HeronScribe Privacy Policy

Version: Version 8

Last updated: 29 October 2026

Status: Final

1. About this Privacy Policy

This Privacy Policy explains how HeronScribe Pty Ltd, operating the HeronScribe service (HeronScribe, we, us or our), collects, uses, stores, discloses and protects personal information.

HeronScribe provides AI-assisted clinical documentation tools for optometrists and other authorised users. The service assists clinicians with transcription, clinical note preparation and related documentation tasks. It does not replace a clinician's professional judgment or responsibility for clinical decisions.

We recognise the importance of protecting personal information, particularly health information. We aim to handle information in accordance with applicable privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), to the extent they apply to us.

This policy should be read together with any applicable service agreement, data processing agreement or other terms governing the use of HeronScribe.

2. Our role in relation to healthcare information

HeronScribe is designed to assist practices and clinicians with clinical documentation.

When a practice or clinician uses HeronScribe to process patient information, the practice or clinician will generally determine why the information is collected and how the resulting clinical documentation is used. The practice or clinician is responsible for ensuring that their use of the service is authorised and complies with their own legal, professional and privacy obligations.

Depending on the circumstances, these responsibilities may include providing appropriate privacy notices, obtaining any required consent or other authority, responding to patient requests, maintaining clinical records and determining appropriate retention periods.

HeronScribe processes information to provide and support the service, in accordance with applicable service terms and instructions. We may also handle personal information about clinicians, practice staff, account holders and other individuals in our own capacity.

Nothing in this policy removes or transfers a responsibility that applicable law places on a practice, clinician or HeronScribe.

3. Information we collect and process

The information handled by HeronScribe depends on how the service is used.

3.1 Account and authentication information

We may collect and process information needed to create and manage accounts, authenticate users and secure access to the service. This may include email addresses, account identifiers, authentication information and related account activity.

Authentication is provided through Supabase. Passwords are managed through the authentication service rather than stored as readable passwords in the HeronScribe application database.

3.2 Practice and clinician information

We may collect information such as:

This information helps us provide, configure and support HeronScribe.

3.3 Clinical and health information

When a clinician uses clinical documentation functions, HeronScribe may process:

This information may contain personal information and sensitive information, including health information. It may also contain names, dates of birth, contact details or other identifying information if these are included in the material supplied.

HeronScribe does not automatically remove all patient-identifying information from clinical content before it is transmitted to third-party AI services. Clinicians should take reasonable care to avoid including unnecessary identifying information, while ensuring that the information supplied is sufficient for the requested task.

3.4 Generated documents and exports

HeronScribe may generate clinical notes and other documentation for review by a clinician. Depending on the function used, generated content may be held temporarily in the browser or processed by third-party service providers.

A clinician may export or otherwise save generated documents outside HeronScribe. Once exported, the storage, use and deletion of those documents are generally controlled by the person or practice holding them, subject to applicable law.

3.5 Clinician writing-style information

HeronScribe may provide a writing-style function intended to help align generated notes with a clinician's preferred writing style.

When this function is used, information supplied for that purpose may be transmitted to Anthropic, an AI service provider, to generate or update a clinician-specific writing-style profile. The information transmitted may include clinical text, generated notes, edited or exported notes, example documents and an existing writing-style summary, depending on how the function is used.

The resulting profile is intended to represent writing preferences and stylistic characteristics rather than act as a clinical record. However, the source material submitted to Anthropic may contain personal or health information and remains subject to Anthropic's applicable processing and retention arrangements.

A stored style profile is intended to be associated with the relevant clinician and not shared with other clinicians. Resetting a stored profile does not necessarily delete source material previously transmitted to an AI provider.

3.6 Search and recipient information

Some functions allow clinicians to search for literature, practitioners or recipients.

Depending on the function, the information processed may include selected text from a clinical note, search terms, a limited excerpt of text, a suburb or other information needed to help identify relevant results.

Where a search uses clinical content, that content may be sent to an AI provider to assist with the search. Clinicians should consider whether the information entered is necessary for the search and avoid including unnecessary patient-identifying details.

