See how Grounded Scribe protects sensitive professional information, handles temporary audio, and explains the scope of its security and compliance measures.
Information safeguardsPlain-language view
Clinical recordsStored in Australia and encrypted at restProtected
Session audioDeleted immediately once processed; a failed upload stays on your own device to retry, a failed processing is held in Australia for up to 48 hoursDeleted
AI model trainingYour clinical data is not used to train AI modelsExcluded
Data accessRecorded through an audit trailAudited
Built 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.
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.
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 Deleted Once Transcribed
Audio is deleted immediately once it's processed successfully. If a recording can't upload, it stays on your own device so you can retry. If it uploads but can't be processed, it's held securely in Australia for up to 48 hours so you can retry, then deleted. Live AI Reception conversations are transcribed in real time without creating a call recording.
Australian Data Storage
All clinical records are stored in Australia (Sydney). 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.
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.
Audio is deleted immediately once it's processed successfully. If a recording can't upload, it stays on your own device so you can retry. If it uploads but can't be processed, it's held securely in Australia for up to 48 hours so you can retry, then deleted. The reviewed text record is what continues into encrypted Australian storage.
Temporary source
Audio until successful transcription
Lasting record
Reviewed text, encrypted in Australia
01Recording
Location
Practitioner device
Duration
During session, and until it uploads (so a failed upload can be retried)
Data retained
Temporary
02Upload
Location
Australia (encrypted)
Duration
Until processed (up to 48 hours if processing fails)
Data retained
Temporary
03Transcription
Location
Australia
Duration
Minutes
Data retained
No — audio deleted after processing; the transcript is saved to your record
04Note generation
Location
Australia
Duration
Seconds
Data retained
Only the draft note, saved to your record
05Storage
Location
Australia
Duration
Persistent
Data retained
Yes (encrypted)
Audio is deleted immediately once it's processed successfully. If a recording can't upload, it stays on your own device so you can retry. If it uploads but can't be processed, it's held securely in Australia for up to 48 hours so you can retry, then deleted. 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.
Service
Location
Safeguards
Data retention
Healthcare-grade speech recognition
Australia
Australian processing
Audio deleted from our storage after processing
AI clinical documentation
Australia
Australian processing
Draft note saved only to your record
Australian cloud infrastructure
Australia (Sydney)
Encrypted in transit and at rest
Encrypted at rest
Payment processor
United States
PCI DSS Level 1
Payment data only
Email delivery
United States
Encrypted in transit
Transactional only
Telecommunications (SMS & phone reception)
United States (Australian phone numbers)
Encrypted in transit
Live 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.
Grounded Scribe
APPs Compliant
Australian Privacy Principles
Grounded Scribe
Australian Data Residency
Records stored in Australia (Sydney)
Payment processor
PCI DSS Level 1
Payment card security
Regulatory context
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.
