Australian Privacy Act (APPs)
Full compliance with the Privacy Act 1988 (Cth) and all 13 Australian Privacy Principles. Designed specifically for Australian healthcare professionals and their regulatory requirements.
Security and information safeguards
Security & Compliance
See how Grounded Scribe protects sensitive professional information, handles temporary audio, and explains the scope of its security and compliance measures.
Clinical recordsStored in Australia and encrypted at rest
ProtectedSession audioDeleted immediately after successful transcription
DeletedAI model trainingYour clinical data is not used to train AI models
ExcludedData accessRecorded through an audit trail
AuditedBuilt for Australian healthcare
Grounded Scribe is designed for Australian health, allied health and education professionals who remain responsible for the records they create, review and share. Its safeguards are built around sensitive professional information and accountable human use.
How information is protected
Six controls, explained without the badge wall.
The important question is not how many security labels a page can show. It is what happens to your information while Grounded Scribe captures, processes and stores the professional record.
AES-256 Encryption
All data encrypted at rest using AES-256 encryption and in transit using TLS 1.3. Your clinical notes, transcripts, and client data are unreadable to anyone but you.
Audit Logging
Complete audit trail of all data access with 7-year retention. Track who viewed what and when — essential for AHPRA compliance and practice audits.
Audio Is Not Kept
Clinical-session audio is deleted after successful transcription. Live AI Reception conversations are transcribed in real time without creating a call recording.
Australian Data Storage
All clinical data is stored on Australian servers in the Sydney region. Your notes, transcripts, and client records never permanently leave Australian soil.
No AI Training on Your Data
Your clinical data is never used to train, fine-tune, or improve AI models. Our AI providers operate under zero-retention policies — your data is processed and immediately discarded.
Data flow summary
Follow the record from capture to storage.
This step-by-step view separates the temporary processing required to prepare a note from the information that remains in the Australian record.
Temporary source · retained record
The audio is not the lasting record.
Clinical-session audio is temporary and is removed after successful transcription. The reviewed text record is what continues into encrypted Australian storage.
- Temporary source
- Audio until successful transcription
- Lasting record
- Reviewed text, encrypted in Australia
Recording
- Location
- Practitioner device
- Duration
- During session
- Data retained
- Temporary
Upload
- Location
- Australia (encrypted)
- Duration
- Until transcription
- Data retained
- Temporary
Transcription
- Location
- United States
- Duration
- Minutes
- Data retained
- No (zero retention)
Note generation
- Location
- Australia (Sydney)
- Duration
- Seconds
- Data retained
- No (zero retention)
Storage
- Location
- Australia
- Duration
- Persistent
- Data retained
- Yes (encrypted)
Clinical-session audio is deleted after successful transcription. If transcription fails, it may be retained temporarily so processing can be retried, then removed through automated cleanup. Live AI reception calls are transcribed in real time and are not configured as call recordings.
Service categories
Where specialist providers support the workflow.
We carefully select providers who meet the security and compliance standards needed for their specific role. The table describes service categories without exposing private operational detail.
ServiceLocationCertificationsData retention
Healthcare-grade speech recognitionUnited StatesSOC 2 Type IIZero retention
AI clinical documentationAustralia (Sydney)SOC 2Zero retention
Australian cloud infrastructureAustralia (Sydney)ISO 27001, SOC 2Encrypted at rest
Payment processorUnited StatesPCI DSS Level 1Payment data only
Email deliveryUnited StatesSOC 2Transactional only
Telecommunications (SMS & phone reception)United States (Australian phone numbers)SOC 2 Type IILive AI calls are not configured as recordings
Compliance and certifications
Scope matters as much as the label.
Each item identifies whether it applies to Grounded Scribe directly or to the specialist provider responsible for that part of the service.
A documentation tool—not an autonomous clinical decision-maker.
Grounded Scribe is a clinical documentation tool. It is not a medical device under the Therapeutic Goods Act 1989 (Cth). It transcribes and structures clinical conversations into written records and does not generate diagnoses or treatment recommendations.
In addition to the Privacy Act and APPs compliance described above, Grounded Scribe operates within the following regulatory frameworks: the Cyber Security Act 2024, the National Registration and Accreditation Scheme (AHPRA), the Australian Consumer Law, and ACSQHC guidance for AI in clinical practice.
View full regulatory information