3.7 Technical and service information

We may collect technical and operational information needed to operate, maintain and secure HeronScribe. This may include device and browser information, authentication events, request metadata, error information, usage information and application or security logs.

Application logging is configured to minimise clinical content and may record operational information such as counts, lengths and error codes. Technical request logs may include information such as IP addresses, user-agent information, request paths and response status.

The information recorded may vary depending on the service, configuration and circumstances.

4. How we collect information

We collect information when clinicians or practices:

We may also receive information through service providers that support account management, hosting, billing, communications or other service functions.

When a clinician requests a function involving an external service provider, HeronScribe may transmit the information necessary to perform that function. The categories of information transmitted depend on the function selected.

5. AI-assisted processing

Audio transcription — AssemblyAI

HeronScribe uses AssemblyAI to convert audio into text. AssemblyAI processes this information on HeronScribe’s behalf. HeronScribe’s AssemblyAI account is configured to opt out of the use of Customer Data for model training and benchmarking. AssemblyAI’s dashboard confirms that these controls are active under the current Business Associate Agreement.

Audio and transcripts are deleted by AssemblyAI after retrieval, with a one-day time-to-live backstop configured. This does not necessarily mean that all related operational records, logs, billing information or other records held by AssemblyAI are deleted within the same period. Those records may be subject to separate provider retention arrangements.

AssemblyAI may access audio or transcript content for troubleshooting where HeronScribe submits a support request. Its contractual terms also address de-identification, data aggregation, security incidents and the handling of information on termination. Further information about those arrangements is available through AssemblyAI’s applicable terms and agreements.

AI-assisted functions — Anthropic

HeronScribe uses Anthropic's AI services to assist with clinical note generation, note regeneration, document and image extraction, searches and clinician writing-style functions.

Depending on the function used, information transmitted to Anthropic may include consultation transcripts, clinical notes, templates, vocabulary lists, uploaded document or image content, selected passages, writing-style summaries and clinician or practice details. This may include a clinician's name, credentials, provider number and practice information.

HeronScribe does not automatically remove all patient identifiers from information sent to Anthropic.

Anthropic's applicable commercial terms restrict the use of submitted customer content for model training, subject to those terms and any applicable exceptions. HeronScribe uses Anthropic's standard retention arrangement rather than zero-data-retention settings. Submitted content is generally subject to a 30-day retention period, although certain safety-related circumstances may involve longer retention. Processing locations depend on the applicable service arrangements and configuration.

Writing-style learning

HeronScribe may use information submitted through its writing-style function to generate or update a clinician-specific writing-style profile. Depending on the function and workflow used, this information may include generated notes, edited or exported notes, example documents and an existing writing-style summary.

The resulting profile is intended to capture writing preferences rather than act as a clinical record. However, source clinical content submitted to Anthropic may remain subject to Anthropic's processing and retention arrangements, even where the resulting stored profile contains only a summary of writing preferences.

Clinicians should consider the information submitted when deciding whether to use the writing-style function.

Search functions

The contact-search and literature-search functions may transmit selected text and other information needed to perform the requested search to Anthropic.

Search inputs are subject to a 300-character limit and checks intended to reject specified identifying information, including email addresses, mobile numbers, dates and Medicare numbers. These checks do not guarantee that all personal or identifying information will be detected or removed. Clinicians should avoid including unnecessary patient-identifying information in search inputs.

Anthropic's web-search capability may involve a downstream search provider selected or operated through Anthropic. HeronScribe does not currently identify the downstream provider used for each request.

6. Where information is stored during use

HeronScribe is designed not to store generated notes or complete transcripts permanently on its application server. However, transcript text is temporarily stored in the application database to support the service.

Audio may be temporarily queued in browser storage on the user's device while awaiting upload. The queue is intended to be cleared within 24 hours and is also cleared when the user signs out or a different user signs in. Queued audio may persist after a browser tab is closed or the browser is restarted until it is uploaded or cleared.

