Terms of Service
Effective Date: March 30, 2025
By using PatientVoice, you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree, you may not access or use the Service.
1. Acceptance of Terms
By using PatientVoice, you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree, you may not access or use the Service.
2. Description of Service
PatientVoice is a secure platform that allows healthcare professionals to record audio, generate case notes and letters, and manage clinical documentation workflows. The Service leverages AI-powered tools to assist with transcription and content creation.
3. Not a Medical Device
PatientVoice is not a diagnostic or therapeutic tool and must not be used as a substitute for professional clinical judgment. You are solely responsible for any medical decisions or actions.
4. User Responsibilities
You are responsible for maintaining the confidentiality of your account credentials. You agree to use the Service in accordance with all applicable healthcare and privacy laws, including ensuring patient consent for any audio recordings.
5. Patient Consent
Before using PatientVoice to record or process any consultation, you must obtain informed, explicit consent from the patient. You are responsible for documenting and managing this consent in your own systems of record.
6. Data Handling and Storage
PatientVoice is not a system of record. Transcription data is deleted after processing, and final content is only stored in encrypted storage on the user's device for a maximum of 24 hours. We do not store transcripts or audio recordings on our servers. Please refer to our Privacy Policy for full data handling details.
7. Intellectual Property
All intellectual property related to the Service—including software, content, branding, and trademarks—is owned by PatientVoice or its licensors. You may not reproduce, distribute, or create derivative works without our express permission.
8. Limitation of Liability
To the extent permitted by law, PatientVoice disclaims all liability for any indirect, incidental, or consequential damages arising from your use of the Service. This includes errors in transcription, missed clinical information, or legal or regulatory consequences.
9. Service Modifications and Availability
We may modify, suspend, or discontinue parts or all of the Service at any time without prior notice. We are not liable for any disruptions or loss of data due to downtime or service interruptions.
10. Termination
We reserve the right to suspend or terminate your account if we reasonably believe you have violated these Terms, our Privacy Policy, or applicable laws.
11. Governing Law
These Terms are governed by the laws of Australia. Users outside of Australia are responsible for compliance with local laws and regulations.
12. Updates to Terms
We may update these Terms from time to time. Material changes will be communicated via email or in-app notifications. Your continued use of the Service constitutes your acceptance of any changes.
13. Contact Information
For questions about these Terms, please contact:
PatientVoice Legal Team
info@patientvoice.com.au
www.patientvoice.com.au
Privacy Policy
Last Updated: March 30, 2025
PatientVoice (“we“, “us“, or “our“) is committed to protecting the privacy of our users (“you“). This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with the Health Insurance Portability and Accountability Act (HIPAA), the General Data Protection Regulation (GDPR), and the Australian Privacy Act 1988 (Cth).
1. What Information We Collect
We collect the following types of information:
User Information:
- Name, email address, profession, workplace/clinic details
- Case note and letter template preferences
Appointment Context Information:
- Age range, birth sex, third-party presence and names, consent confirmation
Audio and Transcripts:
- Audio recordings are temporarily uploaded to secure cloud storage facilities located in Australia and deleted automatically after transcription.
- Transcripts and AI-generated content are never stored on our servers. They are encrypted and stored only on the user's local device storage and automatically deleted after 24 hours or when the user chooses to delete them.
Usage Metadata:
- Keywords, token usage, recording length, and other metadata for internal analytics and performance tracking. This does not include transcripts or PHI.
2. How We Use Your Information
We use your information to:
- Provide AI-powered transcription and note-generation services
- Generate context-aware case notes and meeting summaries
- Personalize your experience (e.g. custom letterheads, templates)
- Monitor usage and improve app performance
- Communicate account-related information (e.g. welcome emails)
We do not use or share PHI for advertising or marketing.
3. Where and How Data is Stored
- Audio is stored temporarily in secure cloud storage facilities located in Australia.
- AI processing occurs using secure cloud-based AI processing services located in Australia.
- User data (e.g., name, email, preferences) is stored using secure authentication and database services.
- Transcripts and notes are stored only on the user's device, encrypted and inaccessible to our servers.
4. Data Retention & Deletion
- Audio recordings are deleted automatically after transcription.
- Transcripts and generated content are automatically deleted from local storage after 24 hours or sooner if deleted manually.
- Users may request deletion of their account and associated data by contacting us.
5. Disclosure to Third Parties
We do not sell or share PHI. Limited data is shared only with trusted vendors under signed Business Associate Agreements (BAAs) or Data Processing Agreements (DPAs), including:
- Cloud infrastructure providers (including storage, authentication, database, and AI services)
- Email delivery service providers (no PHI is sent)
6. Your Rights
Under HIPAA:
- You have the right to access, amend, or request deletion of your PHI.
Under GDPR (for EU users):
- Right to access, correct, delete, or export your data
- Right to withdraw consent at any time
- Right to lodge a complaint with a supervisory authority
Under the Australian Privacy Act:
- Right to access and correct your personal information
- Right to make a complaint to the Office of the Australian Information Commissioner (OAIC)
7. Data Security
We implement administrative, physical, and technical safeguards to protect your data, including:
- Encrypted storage and transmission
- Strict role-based access controls ensure that only authorized personnel can access administrative systems or user data
- No internal access to transcripts or PHI
- Secure cloud infrastructure under signed BAAs
8. International Data Transfers
All core data processing and storage occurs primarily within Australia. If future features require international data transfers, we will comply with GDPR, HIPAA, and Australian data export laws.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify users of any significant changes via email or app notifications.
10. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your rights, you can contact us at:
PatientVoice Privacy Officer
privacy@patientvoice.com.au
https://www.patientvoice.com.au