MyDocsNotes Privacy Policy

About this policy

MyDocsNotes PTY LTD (ABN 57 698 494 736) (MyDocsNotes, we, us, our), a company based in Sydney, New South Wales.

MyDocsNotes turns a medical appointment into a plain-language summary that is stored on your own device. It is built for patients. It is not a clinical record, it does not form part of the records your doctor or practice keeps, and it is not medical advice.

This policy explains what personal information we collect through mydocsnotes.com and the MyDocsNotes app (the Service), how we use it, who we give it to, and what rights and choices you have.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) and applicable State legislation.

What this policy does not cover

• The records your doctor, specialist or practice keeps about you. Their own privacy policy covers those.
• What happens to a summary after you choose to share it with someone.
• Websites or services we link to. They each have their own privacy policies.

The short version

This summary is here to help. It is not a substitute for the rest of the policy.

• The app captures the audio of your appointment on your device and transcribes it after the appointment ends.
• The audio is sent over an encrypted connection to a speech-recognition service and is deleted once no longer needed. We do not keep audio, and we cannot play it back.
• We take reasonable steps to remove identifying details from the text before it is sent to the artificial intelligence provider that writes your summary.
• The text is deleted once the summary has been produced.
• Your summary is stored in your device’s storage. We do not hold a copy.
• Getting everyone's agreement before you start recording is required and is your responsibility.
• We do not sell your personal information, and we do not use your health information for advertising.

What information we collect

Information you give us when you access the Service

• Name; and
• Email address or mobile number.

We use these details to grant you access to the Service, to send you the access code you use to sign in, and to contact you about the Service.

Access codes are delivered by dingoMail.com.au and 5centsms.com.au (Internet Messaging Australia Pty Ltd). To do that, we give them your email address or mobile number and the code.

Setup information you enter

Before an appointment you can enter your doctor's name, their specialty, the State you are in, and the questions you want to ask. This is stored on your device and kept for your convenience between appointments.

The audio of your appointment

The app captures the audio of your consultation on your device, in encrypted form, and sends it over an encrypted connection to be turned into text. This captures your voice and the voice of your doctor, and it may capture anyone else who speaks.

The audio is held only for as long as it takes to produce the text. The audio is held temporarily on your device while it is recording. Once you stop the recording, the audio is converted to text.

The transcript and the summary

We do not collect the summary or the transcript. The questions you entered are sent to the summarisation provider along with the transcript.

Audio of a medical consultation, transcripts and summaries are health information, which the Privacy Act treats as sensitive information. We only collect it with your consent, and only where it is reasonably necessary to provide the Service.

Payment and subscription information

If you subscribe, payment is processed by Stripe. We do not collect, handle or store your payment information.

Information collected automatically

We apply rate limiting to protect the Service from misuse. To do that, an identifier for your device or account is held by Upstash. To produce your summary, the Service will collect your IP address temporarily. To ensure the Service operates efficiently, logs are created to identify errors.

Website analytics

We use Vercel Web Analytics to count visits to our website and how many people click through from it to the app. Vercel is the company that hosts our website and app. Each time a page of our website loads, Vercel may record:

• the web address of the page, without any details added to the end of the link;
• the date and time;
• the website you came from, if you followed a link;
• your general location (country, region and city), worked out from your IP address;
• your device type, operating system and browser; and
• a visitor code that Vercel creates from your request so it can count separate visitors. Vercel says this is discarded after 24 hours.

If you click a link from our website to the app, Vercel also records that the link was clicked, along with the details above.

We do not use Web Analytics inside the app. It does not receive your audio, transcript, summaries, setup information or access code, and it does not record what you type. We do not use it to identify you. Vercel may process this information in the United States (see "Sending information overseas").

Cookies and browser storage

The Service stores your summaries and setup information in your browser's local storage on your device. We do not use marketing cookies. Our website analytics do not use cookies.

When you contact us, and when you take part in a survey

If you use the contact form or write to us, we collect what you tell us. We aim to respond within two business days.

Translation

The Service can translate a summary into a number of community languages. Our service providers assist us with translation. We do not retain any personal information related to the translation of your appointment.

Information about other people

A record of an appointment is not only about you. It captures information about your doctor, and it may capture practice staff or anyone else present. That is their personal information, and we collect it from you rather than from them.

Where you have entered your doctor's name in setup, that name is replaced when identifying details are removed from the transcript. Names we do not know in advance, for example a receptionist, a nurse, or a family member, may not be detected.

We deal with this by publishing information for healthcare professionals on our website, and by asking you to confirm that everyone has agreed before you start. Suggested wording is provided for you in the Service to use when requesting consent.

If you are a clinician and you want to know what we hold about you, or want it corrected, contact us using the details below.

Why we use your information

We use your personal information to:

• create and manage your account, and send you the access codes you use to sign in;
• turn the audio of your appointment into text and produce a summary from it;
• store, search, translate and share your summaries at your direction;
• take payment and manage your subscription;
• provide support and respond to your enquiries;
• count visits to our website and clicks through to the app, and see where visitors come from and what devices they use, so we can run and improve the website;
• apply rate limiting and keep the Service secure; and
• comply with our legal obligations.

