Privacy Policy & Collection Notice

Effective date: 18 May 2026.

HxWriter's application server is hosted in Australia. Doctors may dictate patient-identifying clinical information. HxWriter uses data processing partners for transcription, AI-assisted drafting, and service operation, and those partners may process information outside Australia.

1. Who This Notice Is For

This notice explains how HxWriter collects, uses, stores, discloses, and protects personal information and health information. It is written for clinicians, approved account users, patients, carers, guardians, practice managers, and administrators.

2. What HxWriter Collects

Depending on how the service is used, HxWriter may collect or process:

• account information, including name, email address, organisation, role, approval status, plan, and settings;
• authentication and security information, including OTP activity, session cookies, access logs, and audit metadata;
• clinical capture content, including audio, transcript text, speaker labels, dictated text, uploaded context documents, prompts, generated drafts, generated letters, and document settings;
• sensitive health information about patients or family members where entered, dictated, uploaded, transcribed, or generated during clinical documentation;
• de-identified or pseudonymised internal governance and development materials intentionally supplied by internal testing users;
• usage and cost metadata, including sessions, transcription counts, model calls, estimated cost, output types, timing, and operational status;
• support, incident, and feedback information submitted by users.

3. Why HxWriter Collects Information

HxWriter collects and processes information to:

• provide transcription, diarisation, summarisation, drafting, and document generation for clinical correspondence and related administration;
• authenticate approved users and manage account access;
• support clinician review, session history, profile preferences, and output settings;
• administer closed trials, usage limits, support, safety review, security, audit, and incident response;
• support fit-for-purpose testing, clinical governance review, and product improvement using internal de-identified or pseudonymised development materials;
• improve system reliability, product quality, and operational monitoring using metadata and user feedback where appropriate;
• comply with applicable legal, professional, security, and operational obligations.

4. Consent And Authority To Use HxWriter

Clinicians and practices are responsible for obtaining any required patient, guardian, carer, interpreter, staff, or third-party consent before capture begins. If consent is declined or withdrawn, capture should stop and another documentation method should be used.

Clinicians must only enter information they are authorised to handle and process using HxWriter. HxWriter should not be used where local law, professional rules, practice policy, employment obligations, or patient preference prohibit that use.

5. Who May Process Information

Information may be processed by HxWriter and by contracted technology providers needed to operate the service. Provider categories include Australian-hosted application infrastructure, transcription and AI-assisted drafting, email/OTP delivery, security, and operational support. Data processing partners may process information outside Australia. See the Data Processing Summary for the current summary.

HxWriter should not be described as a service where no identifying patient data is sent to processing partners. If a clinician dictates identifying details, those details may be sent as audio and/or text for transcription and draft preparation.

6. Retention

HxWriter is configured to minimise clinical retention where practical. Temporary HxWriter copies of audio, transcripts, prompt payloads, draft outputs, generated letters, context uploads, and extracted clinical working data are deleted within 24 hours by default unless deleted earlier. Account records, usage metadata, audit metadata, support records, and incident records may be retained for longer for security, administration, billing preparation, compliance, and audit purposes.

Internal governance and development users may intentionally retain de-identified or pseudonymised text artifacts for fit-for-purpose testing and product improvement. This internal retained material should not contain real patient names or identifying particulars. A separate internal training-case archive may retain recordings, stage artifacts, timings, and clinician-edited reference outputs for replay and variability testing using changed-name or non-identifying internal test material.

The final approved clinical letter or record is retained by the practice in its ordinary clinical record system according to applicable record-retention obligations. HxWriter is not intended to be the permanent health record.

7. Security

HxWriter uses approved-account access, one-time passcodes, session cookies, role-based admin controls, same-origin write protections, HTTPS boundary controls for production configuration, local file-permission hardening, audit metadata, usage monitoring, and retention controls. These controls are reviewed as the service moves beyond closed trials.

8. Access, Correction, And Deletion Requests

Patients should usually contact their clinician or practice for access to or correction of clinical records. Approved users may update profile settings in HxWriter. Requests about HxWriter-held account data, trial records, or suspected incorrect handling can be made through the contact pathway.

Some information may be retained where needed for security, legal, audit, billing, support, or incident-response reasons.

9. Complaints And Incidents

Report suspected privacy incidents, unauthorised access, incorrect output that could affect patient safety, complaints, or data handling concerns using the Incident & Contact Pathway.

10. Updates

This notice may be updated as HxWriter's trial, customer onboarding, support processes, and legal documents mature. Material changes will be reflected in the linked trust resources and, where appropriate, in the account agreement.