Privacy and security
What the software is for
Report Copilot is documentation and administration software for registered counsellors, psychotherapists and practitioner psychologists in private practice. It prepares text drafts of reports and letters from the notes, scores and entries you record, and it exports them after you have reviewed and signed them.
It does not assess, predict or recommend, it does not interpret questionnaire scores, and it gives no alerts. It is not for emergencies. This is our own reading of the MHRA guidance on digital mental health technology. It is not a decision, approval or endorsement by the MHRA, and it is not an endorsement by the NHS.
Where data is processed
Content data are stored and processed in Germany, on servers of Hetzner Online GmbH. The UK treats the EEA as providing adequate protection, so no additional transfer agreement is needed for that hosting. Language-model drafting runs in the EU, with no storage of prompts or answers and no training on your data.
The provider is a natural person established in Türkiye (see the company details). There is no UK adequacy regulation for Türkiye, and we have not appointed a UK representative under Article 27 UK GDPR yet. For that reason the pilot accepts fictional or fully anonymised cases only. Before any real client data is accepted, we will name the representative here and each practice will sign our data processing agreement together with the ICO International Data Transfer Agreement.
How data is protected
- Content is encrypted in the application with a key per practice.
- Cases carry a client reference. Names, postcodes, phone numbers, NHS and National Insurance numbers and similar details are masked before any text reaches a language model.
- Access is limited by role. The authorisation number is visible to the treating therapist only.
- Every sentence of a draft links to its source. A sentence without a source cannot be exported.
- We hold no security certification of our own at present. Our hosting provider holds its own certificates.