Temporary transcript text is subject to automated deletion once it is older than 24 hours. Because the deletion process runs periodically, a transcript record may remain for approximately 25 hours. A further deletion process removes records older than six days.

These arrangements concern the relevant application and browser storage. Information transmitted to third-party providers may be subject to separate retention and deletion arrangements.

7. Application database and account information

HeronScribe uses Supabase for authentication and application database services, with its application databases located in Sydney, Australia.

The database may contain account and authentication information, practice and clinician details, contacts, templates, usage information, writing-style profiles and temporary transcript text. Application logging is configured to minimise clinical content, although technical request logs may contain request metadata such as IP addresses, user-agent information, request paths and response status.

Temporary transcript text is subject to the deletion processes described in section 6. Other account, template, contact and usage information does not currently have a general automatic retention limit and may remain stored until deletion is undertaken or the information is no longer required.

Information held in backups, logs or other supporting systems may be subject to separate retention arrangements.

8. How we use personal information

We use information, as appropriate, to:

We do not use clinical content for advertising or unrelated commercial purposes. Information may nevertheless be processed by service providers as necessary to perform the functions requested, maintain their services, meet applicable legal requirements or for other purposes permitted under the relevant contractual arrangements.

Where a function involves an external AI provider, the information required for that function may be disclosed to that provider as described in this policy.

9. Third party service providers

HeronScribe uses the following service providers:

The information processed by each provider depends on its role and the function being used. Third-party providers may retain information in accordance with their applicable terms, settings and contractual arrangements.

10. Subprocessors and other service providers

HeronScribe may use subcontractors or service providers to help provide its services. Where appropriate, these providers are subject to contractual obligations concerning the handling and protection of information.

We may change or introduce providers as the service develops. Where a change materially affects how personal information is collected, used, disclosed or processed, we will update this policy as appropriate.

Further information about the providers used by HeronScribe may be requested using the contact details in section 20, subject to confidentiality, security and other legitimate restrictions.

11. Overseas disclosure and processing

HeronScribe uses service providers that may process or access personal information outside Australia.

AssemblyAI processes consultation audio in the United States. HeronScribe's application databases are located in Sydney, Australia. The location of application hosting and other processing depends on the relevant provider and deployed configuration.

Anthropic may process information in overseas locations determined by its service arrangements and configuration. The location of any downstream provider used for Anthropic's web-search capability may also depend on Anthropic's arrangements.

A provider's main hosting location does not necessarily establish the location of every processing activity, support access, log or backup.

Where the Australian Privacy Principles apply, HeronScribe will address applicable overseas disclosure obligations, including Australian Privacy Principle 8 where relevant.

12. Security of personal information

HeronScribe uses technical and organisational measures intended to protect information against unauthorised access, interference, misuse, loss, modification or disclosure. These measures may include encrypted transmission, authenticated access, access controls, database permissions and protection of application credentials.

We also rely on security measures operated by our third-party service providers. The measures available and applicable to a particular service depend on the provider and the relevant contractual and technical arrangements.

No electronic system or method of transmission can be guaranteed to be completely secure. We review and maintain our security arrangements as appropriate to the nature of the service and the information handled.

Users must protect their account credentials, use the service appropriately and notify us promptly if they suspect unauthorised access to their account or information.

13. Retention of Information

HeronScribe seeks to retain personal information only for as long as reasonably necessary for the purposes for which it is collected, subject to applicable legal, security and operational requirements.

Current retention arrangements include:

Browser audio: queued audio is intended to be deleted within 24 hours and is cleared on sign-out or when a different user signs in.

Application database transcripts: transcript text is subject to automated deletion once older than 24 hours. Because the deletion process runs periodically, records may remain for approximately 25 hours. A further process removes records older than six days.

AssemblyAI: audio and transcript records are subject to deletion arrangements following retrieval, with a one-day time-to-live configured as a backstop. Associated logs, billing information and other records may be retained separately under provider terms.

Anthropic: submitted content is generally subject to a 30-day retention period under the standard retention arrangement, although certain safety-related circumstances may involve longer retention.

