once delivered, all data is deleted. No copies are retained on our servers.	Automatic deletion from memory immediately after the report is sent to your browser.
Audit logs (metadata only, no patient data)	30–90 days	Security monitoring, compliance, and troubleshooting. Contains only metadata (timestamps, IP addresses, event types) - no patient names, clinical notes, or report content.	Automated log rotation and deletion.
Support communications	Up to 12 months	Customer support history and dispute resolution.	Periodic review and deletion.
Browser local storage (client-side only)	Until cleared by user or browser cache cleared	Form data is stored locally on the user's device to enable report generation. This data never leaves the user's device and can be cleared at any time through browser settings.	User-controlled through browser settings or automatic browser cache clearing.

Data minimisation

We follow the principle of data minimisation: we only process data for as long as necessary to provide the service. Once your report is generated and delivered, all form data and generated outputs are immediately deleted. No patient data is retained on our servers after processing.

Note on OpenAI data retention: We have a data retention addendum in place with OpenAI that governs data retention periods for data processed by their AI services. This addendum ensures compliance with our data minimisation principles and UK GDPR requirements. Details of the addendum are available on request.

Audit logs

We maintain audit logs for security and compliance purposes. These logs contain only metadata (timestamps, IP addresses, event types) and do not include any patient names, clinical notes, or report content. Audit logs are retained for 30–90 days and then automatically deleted.

Changes

We may adjust retention periods for security, legal, or operational reasons. Material changes will be reflected on this page.

Your rights

You can request access, rectification, erasure, restriction, objection, and data portability where applicable. Contact: contact@reporapro.com. You can complain to the ICO at ico.org.uk.

Security

We protect data with encryption in transit, access controls, and least‑privilege administration. We maintain incident response procedures and will notify you of personal data breaches when legally required.

Children's data

Where children's data is processed, we apply heightened safeguards and expect users to have a lawful basis to provide such information.

Contact

Questions about this notice or our data practices: contact@reporapro.com.