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. Audio recordings are processed in real time for transcription and are not permanently stored. 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

We retain clinical notes and account data for the duration of your subscription and for a reasonable period thereafter to comply with legal obligations. Audio data is not retained after transcription processing. You may request deletion of your data at any time by contacting us at hello@clinicmate.com.au.

Third-Party Services

We use third-party services for specific functions including speech recognition (Deepgram), AI note generation (Anthropic), payment processing (Stripe), and email delivery. These providers are contractually bound to protect your data and use it only for the purposes we specify. We carefully vet all third-party providers to ensure they meet our security and privacy standards.

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.