Privacy Policy

At ClinicMate, we take the privacy of your personal and clinical information seriously. This Privacy Policy explains how we collect, use, store, and protect your information when you use our AI-powered clinical documentation platform. By using ClinicMate, you consent to the practices described in this policy.

Information We Collect

We collect information you provide directly to us, including your name, email address, clinic name, and clinic size when you request a trial or create an account. During consultations, we process audio data for real-time transcription and AI-generated clinical notes. We also collect usage data such as login times, feature usage, and session metadata to improve our service and provide support.

How We Use Your Information

We use the information we collect to provide, maintain, and improve our clinical documentation services. This includes processing audio for transcription, generating AI clinical notes, managing your clinic account and team, communicating with you about your account, and providing customer support. We do not sell your information to third parties and will never use your clinical data for advertising purposes.

Data Storage & Security

All data is encrypted in transit (TLS 1.2+) and at rest. We keep clinical information for a limited time only, under two separate retention periods that your clinic controls: one for audio recordings and one for the consultation record itself — the transcript, the notes, any letters or documents, and any patient details captured with them. Both default to 14 days. Your clinic sets each period, and an individual clinician can set a different period — shorter or longer — for their own consultations. When a period ends, the corresponding data is permanently deleted. Clinical notes and account data are stored in encrypted databases. We implement industry-standard security measures including access controls, audit logging, and regular security reviews to protect your information.

Australian Privacy Act Compliance

ClinicMate is committed to complying with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). We handle personal information, including health information, in accordance with these requirements. You have the right to access and correct your personal information, and to make a complaint if you believe we have breached the APPs. We will respond to any privacy complaints within 30 days.

Data Retention

Clinical data is kept under two retention periods, both set by your clinic and both defaulting to 14 days. Audio recordings are automatically and permanently deleted once the recording retention period ends. Consultation records — the transcript, the notes, any letters or documents, and any patient details captured with them — are automatically and permanently deleted once the consultation retention period ends, leaving only non-identifying usage information such as the date and length of the session. An individual clinician can set a different period — shorter or longer — for their own consultations, and a recording is never kept longer than the consultation record it belongs to. Account and billing data is retained for the duration of your subscription and for a reasonable period thereafter to comply with legal obligations. You may request deletion of your data at any time by contacting us at hello@clinicmate.com.au.

Third-Party Services

We engage carefully vetted third-party service providers for specific functions such as speech-to-text transcription, AI clinical note generation, payment processing, and email delivery. All providers are contractually bound to protect your data, use it only for the purposes we specify, and meet our security and privacy standards. We do not permit any third-party provider to retain, train on, or repurpose your clinical data. A list of current sub-processors is available on request by contacting us.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and updating the “Last updated” date. We encourage you to review this policy periodically.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at hello@clinicmate.com.au.