1. Data Protection Impact Assessment (DPIA)
Project: Mindora Pilot – AI Questionnaire & Avatar Intake
Date: 15.09.2025
Responsible Officer / DPO: Dr Bhaskar Punukollu
Summary
Mindora is piloting an AI assistant with 50 patients. The AI will:
— Transcribe a short (5-min) avatar interaction into text (non-identifiable ADHD-related examples only).
— Automate scoring and summarisation of results from pre-validated, licensed ADHD rating scales.
— Collate results into a structured summary for the clinician.
— Store all results securely in Semble EHR (system of record) for 6 months.
— Will not make inferences, provide diagnoses, or offer treatment suggestions.
Nature, scope, context, purpose
— Nature: Special category data (health-related) with anonymised/non-identifiable content.
— Scope: 50 patients in pilot.
— Context: Supportive tool for clinicians, not diagnostic.
— Purpose: Reduce administrative burden through transcription, collation, scoring.
Roles & responsibilities
Controller: Mindora / Dr Bhaskar Punukollu
Processors:
— OpenAI — AI transcription and collation (Business mode, no storage/training).
— Semble — secure storage of patient data.
Art. 28 Accountability: DPAs in place with both processors.
Lawful basis
— GDPR Art. 6(1)(e)/(f): Public interest or legitimate interest in healthcare.
— GDPR Art. 9(2)(h): Healthcare purposes under clinician oversight.
— Explicit patient consent obtained.
Data flows
— Input: Anonymised questionnaires + 5-min non-identifiable ADHD symptom examples.
— Processing: OpenAI Business mode (no storage/training; encrypted transit/at rest).
— Output: Stored only in Semble EHR for 6 months.
Risks and mitigations
— Identifiability: Low risk – mitigated by anonymisation and careful prompt design.
— Unauthorised access: Mitigated with MFA, RBAC, encryption.
— Processor misuse: Mitigated with Art. 28 DPAs and audits.
— Errors/bias: Mitigated by clinician oversight.
— Patient misunderstanding: Mitigated with consent form + privacy notice.
2. Patient Privacy Notice
Who we are:
Mindora is testing an AI assistant to support clinicians.
What we collect:
— Anonymised responses from ADHD questionnaires.
— A short 5-minute avatar interaction with non-identifiable behavioural examples.
Why we use it:
— To automate scoring and summarisation of licensed ADHD questionnaires.
— To reduce administrative workload.
— The AI will not make inferences, diagnoses, or treatment suggestions.
Where your data is stored:
— In Semble EHR, GDPR compliant.
— Retained for 6 months.
Who processes your data:
— Mindora/Clinic (Controller).
— OpenAI (Processor): Business mode, no storage/training, encrypted.
— Semble (Processor): Secure storage.
Your rights:
— Access, correction, deletion, restriction.
— Withdraw consent at any time.
Contact:
DPO: Dr Bhaskar Punukollu, dr.bpunukollu@mindora.ai
Date: 15.09.2025
3. Internal AI Governance Policy
Responsible Officer: Dr Bhaskar Punukollu
Date: 15.09.2025
Scope and Limitations:
— AI use is limited to transcription, collation, and scoring of licensed ADHD scales.
— No inferences, diagnoses, or treatment suggestions are generated.
— Only anonymised, non-identifiable content is processed.
Processor Oversight:
— OpenAI: DPA ensures no storage/training, encrypted processing.
— Semble: DPA ensures compliant storage and 6-month retention.
Governance:
— AI Lead: operational oversight.
— DPO: compliance & audits.
— Clinician oversight of all outputs.
Incident Response:
— Breaches reported within 72h to ICO if required.
— Patients notified if risk is high.
4. Data Mapping Register (GDPR Art. 30)
Intake transcription
Purpose: Summarise for clinician
Data Categories: Non-identifiable ADHD examples
Controller: Clinic (Dr Punukollu)
Processor(s): OpenAI (Business mode)
Storage/Retention: Semble, 6m
Legal Basis: Art. 9(2)(h), consent
Questionnaire collation
Purpose: Score/summarise licensed ADHD scales
Data Categories: Anonymised questionnaire data
Controller: Clinic
Processor(s): OpenAI (Business mode)
Storage/Retention: Semble, 6m
Legal Basis: Art. 9(2)(h), consent
Output report
Purpose: Provide to clinician
Data Categories: Derived scores, summaries
Controller: Clinic
Processor(s): Semble
Storage/Retention: Semble, 6m
Legal Basis: Art. 9(2)(h)
5. Access Control and Security Policy
Responsible Officer: Dr Bhaskar Punukollu
Date: 15.09.2025
Principles:
— Least privilege, MFA, encryption (TLS 1.2/1.3, AES-256).
— Access logged for audit.
— Annual staff training.
Processor Security:
— OpenAI Business mode: anonymised, non-identifiable content only, no storage/training.
— Semble: GDPR-compliant, secure hosting.
Responsibilities:
— IT Lead enforces controls.
— Access revoked on staff exit/change.
6. Scope of AI Use Statement
Project Lead / DPO: Dr Bhaskar Punukollu
Date: 15.09.2025
What the AI system does:
— Transcribes a short 5-minute avatar interaction with non-identifiable ADHD-related examples.
— Processes anonymised responses from licensed ADHD questionnaires.
— Automates scoring and summarisation of questionnaire results.
— Stores summaries securely in Semble EHR for 6 months.
— Processes data in OpenAI Business mode (no storage/training, encrypted).
What the AI system does not:
— Does not process patient identifiable information.
— Does not provide diagnoses.
— Does not make treatment suggestions.
— Does not generate inferences beyond transcription and scoring.
— Does not replace clinical judgment.
— Does not use data for training, profiling, or secondary research.
Accountability and Oversight:
— Controller: Mindora / Dr Bhaskar Punukollu.
— Processors: OpenAI (Business mode), Semble EHR.
— Legal basis: Explicit patient consent + GDPR Art. 9(2)(h).
— Clinicians oversee all outputs; AI acts only as administrative assistant.
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