PRIVACY POLICY
About us
mAIscribe Pty Ltd (ACN 669 615 105) (we, us or our) provides a platform designed specifically for healthcare professionals, such as doctors, nurses, and other medical practitioners (Practitioners). Our service enables Practitioners to efficiently transcribe and manage consultations with their clients (Patients), improving workflow and overall patient care.
We understand that protecting your personal information is important. We also understand the sensitive nature of health information. This Privacy Policy sets out our commitment to protecting the privacy of personal information provided to us, or collected by us, when interacting with you.
The Information we Collect
Personal information: is information or an opinion, whether true or not and whether recorded in a material form or not, about an individual who is identified or reasonably identifiable.
Sensitive information: is a sub-set of personal information that is given a higher level of protection. Sensitive information means information relating to your racial or ethnic origin, political opinions, religion, trade union or other professional associations or memberships, philosophical beliefs, sexual orientation or practices, criminal records, health information or biometric information.
Where you are a Practitioner, the types of personal information we may collect about you include:
| Category | Details |
|---|---|
| Your general personal information |
• Information to identify you, including your name, age, profession, photographic identification, and gender. • Information to contact you, including your telephone number, address and email. |
| Payment and transaction information |
• Information to make and collect payments from you, including bank account and payment card details (through our third party payment processor, who stores such information and we do not have access to that information). • Details about payments to you from us and from you to us and other details of products and services you have purchased from us or we have purchased from you. |
| Identity verification | Information so we can verify your identity, including your government-issued identification details such as your Australian Health Practitioner Regulation Agency (AHPRA) identification number. This information allows us to comply with our due diligence obligations, anti-money laundering laws and related ongoing monitoring commitments. |
| Sensitive information |
• Information on your professional association and membership. • Health information that you receive when you are providing health services. |
| Usage and device information | Information about how you interact with our services and software. We collect details on your IP address, login activity, browser sessions, and location. We also track how you use our website, including pages viewed, time spent, and features used. Information about your device, network, and how you found our site is gathered. We use cookies and analytics to understand your browsing behaviour and search patterns on our platform. This data helps us improve our services and tailor your experience. |
| Profile information | Information you provide when creating a profile on our platform, including your username and password for our software, content you post, send receive and share through our transcription software, and support requests you have made. |
| Additional information you provide |
• Information you provide to us through surveys, our website, promotions, activities or events. • Information on your marketing and communications preferences in receiving marketing from us and our third parties. |
Where you are a Patient, while we do not collect personal or sensitive information from you, a Practitioner you consult may disclose such information to us in order for us to provide our services. The types of personal information we may receive about you include:
| Category | Details |
|---|---|
| Your general personal information | Basic identity information, including your name, age, and gender. |
| Sensitive information | Health information, including your medical history, diagnoses, and medicine prescriptions. |
Where you are a worker of ours or are applying for a role with us, the types of personal information we may collect about you include:
| Category | Details |
|---|---|
| Your general personal information |
• Basic identity information, including your name, age, and gender. • Information to contact you, including your telephone number, address and email. |
| Professional information | Information relating to your professional history, including your previous positions and professional experience. |
How we Collect Personal Information
We collect personal information in a variety of ways, including:
- When you interact directly with us, including face-to-face, over the phone, over email, or online
- When you complete a form, such as registering for any events or newsletters, or responding to surveys
- When you apply for a job with us
- From third parties, such as details of your use of any website we operate (from our analytics and cookie providers and marketing providers. See the "Cookies" section below for more detail on the use of cookies)
- Where you are a Patient, from a Practitioner you consult in order to provide them with our medical transcription services
Why we Collect, Hold, Use and Disclose Personal Information
The table below describes why we collect, hold, use and disclose your personal and sensitive information:
| Category | Details | Types of Information |
|---|---|---|
| Access | To enable Practitioners to access and use our transcription software, including providing the Practitioner with a login | • General personal information • Profile information |
| Onboarding | To assess whether to take a Practitioner on as a new client, including performing background checks | • General personal information • Identity verification |
| Business operations | To do business with Practitioners, including assisting with their consultations | • General personal information • Sensitive information |
| Communication | To contact and communicate with Practitioners about our business, support requests, and enquiries | • General personal information |
| Administration | For internal record keeping, quality assurance, audit, invoicing, and billing purposes | • General personal information • Payment and transaction information |
| Business development | For analytics, market research, and improving our business and associated platforms | • Usage and device information |
| Marketing and promotions | To send promotional information about our events, experiences, and other relevant information. Also, to run promotions, competitions, and offer additional benefits. | • General personal information • Additional information you provide |
| Recruitment | To consider your employment application. | • General personal information • Professional information |
| Legal compliance | To comply with our legal obligations or as required by law. | • Any relevant personal information |
| Sensitive information | Purposes include: • Those you consent to • Where you are a Practitioner, verifying your professional memberships and eligibility for our services • Where you are a Patient, to allow Practitioners to use our software • Secondary related purposes, including necessary third-party disclosures, emergency situations • As otherwise authorised by law |
• Sensitive information |
Who do we Share your Information with?
