Privacy Policy

Last updated: 11 October 2026

Overview & Our Entity

AI Notes is operated by Black Health Intelligence Pty Ltd (ABN: 23 693 026 112), an Australian company (“we”, “us”, “our”). The business name “telescribe” is registered with ASIC under the Business Names Registration Act 2011.

We are committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains how we collect, use, disclose, and protect personal information in connection with the AI Notes platform.

Information We Collect

We collect only information that is reasonably necessary for the provision of our clinical documentation service (APP 3):

Account information — email address, full name, provider number, practice name, and specialty, collected at registration.
Clinical data — transcripts and clinical notes generated through the platform, stored within your account.
Audio recordings — consultation and meeting audio is handled in application memory and sent to transcription providers. The application does not maintain an audio archive. Provider processing and retention depend on the deployed account and contract; this is not a zero-retention guarantee for third parties.
Meeting consent logs — for meeting-minutes mode, we store consent acknowledgements (participant count, method, timestamp, and withdrawing events) to support legal and audit obligations.
Appointment and diary information can include patient identifiers, contact details, clinic and clinician assignments, times, preparation choices and linked encounters. An unnamed note label does not anonymise imported diary or consultation information.
If you choose to remember an email for resource sends, we retain that contact with your account. Check the address and consent before every send.
Clinic membership and staff management are separate from clinical access. Access requires the exact verified provider, clinic and clinician assignment.
Uploaded resources are private. Secure patient pages use bearer links scoped to the selected documents in a send. We record expiry, revocation, view count and access times. Anyone holding the link can access it while valid; an issued download address can remain valid for five minutes after page revocation.
Usage data — anonymised analytics (page views, feature usage) collected via Vercel Analytics to improve the service.
Payment information — processed securely by Stripe. We do not store credit card numbers or payment card details.

How We Use Your Information

We use your personal information only for the following purposes (APP 6):

Providing the clinical documentation service (transcription and note generation)
Account management and authentication
Service quality, performance monitoring, and improvement
Security, fraud prevention, and abuse detection
Compliance with legal obligations

AI Notes does not train its own models on patient content. We do not sell, rent, or share personal information for marketing purposes.

Professional updates and Abe

Abe receives your cleaned search words and a result limit through AI Notes' authenticated service connection. AI Notes does not send your clinician account label, profile, notes or transcript for this search. Cleaning search words does not make patient information safe to share. Do not enter patient details. Abe's service terms and privacy notice apply to professional search.

AI and Data Processing

Consultation audio is transcribed in Australia: first by Deepgram (Australian region), then, if that fails, by Microsoft Azure Speech (Australia East). Draft notes are written in Australia: first by Google Gemini on Vertex AI (Sydney), then by Azure OpenAI (Australia East), then by Anthropic Claude on Amazon Bedrock (Sydney).

Patient audio and clinical text use Australian AI services only. If every Australian service fails, the AI request is refused with an error. There is no overseas clinical AI fallback. Provider retention and training terms are set by our account settings and agreements with each provider.

AI Notes is a documentation aid only. Generated notes are intended for clinician review. The TGA's digital scribes guidance requires assessment of actual functions and intended purpose. This description does not establish a medical-device exclusion or certification.

Responsible and safe AI

The AI features in AI Notes are developed and reviewed in alignment with the Australian Voluntary AI Safety Standard (the 10 Guardrails) and the SafeAI-Aus governance framework (see safeaiaus.org). In practice this means we apply recognised Australian AI-safety practices — risk assessment, human oversight, transparency, data governance, and record-keeping — to how the AI Notes AI is designed, tested, and operated. Our AI supports clinicians and does not replace clinical judgement.

Quality testing of AI models

AI Notes may re-run a consultation transcript through its other Australian AI providers (Google, Microsoft and Amazonin Australia) to compare the quality of draft notes. Test drafts are never part of the clinical record. They are kept for at most 7 days, then archived, and are not used to train any AI model. Scheduled testing uses invented consultations, not real ones.

