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With Dr. Iulia Danciut, Lifestyle Neurologist. Where neurology meets lifestyle medicine. Let your brain design a beautiful life.

Effective Date: 08 September 2025  |  Last Updated: 09 June 2026

  1. Introduction

This AI Usage Policy explains how Beautiful Life…Style Ltd. uses artificial intelligence (AI) tools in our services and what this means for you. For general data protection information, please refer to our main Privacy Policy.

This policy has been updated to reflect the addition of Heidi, an AI-powered clinical documentation tool used to assist your clinician with note-taking, consultation summaries, and clinical correspondence.

  1. How We Use AI

We use AI technology to enhance our services in several ways:

General Business Use

  • Content creation (blogs, emails, social media)
  • Customer support assistance
  • Administrative tasks and scheduling
  • Research and idea generation

Specialised AI Services

  • Meal Refine Individual: Personalised AI meal planning service for individuals, where we create custom AI assistants trained on your specific dietary needs, preferences, and health information.
  • Meal Refine Plus (Family): Comprehensive AI meal planning for entire households, accommodating multiple family members’ dietary needs, health conditions, and preferences.
  • Interview Processing: We use AI to transcribe and process consultation recordings for both Meal Refine services.

Heidi — AI Clinical Documentation

We use an AI-powered clinical documentation tool called Heidi (provided by Heidi Health Ltd) to assist your clinician during and following medical consultations and health coaching sessions. Heidi is used for:

  • Real-time or post-consultation transcription of clinical encounters;
  • Generation of clinical notes and consultation summaries;
  • Drafting of clinical letters and referral correspondence.

Heidi is a documentation tool only. It does not influence, advise upon, or make any clinical decisions. All outputs generated by Heidi are reviewed, directed, edited where necessary, and approved by your clinician before being saved to your clinical record. Heidi is entirely separate from the Meal Refine services and operates under its own data processing framework, as described in Section 3 below. By handling transcription and note-taking in real time, Heidi frees your clinician to give you their full, undivided attention during the consultation, making appointments more focused, efficient, and thorough for you. We chose Heidi specifically because it is purpose-built for clinical environments — unlike general-purpose AI tools — and because it meets the highest standards of healthcare data protection (see Section 6). It is also worth noting that AI is now embedded as standard in many of the everyday platforms most people use: Microsoft Teams uses AI to transcribe and summarise meetings, and Google Workspace (Gmail, Meet, Docs) uses AI to draft, summarise, and analyse content. We have simply chosen a tool that is purpose-built for healthcare, with clinical-grade data protection to match.

All AI-generated content is reviewed and approved by qualified professionals before delivery.

  1. AI and Your Personal Data

Data Collection for AI Services (Meal Refine)

  • We collect personal and health information through structured consultations.
  • This data is used to train custom AI models specifically for your use.
  • We use pseudonymisation techniques (initials, coded references) to enhance privacy protection.

Data Processing via Heidi AI Clinical Documentation

What Heidi processes: In the course of using Heidi, your special category personal data — including your medical history, symptoms, diagnoses, medications, and any other health-related information discussed during your consultation — will be processed by Heidi for the sole purpose of generating clinical documentation on behalf of your clinician.

Pseudonymisation and de-identification: Your data is de-identified and pseudonymised by Heidi before AI processing takes place. No identifiable audio recordings are permanently stored by Heidi. Audio captured during a session is temporary and deleted once the clinical note is generated.

Data hosting and security: All UK patient data processed by Heidi is hosted within the United Kingdom on Amazon Web Services (AWS) UK infrastructure. Data is encrypted in transit and at rest. Some sub-processor redundancy facilities exist within the EU (Dublin, Ireland and Frankfurt, Germany), where an adequacy decision between the UK and EU applies and all sub-processors are bound by appropriate data processing agreements.

Data Processor status: Heidi Health Ltd acts as a Data Processor on behalf of Beautiful Life…Style Ltd. (as Data Controller) under a formal Data Processing Agreement, in accordance with the UK GDPR and the Data Protection Act 2018. Sub-processors engaged by Heidi are bound by data processing agreements restricting use of your data solely to the provision of the Heidi service.

No model training on patient data: No patient data processed via Heidi is used to train any third-party large language model or AI system.

Data retention: Transcripts and clinical notes generated by Heidi are retained on UK servers for the period configured by Beautiful Life…Style Ltd., after which they are irreversibly and permanently deleted. Once deleted, data cannot be recovered by Heidi or any other party. Clinical notes approved by your clinician and saved to your clinical record (Semble) are retained in accordance with standard medical record retention requirements (minimum 8 years).

