Clear answers before you send supplier or stock information.

A simple safety checklist

What may be processed

• Supplier invoices, credit notes, delivery notes and related business correspondence.
• Supplier names, invoice references, dates, descriptions, quantities, net/VAT/gross values and delivery charges.
• Where agreed for INSIGHTS: account names, normal VAT/tax-code names, supplier lists, coded examples and other setup needed for the requested output.
• Where STOCKROOM is used: stock-item names, pack sizes, room/cupboard labels, replenishment targets, delivery confirmations, stock-round records and supplier discrepancies.

What not to send

• Patient or clinical records, prescription data or unrelated special-category information.
• NHSmail, accounting-system, bank or card passwords and login credentials.
• Payroll employee files, personal tax returns or pension records.
• Documents unrelated to the agreed supplier or stock workflow.

How ChatGPT is used and controlled

Original supplier files may be uploaded to DBX ONE's individual ChatGPT consumer account to assist with extraction, description matching, categorisation, comparison and drafting. Files may therefore contain the personal and confidential commercial information printed on an invoice, such as business contact details, addresses, signatures, account references or bank details.

• “Improve the model for everyone” is kept switched off. OpenAI states that new consumer conversations are not used to train its models when this control is off.
• A separate conversation is used for each client. Material is not reused for another client.
• No public shared links are created.
• DBX ONE does not submit thumbs-up/down feedback on conversations containing client material.
• Human review remains required. AI output is a review aid; calculations and reconciliations should be performed deterministically where possible and uncertain outputs are not silently approved.

OpenAI's current consumer Data Controls state that chats remain in history when training is disabled but are not used to improve models. OpenAI's retention guidance states that deleted chats are scheduled for permanent deletion within 30 days, subject to stated legal/security exceptions. Files retained in ChatGPT Library are managed separately, so DBX ONE's deletion process must also remove any corresponding Library file where applicable.

Security controls

Cyber Essentials or Cyber Essentials Plus certification is not claimed unless separately confirmed in writing.

Who may handle the data

Retention and deletion

For a free first run, DBX ONE normally retains the client material during the continuation decision period for up to 90 days after delivery unless earlier deletion is requested. If the practice does not continue, website-stored client files, outputs and access records are deleted under the DBX ONE retention process. If the practice continues, relevant historical periods may be retained while the service remains active for corrections, comparisons and audit trail.

Where client files were uploaded to ChatGPT, the corresponding client conversation is deleted when the DBX ONE retention process requires deletion. Any corresponding file retained separately in ChatGPT Library must also be deleted. OpenAI then applies its published deletion process and stated exceptions.

Practice governance before sending files

If your organisation has a DPO, information-governance lead, Caldicott Guardian equivalent, finance lead or procurement owner, consider whether the submission should be reviewed internally before supplier data is sent. If personal data is present, the practice may also need to record the processing in its own ROPA or DPIA process.