Security overview

Intelligent Consult is built as clinical documentation software: OLI listens or takes dictation, drafts, and waits for clinician review. This page summarises how we host and protect information. For the binding rules, see our Privacy Policy.

What happens to a consult

• You record audio on your device.
• Audio is uploaded to primary application hosting in AWS Sydney and stored on Cloudflare R2 Oceania (Australia).
• Speech-to-text and note drafting may run on provider infrastructure outside your country.
• Drafts are written with Claude as the primary writing model. OpenAI may write the draft if Claude is unavailable. You still review every draft.
• The transcript and draft note are stored with the primary application.
• You review and finalise. You copy the finished note into the clinical system you already use.
• We do not use your consult audio, transcripts, or notes to train third-party foundation models. Where we improve the platform beyond your own account, we use de-identified or aggregate information only — see the Privacy Policy.

Hosting and processing

• Primary application, database, and cache infrastructure run in AWS Sydney.
• Audio, documents, and verification files are stored on Cloudflare R2 Oceania (Australia).
• Speech-to-text and AI drafting may process audio or text on provider infrastructure outside your country, under those providers' contractual and security terms (including zero-retention arrangements where we have them in place).
• If a consult still includes identifiable details, that Content may be processed outside Australia. We disclose that plainly rather than promising in-region-only storage.

No patient record

Intelligent Consult is a scribe for clinicians. Patients do not hold accounts. We do not operate a patient database, a medical record, or a register of patient identities.

• Take every reasonable precaution not to capture patient-identifiable details in the recording — names, dates of birth, addresses, record numbers, and similar identifiers.
• Prefer first names only, or none. Do not read out an MRN, Medicare number, or full address for the microphone.
• Copy the finished note into the clinical system you already use. Intelligent Consult is not the system of record.
• Audio is deleted by default after 7 days by an automated job. Your organisation can shorten that window (including immediate deletion) within platform limits.
• Transcripts and notes then follow the organisation’s note window (default 30 days after you finalise; 14 days from creation if a clinical session is never finalised), then the whole clinical session is hard-deleted. A legal hold can pause that for a specific matter.
• If identifiers are spoken anyway, they may still be in the audio, transcript, or draft until those jobs run. You remain responsible for what you record.

When processing happens overseas

Overseas processing does not pause our privacy design. Intelligent Consult is built to align with the Australian Privacy Principles and GDPR for the whole product — including when a contracted provider transcribes or drafts on infrastructure outside your country.

• We disclose that transfer here and in the Privacy Policy (APP 8 / GDPR transparency), rather than implying data stays only in Australia.
• Those providers process Content only to provide the Platform, under contract. We seek zero-retention and data-processing terms where we have them in place.
• Where a transfer mechanism is required — for example standard contractual clauses under the GDPR — we put that mechanism in place.
• We do not use consult audio, transcripts, or notes to train third-party foundation models. We do not sell personal information. Advertising pixels, when you accept them, run only on public marketing pages and do not receive consult content.
• Access stays organisation-scoped. Short retention still applies after the draft is stored with the primary application in AWS Sydney.
• You (the practitioner or organisation) remain the controller if a consult still contains patient information. Our in-product consent scripts support your recording-consent duties; they do not replace them.

We do not claim HIPAA compliance, certification, or that Intelligent Consult is a HIPAA-covered entity. If you practise under US rules, in-product consent copy is clinician-obligation guidance — you remain responsible. We do not use “HIPAA-aligned” as a company badge.

Encryption and access

• Data is protected in transit with TLS on public endpoints.
• Access to clinical content is limited by organisation tenancy and role-based permissions.
• Storage at rest relies on our cloud providers' platform encryption and access controls.

Retention and deletion

• Audio is deleted by default after 7 days by an automated job. Your organisation can configure a different audio window within platform limits (including shorter).
• Transcripts and notes follow the organisation’s note window (default 30 days after you finalise; 14 days from creation if never finalised), then the clinical session is hard-deleted.
• A legal hold can pause deletion for a specific session when required (for example, a complaint or investigation).
• You can request account deletion; legal holds and legally required records may delay full erasure.

Consent attestation

• In clinical mode, pressing Transcribe records that you attested appropriate consent for that session and jurisdiction.
• Jurisdiction-aware scripts help you meet recording-consent expectations. You remain responsible for obtaining valid consent under the law where you practise.

AI vendors

• Note drafting uses Claude as the primary writing model. OpenAI may write the draft if Claude is unavailable.
• Ask Oli: Claude distills a de-identified topic; Perplexity searches published sources and synthesises the answer. Not the consult audio, and not identifiers. See How Ask Oli works.
• We use a specialised provider for speech-to-text.
• See the Privacy Policy for how we describe sub-processors.

Privacy alignment

• Intelligent Consult is built to align with the Australian Privacy Principles and GDPR — a design posture we stand behind in our Privacy Policy and security documentation.
• Clinical mode includes jurisdiction-aware consent copy and draft-for-review workflows so clinicians can meet their own documentation and recording-consent obligations.

Product posture

• The scribe is documentation software: it drafts notes for your review. It does not diagnose, treat, catch what you missed, or replace clinical judgement.
• Ask Oli is clinician-facing support with a published basis. You apply the criteria. Answers are not written into the note. We do not claim TGA approval.
• No system is perfectly secure; if a breach notification duty applies, we will notify users and, where required, regulators.

Questions: admin@intelligentmind.app.