Privacy Policy

AUSCLIN PTY LTD (ABN 22 687 945 080) handles personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

What we collect and why

Account details; the clinical and patient data you enter or upload (including referral documents and photos); voice and dictation audio you record for transcription; usage data; enquiry details; and security data such as IP address and bot-protection signals. Website analytics runs on this marketing site by default and you can switch it off at any time; we automatically honour Do Not Track and Global Privacy Control signals, and we use no advertising or profiling cookies. See our Cookie Policy.

How it is stored and secured

Data is isolated per organisation with row-level security and audit logging, encrypted in transit, and stored in Australia. Dictation audio is transcribed by our AI provider; identifiers are then automatically removed from the transcript before it is stored or reused. The original audio is processed by that provider to produce the transcript.

Who we share it with and overseas disclosure (APP 8)

We do not sell your data. We use service providers to run AI Dietitians: OpenAI, Google (Gemini) and Perplexity (AI drafting and clinical search), SendGrid (email), Twilio (SMS), Stripe (payments), self-hosted Supabase (hosting and database, hosted in Australia), Google (tag manager, analytics and translation), Microsoft Clarity (analytics), Cloudflare Turnstile (bot protection) and, only if you connect your own account, Consensus (United States; see Research search below). Where you connect a practice-management system (Cliniko, Halaxy or Splose), we exchange patient and appointment information with it on your instruction.

Clinical and patient information you enter -- including referral text, clinical notes and photos submitted for AI drafting or analysis -- may be processed by our providers on servers located overseas. Some of these providers, including our AI, email, SMS and payment providers, are located or process data overseas (including in the United States). This is an overseas disclosure under Australian Privacy Principle 8. Content sent to AI providers is used only to perform the requested task and not to train their models, under the applicable API terms.

If you connect Claude, the details you send and the results AI Dietitians returns are processed by Anthropic (United States) to provide the conversation.

Using AI Dietitians in ChatGPT

This section applies only if you connect your AI Dietitians account to ChatGPT, an app operated by OpenAI. Connecting is optional, is available only on plans that include it, and can be undone at any time.

What we collect. When you connect, our sign-in service confirms your AI Dietitians identity (your account email). We do not receive your ChatGPT or OpenAI account details. Each time ChatGPT uses a tool, we receive only the values that tool needs, for example a weight, a height or a handout topic. Tools accept de-identified values only and refuse inputs that appear to contain names, dates of birth, Medicare, IHI or record numbers, phone numbers, email addresses or street addresses.

What we record. For each tool call we keep a usage record: the tool name, the time, whether it succeeded, an error code if it failed, the credits charged, and which connected app made the call. We do not store the values you entered or the results returned, except that: handouts you ask ChatGPT to create are saved to your practice's handout library; calculator workflows you ask ChatGPT to save are saved to your account; and results of longer AI tasks are held for 24 hours so ChatGPT can collect them.

Why. To provide the tools you ask for, charge AI credits, apply usage limits, prevent misuse, and operate and support the service.

Who receives it. Tool results are returned to ChatGPT and processed by OpenAI, in the United States, under your agreement with OpenAI and its privacy policy. Anything you type into ChatGPT is sent to OpenAI by you, not by us. AI tools (handouts, translations, meal plans and help answers) are processed by our AI providers in the United States, as described for AI features above, after identifiers are removed on our Australian server. We do not sell this information.

How long. Usage records: 180 days, then deleted. Long-task results: deleted after 24 hours, within a further day. Saved handouts and workflows: until you delete them. Your connection: until you disconnect.

Your controls. Disconnect at any time in AI Dietitians under Settings, Integrations, Connected AI apps, or in ChatGPT's app settings; access stops immediately. You can ask for access to or correction of your information as described in this policy, or contact us at https://aidietitians.com.au/contact/.

Research search with your own Consensus account

This section applies only if you connect your own Consensus account to AI Dietitians. Connecting is optional, is available only on plans that include research search, and can be undone at any time.

What we collect. Your Consensus API key, which we store encrypted and use only for your own searches. We never share it with colleagues or use it in the background. For each search we keep the de-identified question and the results, including the machine-generated summaries, for 24 hours so a repeat search is quick; a list of the papers found (citations only) for 7 days; and a usage record for up to 400 days (which feature, whether it worked, how many papers, the DOIs of the papers found, credits charged; not the question text). Papers you choose to add are saved in your own document.

Who receives it. Consensus, in the United States, receives the de-identified research question, under your agreement with Consensus and its privacy policy. Consensus's privacy policy names OpenAI, Anthropic, Google and Baseten as service providers that process content for it (checked 15 October 2026). Where a feature uses our AI step, our AI providers process the de-identified text first, as described for AI features above, to turn it into a short research topic. Both are overseas disclosures under Australian Privacy Principle 8. Because the search uses your own account, Consensus can link it to you. That is your relationship with Consensus.

Removing identifiers. Before anything is sent, AI Dietitians removes names, dates of birth, contact details, record numbers and places from the question, and a question that still looks like it identifies someone is not sent. This is designed to remove identifiers but we cannot guarantee that it removes every one, so please do not type patient details into a research question.

Cost. Each research search uses 1 AI credit. In Ask AI that is in addition to the credit for the answer, and a handout claim check uses 1 credit for up to 4 searches. Suggesting topics is free.

Your controls. In AI Dietitians, open Settings, then Research search, and select Disconnect. This deletes your stored key and your cached search results, and research search stops working for you until you connect a key again. Papers already saved in your documents stay there. The 7 day and 400 day records described above expire on their own. Disconnecting removes the key from AI Dietitians. To stop it working, also delete the key in your Consensus account. You can ask for access to or correction of your information as described in this policy.

Retention, your rights and complaints

We keep information while your account is active and delete it on request or a reasonable period after closure, subject to legal retention. To request access, correction or deletion of your information, contact privacy@aidietitians.com.au. You may complain to the Office of the Australian Information Commissioner (oaic.gov.au).

Sign-in IP addresses are kept for 90 days for account security, then deleted.

Drafts and recent work in the tools. Food photo analysis, meal analysis, meal plan and Clinical Scribe keep your work in progress on our servers in Australia, not in your browser, so you can return to it on any device you sign in on. Only the clinician who created a draft can see it. In food photo analysis, meal analysis and meal plan, an unfinished draft is kept for 30 days and a finished result for 6 months, and you can choose to keep a result for a further 6 months. Clinical Scribe drafts are encrypted and kept for a short time only: 24 hours after the last change and no more than 48 hours from the start, unless you choose to keep a draft for another 24 hours at a time, up to 7 days from the start. We email a reminder before the deadline; the email contains no patient details or draft text. A Clinical Scribe draft is deleted as soon as the note is saved to the patient, or at its deadline, and cannot then be recovered. You can delete any draft or result yourself at any time.

Meeting recordings. If a clinician uses Clinical Scribe's Record meeting, the audio is sent to OpenAI in the United States to be transcribed with speaker labels. OpenAI may keep it for up to 30 days for abuse monitoring, then deletes it. Names and identifiers are removed from the text before any minutes are made. Meeting drafts are deleted after at most 7 days unless a case conference is saved to a patient's record. If the clinician chooses server-side speaker matching, up to four short voice samples are kept encrypted on our Australian server for the meeting and deleted when it is saved or discarded, or 48 hours after the last recording (7 days at most).