Cross-Border Data Disclosure

Stays in Australia: accounts, notes and transcripts (Sydney database); consultation audio transcription (Deepgram Australia, Azure Speech Australia East); and draft note writing (Google Vertex AI Sydney, Azure OpenAI Australia East, Amazon Bedrock Sydney).

Can leave Australia: transactional email through Resend (United States); website hosting and performance monitoring through Vercel; and payment processing through Stripe. We do not claim that all data stays in Australia.

Data Storage and Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access (APP 11):

Data stored in Australian-region Supabase infrastructure
Row Level Security (RLS) ensuring users can only access their own data
TLS encryption for all data in transit
Encryption at rest for all stored data
Role-based access control for internal operations
Audit logging for data access events

Australian Privacy Principles (APPs)

We are committed to compliance with all 13 Australian Privacy Principles under the Privacy Act 1988. Key areas addressed:

APP 1 — Open and transparent management: this privacy policy
APP 3 — Collection: only information reasonably necessary
APP 5 — Notification: this policy notifies you at or before collection
APP 6 — Use and disclosure: only for stated purposes
APP 8 — Cross-border disclosure: overseas processing and the protections that need to be confirmed for each provider
APP 11 — Security: technical and organisational measures
APP 12/13 — Access and correction: see “Your Rights” below

Patient Consent and Clinician Obligations

In accordance with Australian clinical documentation and professional indemnity guidance on AI-assisted clinical documentation, clinicians using AI Notes are responsible for:

Obtaining informed patient consent before using AI scribes during consultations
Ensuring consent covers: audio recording, AI-assisted drafting, clinician review of all outputs, and third-party processing
Offering patients the option to opt out without penalty
Documenting consent in the patient record
For meeting-minutes mode, confirming all participants were informed and consented before recording starts
Complying with state and territory listening/surveillance device laws, including all-party consent where required

AI Notes provides template consent wording that clinics can adapt for their practice.

Data Retention and Deletion

Audio — AI Notes processes audio in memory and does not keep a replay archive. External processing and retention depend on the configured provider and account terms; this is not a blanket zero-retention guarantee for every provider.
Notes and transcripts — remain in your account when you clear recent sessions. Clearing archives encounters; it does not delete their notes or transcripts or remove them from storage. Archived encounters can be restored from History. Contact us about record retention or deletion requests.
Account data — retained while your account is active. Account deletion is available on request by contacting office@telescribe.com.au.

Data Breach Notification

We comply with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988. In the event of an eligible data breach that is likely to result in serious harm, we will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as required by law.

Third-Party Services

Supabase — Australian-region database, authentication, and storage
Deepgram — speech transcription, Australian region (first choice)
Microsoft Azure — speech transcription and Azure OpenAI note writing, Australia East (fallbacks)
Google Cloud — Gemini on Vertex AI, Sydney region (first choice for note writing)
Amazon Web Services — Anthropic Claude on Amazon Bedrock, Sydney region (note-writing fallback)
Stripe — payment processing (PCI-DSS compliant)
Resend — transactional email for document delivery, referral letter emailing, and patient resource sends (US-based)
Vercel — hosting, analytics, and performance monitoring

Third-party processing is governed by the provider account, configuration and applicable contract. Those protections need to be verified before a provider is used for patient information; this feature preview does not certify the deployed contracts.

Your Rights

Under APP 12 and APP 13, you have the right to:

Access the personal information we hold about you
Request correction of inaccurate or incomplete information
Request deletion of your personal information and account
Complain to the Office of the Australian Information Commissioner (OAIC) if you believe your privacy has been breached — www.oaic.gov.au

Changes to This Policy

We may update this privacy policy from time to time. Material changes will be communicated via email notification to registered users and by updating the “Last updated” date at the top of this page. Continued use of AI Notes after changes constitutes acceptance of the updated policy.

Contact Us

For privacy inquiries, data access requests, or complaints, contact our privacy officer:

Email: office@telescribe.com.au

Black Health Intelligence Pty Ltd (ABN: 23 693 026 112)