Privacy Policy...

Welcome to the ZW Clinics Privacy Policy. We take the privacy rights of all our clients seriously and adopt a high standard of compliance and confidentiality within the practice.

If you choose to visit our practice:

When you choose to visit us at ZW Clinics, we are required to collect and store some personal, identifiable information about you, such as your name, date of birth, contact details, and address. This enables us to provide medical treatment and advice. We will also need to keep a brief medical history for you, as well as a record of any treatments we provide.

You will be asked to provide this information on your first appointment, and our staff will be happy to answer any questions you may have. We are required to keep this information for 8 years following the completion of treatment in adults. For children, the information is retained until the patients 25th birthday, or 26th birthday if the patient was 17 at the conclusion of treatment.

Data sharing

In order to help ZW Clinics in the provision of our services, we may be required on occasion to share personal information with trusted third parties. This may include the following people: General Practitioner – We may need to update your GP on your medical condition. Other Health Professional – if you need to be referred to another Health Professional, we may need to provide them information of previous treatments. This will be discussed with you prior to information being shared.

We provide individuals with all the following privacy policy information:

  • The name and contact details of our organisation.
  • The purposes of the processing.
  • The lawful basis for the processing.
  • The categories of personal data obtained (if the personal data is not obtained from the individual it relates to).
  • The recipients or categories of recipients of the personal data.
  • The retention periods for the personal data.
  • The rights available to individuals in respect of the processing.
  • The right to lodge a complaint with a supervisory authority.
  • The source of the personal data (if the personal data is not obtained from the individual it relates to).
  • The details of whether individuals are under a statutory or contractual obligation to provide the personal data (if applicable, and if the personal data is collected from the individual it relates to).

When to provide it

We provide individuals with privacy information at the time we collect their personal data from them. If we obtain personal data from a source other than the individual it relates to, we provide them with privacy information: within a reasonable period of obtaining the personal data and no later than one month; if we plan to communicate with the individual, at the latest, when the first communication takes place; or if we plan to disclose the data to someone else, at the latest, when the data is disclosed.

Changes to the information of the privacy policy

ZW Clinics regularly review and, where necessary, update our privacy information. If we plan to use personal data for a new purpose, we update our privacy information and communicate the changes to individuals before starting any new processing.

Best practice – drafting the information

ZW Clinics undertakes an information audit to find out what personal data we hold and what we do with it. We put ourselves in the position of the people we’re collecting information about. We carry out user testing to evaluate how effective our privacy information is.


At ZW Clinics, we use Motics Copilot, an AI-powered tool designed to enhance clinic sessions by creating accurate medical notes by transcribing consultations. This privacy policy explains our data practices in compliance with UK law and GDPR.

Data Collection and Use

During Consultations: Motics Copilot records and transcribes consultations, capturing dialogue which is converted to text using artificial intelligence. This data is processed using artificial intelligence to create a medical record of your session.

We use this data to create and maintain accurate medical records.

Data Sharing and Consent

Your data is not sold or rented. It may be shared with healthcare providers at ZW Clinics involved in your care. Audio recordings are deleted automatically 48 hours after recording.


Motics can only access data from a session when expressed written permission has been given to access this data for the purposes of technical support only.

Data Sharing

We prioritise the security of your data with measures like encryption and access controls, in line with GDPR requirements.

Your Rights

Under GDPR, you have the right to access, rectify, erase, and restrict processing of your data where applicable. You can also object to processing and request data portability.

Changes to This Policy

We may update this policy and will notify you of significant changes through our website or direct communication.