Terms of Use / User Agreement

Effective date: 18 May 2026.

These provisional terms are for approved HxWriter closed-trial users. They may be updated as the service, customer contracts, and formal legal documents are finalised.

1. Parties And Scope

These Terms govern access to and use of HxWriter by approved users. HxWriter is operated by the HxWriter operator (we, us, our). The approved clinician, practice, or authorised user accessing HxWriter is referred to as you.

HxWriter is currently available only to approved users in a closed or controlled trial unless we agree otherwise in writing.

2. Intended Use

HxWriter is a clinician-controlled documentation assistant. It helps create draft notes, summaries, letters, referrals, and related administrative documentation from clinician dictation, clinical conversation, uploaded context, and clinician-supplied instructions.

HxWriter is not a medical device, diagnostic system, treatment recommendation system, emergency system, clinical decision system, billing system, or substitute for professional judgement. You must not use HxWriter as the only basis for patient care, diagnosis, treatment, safety advice, billing, or record keeping.

3. Account Approval And Access

You may use HxWriter only if your account has been approved. You must provide accurate account information, keep your email account secure, and not share your HxWriter access. We may suspend, archive, restrict, or revoke access to protect patients, users, the service, or to comply with legal or operational requirements.

Admin users may approve, archive, and manage accounts. Archived accounts cannot sign in but may be retained for audit, trial-control, billing, and safety reasons.

4. Account Activation And Login Attestation

Before using clinical capture for the first time, you must read and accept the current HxWriter account agreement. HxWriter also displays a brief once-per-login attestation that reconfirms consent-before-capture, stop-if-withdrawn, draft review, and clinician responsibility.

We may update the agreement or attestation. If we do, continued access may require renewed acceptance.

5. Consent Before Capture

You are responsible for obtaining any required consent before starting capture. This may include consent from a patient, parent, guardian, carer, interpreter, staff member, or any other person who may be recorded or whose information may be processed.

You must explain the use of HxWriter in a way that is appropriate for the consultation and the person involved. If any person declines, withdraws consent, or appears uncomfortable, you must stop capture and use another documentation method.

You are responsible for complying with privacy, confidentiality, medical-record, professional, workplace, surveillance-device, and health-service rules that apply to your practice and location.

6. Clinician Review And Responsibility

HxWriter output is draft only. AI-generated output can be incomplete, incorrect, duplicated, misleading, too certain, missing context, or unsuitable for a recipient. You remain responsible for reviewing source material where needed, correcting output, removing unsupported claims, and deciding what is copied, sent, filed, billed, or relied upon.

The final medical record must be kept in your usual clinical record system. HxWriter is not the system of record and should not be treated as the only copy of a clinical note, referral, letter, consent record, safety instruction, or patient communication.

7. Data You Submit

You must only enter or capture information that you are authorised to handle and process using HxWriter. This may include sensitive health information, audio, transcripts, context documents, user profile settings, prompts, draft outputs, and operational metadata.

If you dictate a patient's name, date of birth, address, Medicare number, clinical history, diagnosis, medication, or other identifying detail, that information may be sent to data processing partners as audio and/or text and may be processed outside Australia.

You retain responsibility for the accuracy, lawfulness, and appropriateness of information you submit and outputs you use.

8. Processing And Service Providers

HxWriter may use contracted technology providers to provide authentication, email, Australian-hosted application infrastructure, transcription, AI-assisted drafting, document generation, support, security, logging, and operations. You authorise HxWriter to process dictated patient information for transcription and draft-letter generation for the purposes of clinical correspondence and related administration. A current summary is available in the Data Processing Summary.

HxWriter must not use patient content for unrelated purposes or to train HxWriter-owned models unless separately agreed in writing. Temporary HxWriter copies of audio, transcripts, prompt payloads, draft outputs, and generated letters are deleted within 24 hours by default. Operational logs, account records, usage metadata, audit metadata, support communications, and incident records may be retained for security, support, trial administration, billing preparation, compliance, and audit purposes.

Users on an internal governance or development plan may provide and retain de-identified or pseudonymised text artifacts for fit-for-purpose testing, quality review, regression examples, and product improvement. Internal development material should not contain real patient names or identifying particulars and is separate from ordinary clinical session retention. Internal training cases may also retain changed-name or non-identifying test recordings, stage artifacts, timings, and clinician-edited reference outputs for replay and variability testing.

9. Prohibited Uses

You must not use HxWriter to:

• request autonomous diagnosis, definitive treatment decisions, or emergency advice;
• create misleading, fraudulent, discriminatory, abusive, or unlawful records;
• record covertly or unlawfully, or continue capture after consent is declined or withdrawn;
• share an account, bypass access controls, probe security, or reverse engineer the service;
• upload information you are not authorised to handle or process;
• use HxWriter output or data to build, train, or improve a competing AI model or service;
• use HxWriter in a way that breaches law, professional obligations, workplace policies, or patient trust.

10. Security Responsibilities

You must protect your email account and device, report suspected unauthorised access, follow practice security requirements, and promptly notify us if you believe HxWriter, patient information, account access, or output safety may be affected.

11. Trial Availability And Changes

During closed trials, HxWriter may change, pause, fail, or be withdrawn. Features, pricing, limits, models, retention settings, and workflows may change as the product is reviewed and improved.

12. Incidents, Complaints, And Support

Report privacy incidents, security issues, incorrect outputs that could affect patient safety, unauthorised access, complaints, and support issues using the Incident & Contact Pathway.

13. Updates

HxWriter may update these Terms as the closed trial, customer onboarding, privacy documents, support processes, and billing model mature. Material updates may require users to accept a new account agreement before continuing clinical capture.