Legal basis: The legal basis for processing your special category data via Heidi is Article 9(2)(h) UK GDPR (processing necessary for the provision of health or social care or treatment) and Schedule 1, Part 1, Paragraph 2 of the Data Protection Act 2018 (health or social care purposes), combined with performance of a contract (Article 6(1)(b) UK GDPR).

Enhanced Security for All AI Processing

  • Enterprise-grade cloud storage and security measures.
  • Strict access controls and monitoring.
  • Regular security assessments and compliance reviews.

Special Protections

  • Health information receives additional security measures.
  • Family member data (where applicable) maintains independent privacy rights.
  • Children’s data processed with enhanced safeguards and parental consent.

Full details about data collection, storage, retention periods, and your rights are covered in our main Privacy Policy.

  1. AI Service Transparency

What We Disclose

  • When AI has been used in your service delivery.
  • How your data contributes to your personalised AI assistant (Meal Refine services).
  • Limitations and potential inaccuracies of AI-generated content.

In relation to Heidi: your clinician will inform you at the start of every consultation that Heidi is in use. You will be made aware of what Heidi does, how your data is processed, and your right to opt out, prior to or at the commencement of your appointment. This notification forms part of the consent process documented in your Pre-Consultation Consent Form.

Your Service Choices

  • You can request to minimise AI use in your service delivery where feasible.
  • We will inform you if avoiding AI affects service availability.
  • You maintain all standard data protection rights as outlined in our Privacy Policy.

In relation to Heidi specifically: you have the right to opt out of the use of Heidi at any time by notifying us in writing at [email protected] prior to your appointment, or by informing your clinician at the start of your consultation. Please be aware that consultations conducted without Heidi require your clinician to undertake all clinical documentation manually, which significantly increases the time required. Accordingly, consultations conducted without Heidi are charged at double (2×) the standard published fee, as set out in Clause 6.8 of our Terms of Service. We will never refuse to provide services to you solely because you choose not to use Heidi.

  1. AI Quality and Limitations

Our Standards

  • Human oversight of all AI outputs.
  • Continuous monitoring and improvement.
  • Professional responsibility for all content accuracy.

Known AI Limitations

  • May occasionally contain inaccuracies or outdated information.
  • Requires human judgment for important decisions.
  • Should not be considered medical advice.

Our Responsibility: We remain fully responsible for the accuracy, appropriateness, and quality of all services, regardless of AI involvement. In the case of Heidi, your clinician retains full clinical and professional responsibility for all notes, summaries, and correspondence generated with Heidi’s assistance. No AI output is saved to your clinical record without clinician review and approval.

  1. Regulatory Compliance

Our AI processing complies with:

  • UK GDPR and data protection regulations.
  • ICO guidance on AI and automated processing.
  • Professional medical standards where applicable.
  • Industry best practices for AI safety and ethics.

In relation to Heidi: Heidi Health Ltd is compliant with ISO 27001, SOC 2, DTAC (Digital Technology Assessment Criteria), Cyber Essentials, the Data Protection Act 2018, and the UK GDPR. A formal Data Processing Agreement is in place between Beautiful Life…Style Ltd. and Heidi Health Ltd, governing all processing of patient data. Heidi does not use patient data to train any third-party AI or large language model. Beautiful Life…Style Ltd. has conducted a Data Protection Impact Assessment (DPIA) in relation to the use of Heidi, in accordance with Article 35 UK GDPR requirements for high-risk processing of special category data.

Our Meal Refine services undergo formal regulatory consultation and approval with the Information Commissioner’s Office (ICO) before launch to ensure compliance with high-risk AI processing requirements.

  1. Contact Information

For AI-specific questions or concerns:

Dr. Iulia-Monica Danciut
Email: [email protected]
Phone: +44(0)7449915114

For general data protection matters, please refer to our main Privacy Policy or contact us using the details above.

  1. Policy Updates

This AI policy is reviewed regularly alongside our main Privacy Policy. Significant changes will be communicated through appropriate channels.

For complete information about data collection, processing, your rights, complaints procedures, and data security measures, please refer to our comprehensive Privacy Policy available on our website.

Beautiful Life…Style Ltd. | Company No. 15794996 | 1st Floor Manor House, Main Road, Ryehill HU12 9NH | [email protected] | +44(0)7449915114 | CQC Registered