Privacy Policy
Last updated: February 2026
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. Audio is processed in real-time to generate text transcriptions and is not permanently stored. Limited temporary retention of audio data (not exceeding 48 hours) may occur for the purposes of completing transcription delivery, security monitoring, error resolution, or compliance with legal obligations, after which it is permanently deleted.
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 encryption in transit and at rest, access controls, and audit logging to protect your data. Audio recordings are processed in real-time and are not permanently stored (see section 2.2).
5. Patient Data and Notification
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
ClinicMate captures doctor-initiated voice dictation only and does not record patient–clinician conversations. You are responsible for complying with any applicable notification or transparency obligations under privacy and health records legislation when using voice dictation technology in a clinical setting. We recommend informing patients that voice dictation technology may be used to assist with clinical documentation.
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)
A current list of sub-processors is available at clinicmate.com.au/sub-processors. We will notify you of material changes to our sub-processors.
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. Transcription data is retained according to your clinic's configured retention period (default 30 days). Audio recordings are processed in real-time and are not permanently stored (see section 2.2). Usage statistics are retained in anonymised form for service improvement. On account termination, you have 30 days to export your data, after which it is deleted within 90 days unless retention is required by law.
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