Smart GP Assist

1. Overview

SmartGPAssist ("the Service") is operated by Dr Sudheer Talari ("we", "us", "our"). We are committed to protecting the privacy of our users and their patients. This Privacy Policy explains how we collect, use, store, and protect personal and health information in compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and applicable state/territory health records legislation.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

Full name
Email address
AHPRA registration number (optional, for verification)
Medicare provider number (optional)
Clinic name and address (optional)
Specialty and qualifications

2.2 Consultation Data

When you use the consultation recording feature, we process:

Patient first name and date of birth (entered by you)
Presenting complaint
Audio recordings of consultations
AI-generated transcripts
AI-generated clinical analysis, billing suggestions, and documents

2.3 Payment Information

Payment processing is handled by Stripe. We do not store credit card numbers, CVVs, or full payment details on our servers. We retain only Stripe customer IDs and transaction references for billing purposes.

2.4 Usage Data

We collect anonymised usage data including feature usage patterns, session duration, and error logs to improve the Service. This data does not contain patient health information.

3. How We Use Your Information

We use the information collected to:

Provide and maintain the Service
Process consultation recordings and generate AI analysis
Generate clinical documents (referrals, certificates, handouts)
Process payments and manage credit balances
Improve the Service and develop new features
Communicate with you about your account and the Service
Comply with legal obligations

We do NOT use patient consultation data to train AI models. Consultation recordings and transcripts are processed solely for the purpose of providing the Service to you.

4. Data Storage and Security

All data is stored on secure, encrypted servers. Audio recordings are stored in encrypted cloud storage (AWS S3) with access controls. Database connections use TLS/SSL encryption. We implement industry-standard security measures including:

HTTPS encryption for all data in transit
Encrypted storage for audio files and transcripts
Secure session management with OAuth 2.0
Role-based access controls
Regular security reviews

5. Data Sharing

We share data only with the following third parties, solely for the purpose of providing the Service:

Provider	Purpose	Data Shared
OpenAI (Whisper)	Audio transcription	Audio recordings
AI Language Model	Clinical analysis generation	Transcripts (de-identified where possible)
Stripe	Payment processing	Email, payment method
AWS	Cloud storage and hosting	All service data (encrypted)

We do not sell, rent, or trade your personal information or patient data to any third party.

6. Patient Data Responsibilities

Your Obligations as a Healthcare Provider

As the treating practitioner, you are responsible for:

Obtaining appropriate patient consent before recording consultations
Complying with your state/territory health records legislation
Maintaining your own clinical records as required by AHPRA and the Medical Board
Ensuring patient data entered into SmartGPAssist is accurate and necessary
Not entering more patient-identifying information than required (first name and DOB only)

7. Data Retention

Consultation data (recordings, transcripts, and analysis) is retained for as long as your account is active. You may request deletion of specific consultations or your entire account at any time. Upon account deletion, all associated data will be permanently removed within 30 days, except where retention is required by law.

8. Your Rights

Under the Australian Privacy Principles, you have the right to:

Access the personal information we hold about you
Request correction of inaccurate information
Request deletion of your data
Withdraw consent for data processing
Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

9. Cookies and Analytics

We use essential cookies for authentication and session management. We may use anonymised analytics to understand usage patterns and improve the Service. We do not use cookies for advertising or tracking purposes.

10. Children's Privacy

The Service is intended for use by healthcare professionals only. We do not knowingly collect personal information from individuals under 18 years of age. Patient data for paediatric consultations is entered and managed by the treating practitioner.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. We encourage you to review this policy periodically.

12. Contact and Complaints

For privacy-related questions, data access requests, or complaints, please contact:

Dr Sudheer Talari, FRACGP
Email: [email protected]
Website: smartgpassist.com

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.