Application logs and backups: these may be retained separately from active application data under the relevant hosting and provider arrangements.

Account, contact, template and usage information: these records do not currently have a general automatic retention limit and may remain stored until deletion is undertaken or the information is no longer required.

Writing-style profiles: a clinician may reset their stored profile through the application. Resetting the profile does not itself delete source content previously transmitted to Anthropic.

Provider retention periods and settings may differ from HeronScribe's own retention periods. The end of a retention period in one system does not necessarily mean that every copy held by a provider, in a backup or in an exported document has been deleted.

14. Deletion

A clinician or practice may request deletion of account or other information held by HeronScribe by contacting us. Account deletion is handled on request rather than through a self-service deletion function.

We will take reasonable steps to delete information from systems we control where appropriate, subject to applicable legal requirements and necessary retention periods. Some information may remain in backups, logs or other systems for a period in accordance with applicable retention arrangements. Information previously transmitted to third-party providers is subject to those providers' applicable retention and deletion arrangements.

A clinician may reset their writing-style profile through the application. Resetting the profile removes the stored profile but does not delete the clinical notes, exported notes or other source material previously transmitted to Anthropic. Information held by third-party providers remains subject to their applicable retention and deletion arrangements.

15. Access to personal information

Subject to applicable law, you may request access to personal information about you held by HeronScribe.

We may need to verify your identity and clarify the information sought before responding. In some circumstances, access may be refused or limited where permitted by law. If we cannot provide access, we will explain the reasons where required.

Where a request concerns patient information held or managed by a practice, we may refer the request to the relevant practice or clinician where appropriate, particularly where that practice or clinician is responsible for the clinical record.

Requests can be made using the contact details in section 20.

16. Correction of personal information

We take reasonable steps to ensure that personal information we hold is accurate, up to date and complete for the purposes for which it is used.

You may request correction of personal information held by HeronScribe if you believe it is inaccurate, out of date, incomplete, irrelevant or misleading.

Where information is part of a clinical record maintained by a practice or clinician, the request may need to be directed to that practice or clinician. HeronScribe does not replace the practice's responsibility for maintaining its clinical records.

If we do not make a requested correction, we will explain our decision and any available options where required by applicable law.

17. Privacy Enquiries & Complaints

If you have a question, concern or complaint about how HeronScribe handles personal information, please contact us using the details in section 20.

Please provide sufficient information for us to understand and investigate the issue. We may contact you for further details or to verify your identity.

We will review and respond to privacy complaints within a reasonable period and in accordance with applicable requirements.

If you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner (OAIC). Further information is available at www.oaic.gov.au.

18. Data breaches & security incidents

HeronScribe maintains procedures for responding to suspected or actual security incidents involving information handled by the service.

If we become aware of an incident involving personal information, we will assess the incident and take appropriate steps to contain, investigate and address it. Where required by applicable law, we will notify affected individuals, practices, regulators or other relevant parties.

Where the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth) applies, we will assess whether the incident is likely to result in serious harm and whether notification obligations arise.

We also rely on third-party providers to notify us of incidents affecting information they process. The timing and details of those notifications depend on the relevant provider arrangements. We will take appropriate steps in response to incidents affecting information handled by our providers.

19. Changes to this Privacy Policy

We may update this Privacy Policy when our information-handling practices, technology or service providers change, our use of personal information changes, our contractual arrangements change, or legal or regulatory requirements change.

We will publish the current version of this Privacy Policy on the HeronScribe website and indicate the date on which it was last updated. We will review this Privacy Policy periodically to ensure that it remains accurate and reflects the way HeronScribe actually handles personal information.

Where a material change affects the way we handle personal information, we will take reasonable steps to communicate the change where required or appropriate.

20. Contact us

For privacy enquiries, access or correction requests, deletion requests or complaints, contact:

HeronScribe Pty Ltd
ABN: 55 702 370 447
Email: hello@heronscribe.app
Postal address: PO Box 421, Toowoomba QLD 4350