Personal information: We may disclose personal information (excluding sensitive information) to:
- Our employees, contractors and/or related entities
- Third party suppliers and service providers (including providers for the operation of our platform, websites and/or our business)
- Professional advisors, bankers, auditors, our insurers and insurance brokers
- Payment systems operators or processors
- Our existing or potential agents or business partners
- Anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred
- Courts, tribunals, regulatory authorities and law enforcement officers, as required or authorised by law, including failed payments, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights
- Any other third parties as required or permitted by law, such as where we receive a subpoena
Sensitive information: We may disclose sensitive information to:
- Our employees, contractors and/or related entities
- IT service providers, data storage, web-hosting and server providers
- Professional advisors
- Anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred
- Courts, tribunals, regulatory authorities and law enforcement officers, as required or authorised by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights
- Third parties to collect and process data, such as analytics providers and cookies
- Any other third parties as required or permitted by law, such as where we receive a subpoena
Do we Store or Share Information Outside of Australia?
We store all personal information in Australia. If you are a Practitioner, some third parties we work with may store or access your non-sensitive information overseas. For all other individuals, including Patients, we ensure that all data, including de-identified patient recordings, is stored and accessed only within Australia, using exclusively Australian-based providers.
Your Rights and Controlling your Personal Information
Your choice: Please read this Privacy Policy carefully. If you provide personal information to us, you understand we will collect, hold, use and disclose your personal information in accordance with this Privacy Policy. You do not have to provide personal information to us, however, if you do not, it may affect our ability to do business with you.
Information from third parties: If we receive personal information about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person's consent to provide the personal information to us.
Restrict and unsubscribe: To object to processing for direct marketing/unsubscribe from our email database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication.
Access: You may request access to the personal information that we hold about you. An administrative fee may be payable for the provision of such information. Please note, in some situations, we may be legally permitted to withhold access to your personal information. If we cannot provide access to your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal. If we can provide access to your information in another form that still meets your needs, then we will take reasonable steps to give you such access.
Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, out of date, incomplete, irrelevant or misleading. Please note, in some situations, we may be legally permitted to not correct your personal information. If we cannot correct your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal.
Complaints: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take in response to your complaint. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.
Storage and Security
We are committed to ensuring that the personal information we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures, to safeguard and secure personal information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.
While we are committed to security, we cannot guarantee the security of any information that is transmitted to or by us over the Internet. The transmission and exchange of information is carried out at your own risk.
Data Retention
We will only retain personal information for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Cookies
We may use cookies on our website from time to time. Cookies are text files placed in your computer's browser to store your preferences. Cookies, by themselves, do not tell us your email address or other personally identifiable information. However, they do recognise you when you return to our online website and allow third parties to cause our advertisements to appear on your social media and online media feeds as part of our retargeting campaigns. If and when you choose to provide our online website with personal information, this information may be linked to the data stored in the cookie.
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.
Links to other Websites
Our website may contain links to other party's websites. We do not have any control over those websites and we are not responsible for the protection and privacy of any personal information which you provide whilst visiting those websites. Those websites are not governed by this Privacy Policy.
Amendments
We may, at any time and at our discretion, vary this Privacy Policy by publishing the amended Privacy Policy on our website. We recommend you check our website regularly to ensure you are aware of our current Privacy Policy.
For any questions or notices, please contact us at:
mAIscribe Pty Ltd (ACN 669 615 105)
Email: support@maiscribe.com.au