ClinicMate

1. Introduction

ClinicMate ("we", "our", "us") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, and safeguard your information when you use our medical dictation service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect your email address and name. For practice accounts, we also collect clinic name and business contact details.

2.2 Audio Data

When you use ClinicMate, we process audio recordings of your voice dictations. We do not record patient voices. The audio is processed to generate text transcriptions and is not retained after processing is complete.

2.3 Usage Data

We collect anonymised usage statistics to improve our service, including session counts and feature usage. This data does not contain patient information.

3. How We Use Your Information

We use the information we collect to:

Provide and maintain the ClinicMate service
Process your voice dictations into formatted clinical notes
Send you service-related communications
Improve and optimise our service
Comply with legal obligations

4. Data Storage and Security

All data is processed and stored in Australia. We use industry-standard encryption and security measures to protect your data. Audio recordings are processed in real-time and are not stored after transcription is complete.

5. Patient Data

ClinicMate is designed to minimise exposure to patient data:

We do not record patient voices
We do not integrate with your patient management system
We do not store patient names or identifiers
The formatted notes are copied by you into your own system — we have no access to where they are stored

6. Third-Party Services

We use third-party services for:

Speech recognition (processed in Australia)
AI language processing (processed in Australia)
Payment processing (Stripe — PCI compliant)

7. Your Rights

Under Australian Privacy Principles, you have the right to:

Access your personal information
Correct inaccurate information
Request deletion of your account
Opt out of marketing communications

8. Data Retention

Account information is retained while your account is active. Audio recordings are processed in real-time and not retained. Usage statistics are retained in anonymised form for service improvement.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

10. Contact Us

If you have questions about this Privacy Policy, please contact us at:

Email: privacy@clinicmate.com.au
Address: Sydney, NSW, Australia