CLINEMPOWER PTY LTD trading as ClinEmpower
ClinEmpower is clinical documentation software for occupational therapists and allied health practitioners. This policy explains how we handle personal information, including the health information of your clients.
We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
In this policy:
You are the entity responsible for your clients' health information. ClinEmpower processes it on your behalf, under your direction, to produce documentation for you.
Email address and a password (stored only as a cryptographic hash — we never see your password). Held so you can sign in.
Your plan, subscription status, and billing period. Card details are handled entirely by Stripe and never reach us.
For each transcription or report generation: the date, the type of action, and the duration of audio processed. These records contain no clinical content and no client identifiers. We use them to apply plan limits.
Session recordings, transcripts, case notes, assessments and reports you create. These are stored on your device, not on our servers. See section 4.
Standard web server logs (IP address, browser type, timestamps) generated by our hosting provider.
On your device. ClinEmpower stores your clinical records — patient records, transcripts, case notes and reports — in your browser's storage, encrypted at rest. Audio you record inside ClinEmpower is encrypted the same way.
One exception, stated plainly: if you upload an existing audio file, the working copy ClinEmpower keeps is not encrypted. That file already sits unencrypted on your own computer, so encrypting our copy would add ceremony without reducing real exposure — anyone who could read our copy could equally read your original. Recordings made inside ClinEmpower are different: that recording exists nowhere else, which is why it is encrypted.
Multi-device sync is always on. An encrypted copy is relayed between your devices through a server we operate in Sydney, Australia. The encryption key is derived from your password and generated on your device. We never receive that key and cannot decrypt what passes through the relay.
Thirty days is deliberate. A recording of an assessment can be the only record of a session that cannot be repeated, and a transcription can fail for reasons that have nothing to do with you — a dropped connection, a closed tab. The window gives you time to notice and try again. When ClinEmpower offers to resume an interrupted transcription, you can also discard that audio yourself at that point.
Clinical content leaves your device only when you ask ClinEmpower to perform a task that requires it.
When you record or upload a session and request a transcript:
| What is sent | The audio recording |
| Where it goes | Staged briefly in our storage in Sydney, Australia, then sent to AssemblyAI, processed in the European Union |
| What happens after | The transcript returns to your device. Once your device confirms it is saved, we instruct AssemblyAI to delete both the audio and the transcript. An automatic deletion after one day also applies as a backstop |
AssemblyAI does not use your audio or transcripts to train its models. We have turned off model training on our account, and material processed on their European servers is excluded from model training by default.
Two kinds of material are sent to an AI provider: details you have typed in, and the session content itself.
| Where you enter it | What is sent |
|---|---|
| Profile → Patient Details | Participant name; treating therapist (OT). For FCA reports only, also: gender, medical history, current medications, and the participant's representative |
| Visit / Meeting Minutes / Telehealth → Visit Details | Date; time; location; persons present |
When generating a case note:
When generating an FCA report:
Where it goes: OpenAI and Anthropic, both processed in the United States.
What our providers say they do with it
Neither provider uses it to train their models.
We have not opted in to model training with either provider, and ClinEmpower has no feedback button that sends your content to them.
Both delete it within 30 days.
| Anthropic's exception | Does it apply to us? |
|---|---|
| You use a service with longer retention under your control — e.g. their Files API, where uploaded files persist until you delete them | ❌ No. ClinEmpower does not use the Files API. Images and documents are sent inline with the request, not uploaded to storage |
| You and Anthropic have agreed otherwise — e.g. a zero-retention agreement | ❌ No such agreement is in place |
| They need to retain longer to enforce their Usage Policy — i.e. where they are investigating a suspected policy violation | ⚠️ Would apply only if a violation were suspected |
| Required by law | ⚠️ As for any provider |
These are our providers' own published commitments, not guarantees we can give on their behalf. We link to their current terms rather than restate them, because they can change.
Some of the providers above are located outside Australia. Under APP 8 we must tell you where, and we must take reasonable steps to ensure they handle your information appropriately.
We have kept every service in Australia that can be kept in Australia. The remaining providers are outside Australia because they do not offer Australian processing. We keep this under review, and will move any service to an Australian region as soon as one becomes available.
| Purpose | Provider | Location |
|---|---|---|
| Accounts, subscriptions, encryption key storage | Supabase | 🇦🇺 Sydney, Australia |
| Application hosting and audio staging | Vercel | 🇦🇺 Sydney, Australia |
| Multi-device sync relay (encrypted only) | Operated by us on Fly.io | 🇦🇺 Sydney, Australia |
| Transcription | AssemblyAI | 🇪🇺 European Union |
| Report generation | OpenAI | 🇺🇸 United States |
| Report generation, scale extraction, document reading | Anthropic | 🇺🇸 United States |
| Payment processing | Stripe | Australian entity; global infrastructure |
We delete your transcripts and audio from our transcription provider as soon as your device confirms the transcript is saved. Deletion of the content is confirmed through their API.
However:
We would rather state this plainly than make a promise we cannot substantiate.
| Data | How long |
|---|---|
| Clinical records (documents, transcripts, reports) | You control these. They stay on your device until you delete them |
| Audio on your device | Deleted immediately after a successful transcription. Audio whose transcription never completed is deleted automatically after 30 days — see section 4 |
| Audio staged for transcription | Deleted once transcription completes |
| Transcripts at our transcription provider | Deleted once your device confirms the transcript is saved; automatic time-based deletion as backstop |
| Material sent for report generation | Deleted by the provider within 30 days (OpenAI: abuse-monitoring logs retained up to 30 days; Anthropic: inputs and outputs auto-deleted within 30 days). Not used for training |
| Account and subscription records | While your account is open, and afterwards as required by law (tax records: 5 years) |
| Usage records | While your account is open |
If you close your account, we delete your account and subscription records. Your clinical records are on your device; deleting the app's data or your browser profile removes them.
No system is perfectly secure. If we become aware of a data breach that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.
Recording a session requires your client's consent. Obtaining that consent, and complying with the recording and privacy laws of your state or territory, is your responsibility as the treating practitioner. ClinEmpower does not obtain consent on your behalf.
You may:
Contact us at support@clinempower.com. We will respond within 30 days.
If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner — oaic.gov.au — 1300 363 992.
ClinEmpower is for registered practitioners. We do not knowingly collect information directly from children. Where you record a session with a child client, that information is handled as clinical content under this policy, and consent is obtained by you from the child's parent or guardian.
We will post any changes on this page and update the effective date. If a change materially affects how your clients' information is handled, we will notify account holders by email before it takes effect.
CLINEMPOWER PTY LTD
9 Manning Parade, Dundas Valley NSW 2117, Australia