We do not:

• sell your personal information;
• use your health information for direct marketing or advertising;
• store your audio or your summary on our servers;
• give your summary to your doctor, your practice, your employer, your insurer or a government agency, unless you ask us to or the law requires it;
• allow our speech recognition provider to use your audio to train its models;
• allow the artificial intelligence provider that writes your summary to train its models on your information;
• use any user content to improve the Service.

Marketing

Where you opt-in to receive marketing messages, we will only use your information to send you marketing messages. You can opt-out of receiving marketing messages at any time by clicking the ‘unsubscribe’ button in every marketing message, or by contacting us using the details below.

Removing identifying details, and the limits of that

Before the transcript is sent to the provider that writes your summary, we take reasonable steps to remove identifying details about you. For example removal of names you entered during setup, dates of birth, addresses, phone numbers, Medicare numbers, individual healthcare identifiers and email addresses is attempted.

Free text can contain identifying information that no pattern anticipates, for example a workplace, a street, a relative's name, or an unusual condition. Removing names from a record of a medical consultation does not make it anonymous: what is left still describes your symptoms, your results, your medicines and your treatment, and in context that can still identify you. We continue to treat the transcript as your health information at every stage, and so should you.

Who we give your information to

We give your personal information to:

• Our service providers to deliver the Service to you and to run our website analytics.
• People you choose to share a summary with. You decide who receives it. We cannot get it back for you.
• Our professional advisers such as lawyers, accountants and auditors.
• Law enforcement, courts and regulators, where we are required or authorised by law to disclose.
• A buyer, if our business is sold or transferred.

We do not give your information to anyone else without your consent, unless the Privacy Act permits or requires it.

Sending information overseas

Some of our service providers are outside Australia, or process information outside Australia. Your information may be processed in the United States and other countries from time to time.

Where your information is processed overseas, we have contractual arrangements in place with service providers that meet the requirements of the Privacy Act.

How long we keep your information

Keeping your information secure

We protect your information using reasonable measures for the Service. This includes encrypted connections, we use short-lived tokens for uploads, and we apply rate limiting. The audio buffer on your device is encrypted.

No method of transmitting or storing information is completely secure. We cannot guarantee absolute security, and we do not claim to.

If something goes wrong

If we have reasonable grounds to believe an eligible data breach has occurred we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme in Part IIIC of the Privacy Act.

Your summaries live on your device

Summaries are stored in your own browser's storage on the device you created them on. It means we do not hold them, and you control them. It has consequences you should understand.

• If you lose your device, clear your browser data or uninstall the app, your summaries are gone. We cannot recover them.
• Anyone who can unlock your device and open your browser may be able to read your summaries. Use a passcode or biometric lock, and take care on a shared device.
• Your device may copy them to your device maker's cloud. If your browser storage is included in your device's backup or sync settings, for example iCloud on an Apple device, a copy of your summaries may be held by your device maker. That is outside our control. You can turn it off in your device settings.

Accuracy

Summaries are produced automatically. Speech recognition can mishear medication names, doses and test results, and an automatically generated summary can misstate what was said. A summary restates what your clinician said; it does not add to it, and it is not a diagnosis.

Do not rely on a summary for a decision about your health, and do not change how you take a medicine based on one. Check it against what your doctor told you, against your script and against the label on your medicine. If something does not match what you remember, ask your doctor.

If a summary is wrong, you can correct it. If you think the summary has made a mistake, consult with the clinician to check.

Accessing and correcting your information

You can ask us for a copy of the personal information we hold about you, and ask us to correct it. Contact us using the details below.

In practice most of what the Service produces is already in your hands: your summaries are on your device, and we do not keep copies of your audio. What we hold is mainly your account, contact and billing information.

We will respond within a reasonable period and, in most cases, within 30 days. We do not charge for a request. If we refuse, we will tell you why in writing and explain how to complain.

Dealing with us anonymously

You can browse our website without telling us who you are, and we do not build a central profile of your health information; your records live on your device under your control. To receive a summary you need an account, so that we can send you a sign-in code.

Children, carers and people you attend appointments for

The Service can be used by a carer or parent attending an appointment with someone else. Where you are the carer or parent, you must ensure you have the consent of the person you are responsible for. Where the person you are responsible for does not have the capacity to provide consent we recommend noting this in the recording.

Automated processing

The Service is automated. Software converts your audio into text, removes identifying details and writes your summary. No one at MyDocsNotes reads your appointment as part of that process. A summary restates what your clinician said and decides nothing.

We do not use automated processing to make decisions about you that affect your rights or interests.

Other websites

Our website and app may link to other websites. We are not responsible for their privacy practices and this policy does not apply to them.

Complaints

If you think we have mishandled your personal information, tell us. Contact us using the details below. We will acknowledge your complaint within 5 business days and investigate it. We will conclude our investigation and respond to your complaint within 30 days.

If you are not satisfied with our response, you can contact The Office of the Australian Information Commissioner (OAIC) via 1300 363 992, or oaic.gov.au. The OAIC generally expects you to raise the matter with us first and allow us 30 days.

Changes to this policy

We may update this policy. The current version is always available at www.mydocsnotes.com. If we make a change that materially affects how we handle your health information, we will tell you before it takes effect.

Version: 1.6 Date: 9th November 2026 Effective from: 9th November 2026

Contact us

For any privacy question, request or complaint: