Privacy Policy

1. Who We Are

Omni One Limited ("we", "us", "our") operates the Helm GP practice management platform. We are registered in England and Wales. For data protection purposes, we act as a data processor for the personal data of your staff that you enter into the Service, with your GP practice acting as the data controller.

Our Data Protection contact: privacy@helmgp.com

2. What Data We Process

We process the following categories of personal data on behalf of your practice:

• Staff identity data: name, job title, professional registration numbers (GMC, NMC)
• Contact data: work email address, work phone number
• Employment data: role, contract type, start and end dates, working patterns
• Leave and absence data: annual leave, study leave, sick leave records
• Account data: login credentials (password stored as a secure hash), last login time
• Usage data: audit logs of actions taken within the platform

We do not process patient data of any kind. The Service is strictly for operational and administrative staff data only.

3. Legal Basis for Processing

As a data processor, we process personal data only on documented instructions from you (the data controller). Your lawful basis for using the Service will typically be:

• Contract: processing necessary for employment contracts with your staff
• Legitimate interests: operational management of your practice
• Legal obligation: maintaining records required by law (e.g. statutory leave records)

You are responsible for establishing and documenting your lawful basis under UK GDPR before using the Service to process your staff's data.

4. Data Storage and Security

All data is stored on servers located in AWS eu-west-2 (London, UK). Data never leaves the European Economic Area without your knowledge and consent.

Security measures include:

• Encryption at rest and in transit (TLS 1.2+, AES-256)
• Row-level security (RLS) ensuring each practice can only access its own data
• All API keys and sensitive credentials encrypted before storage
• Automatic point-in-time database backups with 30-day retention
• Access logging for all authenticated actions

5. Data Retention

We retain data for as long as your subscription is active plus 30 days after termination (to allow for data export). After this period, all practice data is permanently and securely deleted.

Audit logs and usage data may be retained for up to 12 months for security and compliance purposes.

6. Third-Party Processors

We use the following sub-processors to deliver the Service:

7. Your Rights and Staff Rights

Under UK GDPR, your staff members have rights over their personal data including: access, rectification, erasure, restriction of processing, and data portability. As the data controller, you are responsible for handling these requests. We will assist you in fulfilling subject access requests on request.

8. AI Features

Where the AI assistant feature is enabled, queries and relevant context are processed by Anthropic's API. We do not send patient data, passwords, or API keys to the AI. Staff names and operational data may be included in AI queries to answer questions about your practice. You can disable AI features at any time in settings.

9. Cookies

We use essential cookies only: session authentication cookies and theme preference cookies. We do not use advertising or tracking cookies. No third-party analytics scripts are loaded.

10. Data Breach Notification

In the event of a personal data breach, we will notify you within 72 hours of becoming aware, in line with our obligations under UK GDPR. You may then be required to notify the ICO and affected individuals depending on the nature and severity of the breach.

11. Contact and Complaints

For privacy enquiries: privacy@helmgp.com

You have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.