Why you need this
You are the controller of your clients’ data and Venakis is your processor. The notice your clients are entitled to has to come from you. If you use Rapport, your notice should say that you keep notes about them, including spoken ones turned into text, and name the suppliers who process that text.
This wording is a starting point. Have it checked by whoever advises you on data protection, and change it to match what you actually do.
The paragraph
Notes about you. To look after you well, we keep notes about your visits: what you had done, how you like it, and things you tell us that help us remember you (for example a holiday you mentioned or a family event). Some notes are spoken by our team and turned into text by our booking software, Venakis; the recording is not kept. We keep these notes for as long as you are a client, and you can ask to see them or have them erased at any time by contacting us. If you mention another person, we record only their first name and how they are connected to you, never their contact details.
Who else processes it. Venakis (Felix Venus, trading as Venakis, UK) runs our booking and client records as our processor. Two of its suppliers process the text of notes to help our team: Anthropic (reads a note and drafts a short reminder before your appointment) and Deepgram (turns a spoken note into text). Neither keeps your notes or uses them to train models. Both are United States companies and the transfer is covered by the UK Addendum to the standard contractual clauses. Health information you tell us is kept only if we decide it is needed to treat you safely, is held separately, and is seen only by the business owner and managers.Tip: Keep the lawful basis consistent with the rest of your notice. Most salons rely on legitimate interests for ordinary notes and explicit consent for health details. See the legitimate interests template.