Privacy Policy

CliniScribe, operated by The AI Dev Australia Pty Ltd (ABN: 62 678 241 800), respects your privacy and is committed to protecting the personal information we collect, use, and disclose in the course of providing our services. This Privacy Policy outlines our practices regarding the collection, use, sharing, and safeguarding of your personal data. By using our services, you acknowledge that you have read, understood, and agree to the terms set forth in this policy.

CliniScribe operates in compliance with applicable privacy laws, including the Privacy Act 1988 (Cth) (Australia), the General Data Protection Regulation (GDPR) (EU), and the Health Insurance Portability and Accountability Act (HIPAA) (USA), among other applicable regulations.

1. Introduction

At CliniScribe, we understand the importance of protecting your privacy and safeguarding the personal and sensitive information you entrust to us. As a provider of AI-powered documentation and workflow solutions, we are dedicated to ensuring the security, confidentiality, and integrity of your personal and sensitive data.

Whether you are using our AI-driven dictation tools, managing clinical notes, or organising patient documentation, we are committed to maintaining compliance with industry-leading privacy standards.

We do not transcribe live consultations or collect personal data from them. The personal information we collect is solely used to facilitate our services, enhance your user experience, and comply with legal obligations. This policy explains how we collect, use, store, and protect your data, as well as your rights and choices regarding your information.

By using CliniScribe’s platform, you consent to the practices outlined in this Privacy Policy.

2. Personal Information We Collect

We collect the following types of personal information in connection with providing our services:

Personal Identifiers: Name, email address, phone number, postal address.
Medical Information: Health data, patient records, treatment history, or other health-related information you or your patients provide in documents you submit to us.
Financial Information: Payment card information, billing address.
Technical Data: IP addresses, browser type, operating system, and usage data from interactions with our website and application.

We collect personal information directly from you when you register an account, use our services, or interact with us for support. We may also collect information from third-party services that you use in conjunction with CliniScribe.

3. How We Use Your Personal Information

We use the personal information we collect for the following purposes:

To provide and maintain our AI documentation services, including generating documents based on dictation and written notes.
To respond to inquiries and provide customer support.
To process payments for our services.
To improve the functionality, performance, and security of our services.
To communicate with you regarding service updates, maintenance, and relevant policy changes.
To send marketing communications, with your consent, related to our services.
To comply with legal, regulatory, and contractual obligations, including HIPAA and GDPR compliance.

We do not transcribe live consultations or collect audio recordings of consultations. All personal information provided is used in accordance with the purposes for which it was collected, as outlined above.

4. Data Security

We are committed to ensuring the security of your personal information. We use industry-standard encryption and security measures to protect your data both in transit and at rest. However, no system can guarantee 100% security, and while we strive to protect your personal information, we cannot guarantee its absolute security.

In the event of a data breach involving your personal information, we will notify you promptly within 72 hours of becoming aware of the breach, in accordance with applicable data protection laws.

5. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected or as required by law. If you request the deletion of your personal data, we will remove it in accordance with the applicable regulations, except where we are required to retain data for legal, auditing, or security purposes.

6. Sharing and Disclosure of Personal Information

We may share your personal information with third parties for the following purposes:

Service Providers: To facilitate the operation of our services, we may share your data with trusted third-party providers such as payment processors, cloud storage providers, or IT services.
Legal and Regulatory Compliance: We may disclose your information to comply with applicable laws and regulations or to respond to lawful requests from governmental authorities, including law enforcement or regulatory bodies.
Health-Related Services: We may share information with authorized third parties as required to provide healthcare-related services or to meet our contractual obligations with you or your organization.

We ensure that all third-party providers we engage with are compliant with privacy laws, including HIPAA, GDPR, and the Australian Privacy Act, as appropriate.

7. Data Storage and International Transfers

CliniScribe stores and processes your personal and sensitive data locally in Australia on secure servers, in compliance with applicable privacy laws, including the Privacy Act 1988 (Cth) (Australia), General Data Protection Regulation (GDPR) (EU), and Health Insurance Portability and Accountability Act (HIPAA) (USA).

For Australian Users: Your personal data is stored and processed exclusively within Australia, ensuring compliance with Australian privacy laws.

For International Users (EU & US): While data is primarily stored in Australia, CliniScribe may process your personal information in other jurisdictions as necessary. In these cases, we ensure that appropriate safeguards are in place to protect your data, including Standard Contractual Clauses (SCCs) or similar mechanisms where required by law.

In some instances, we use third-party services to support our AI-driven features, such as Microsoft Azure OpenAI Service, for processing dictations and written notes. We take the utmost care to ensure that these services adhere to stringent security and privacy protocols. Notably:

OpenAI: Data shared with OpenAI is not used for training models nor retained after processing. OpenAI complies with SOC2 and SOC3 security standards and is also fully aligned with GDPR requirements.

This ensures that your data remains protected during processing, in accordance with the highest privacy standards.

8. Your Rights

Under applicable data protection laws, including HIPAA and GDPR, you have several rights regarding your personal data. These rights include:

Right to Access: You can request access to the personal data we hold about you.
Right to Rectification: If any information we hold is inaccurate or incomplete, you can request it be corrected.
Right to Erasure: You can request that we delete your personal information under certain circumstances, subject to legal retention requirements.
Right to Restriction: You may request a restriction on the processing of your personal data in specific situations.
Right to Data Portability: You can request to receive a copy of your personal information in a structured, machine-readable format and transmit it to another service provider.
Right to Object: You can object to the processing of your personal data for certain purposes, such as direct marketing.

To exercise any of these rights, please contact us using the details provided below. We will respond to your request in accordance with the applicable legal requirements.

9. HIPAA Compliance

CliniScribe is committed to complying with the Health Insurance Portability and Accountability Act (HIPAA), and we take appropriate measures to protect the privacy and security of your healthcare-related information. We will only use and disclose protected health information (PHI) in accordance with HIPAA regulations.

If you are a healthcare provider using our services in the United States, we provide a Business Associate Agreement (BAA) to ensure compliance with HIPAA for the processing of PHI.

10. GDPR Compliance

If you are located in the European Union (EU) or the European Economic Area (EEA), we are committed to processing your personal data in compliance with the General Data Protection Regulation (GDPR).

We collect and process personal data based on the following lawful bases under the GDPR:

Consent: We may process your personal data where you have given explicit consent.
Contractual Necessity: We process personal data to fulfill our contractual obligations to you or to take steps at your request prior to entering into a contract.
Legal Obligation: We may process personal data to comply with legal obligations.
Legitimate Interests: We process personal data based on legitimate business interests, provided that these interests are not overridden by your rights and freedoms.

11. Australian Privacy Act Compliance

As an Australian-based company, CliniScribe is compliant with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). We ensure that personal information is managed in accordance with the principles outlined in the Privacy Act and adhere to stringent data protection and privacy practices.

12. Cookies and Tracking Technologies

We use cookies and other tracking technologies to improve the functionality of our website and services. These technologies allow us to analyze trends, administer the website, and gather demographic information.

You can control the use of cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of our services.

13. Third-Party Links

Our website may contain links to third-party sites or services. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review their privacy policies before providing them with your personal information.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the last modified date at the top of the policy. Any changes to the policy will be effective immediately upon posting, and your continued use of the services will constitute your acceptance of the updated terms.

15. Contact Us

If you have any questions or concerns about this Privacy Policy, or if you wish to exercise your rights under applicable data protection laws, please contact us:

CliniScribe
Nadasha Nguyen (Legal Officer)
Email: hello@cliniscribe.com