Practice Management Software for Complementary Healthcare Practitioners.

Practice Management Software for Complementary Healthcare Practitioners.

Practitioner AI Privacy Policy Addendum

(Optional – applies only if you elect to use AI-enabled features)

This AI Tool Addendum forms part of the SimpleClinic Terms of Use. It applies only if you choose to activate or use AI-enabled features within the SimpleClinic platform.

By enabling or using any AI feature, you agree to be bound by this Addendum in addition to our Terms of Use, Privacy Policy and any other relevant User Documentation.

Definitions & Interpretation

In this Addendum, unless the context requires otherwise:

AI Features means the artificial intelligence–enabled tools made available within the SimpleClinic platform, including speech-to-text transcription, AI-generated summaries, and AI-assisted document drafting.

Artifacts means any records, files, or outputs generated through use of the AI Features, including audio recordings, transcripts, AI-generated summaries, treatment notes, correspondence, and recommendations.

Capitalised terms not defined in this Addendum have the meanings given in the Terms of Use.

Scope of AI Features

1. If you enable the AI Features, they may be used to assist with:
   1. transcription of consultation audio recordings into text;
   2. AI-generated summaries of consultation transcripts for inclusion in treatment notes;
   3. AI-assisted drafting of professional referral correspondence, including to general practitioners, physiotherapists, or other healthcare providers; and
   4. AI-assisted generation of recommendations or treatment suggestions based on information discussed during the consultation and the SimpleClinic protocol library.
2. The protocol library is a collection of treatment protocols developed by the SimpleClinic team and made available for Practitioner use. Use of the protocol library is entirely optional and remains subject to your professional discretion. You remain responsible for deciding whether using the protocol library is appropriate in any given case.
3. You acknowledge that the AI Features are provided solely as assistive tools and do not replace clinical consultation, informed consent, professional judgment, or evidence-based decision-making.

Responsibilities and usage limitations

1. You remain solely responsible for all clinical decisions, treatment outcomes, and patient care.
2. Without limitation, you are responsible for:
   1. reviewing, verifying, and validating all AI-generated outputs;
   2. deciding whether and how any AI-generated material is used;
   3. ensuring all records comply with your professional, ethical, and regulatory obligations; and
   4. exercising independent professional judgment at all times.
3. You must not use the AI Features:

1. as a substitute for a patient consultation;
2. to generate treatment plans or recommendations without a genuine consultation; or
3. outside your scope of practice or professional authority.

4. SimpleClinic does not provide medical, clinical, or therapeutic advice and does not assume responsibility for decisions you make using AI-generated materials.

Artifacts, records, & retention of data

1. Using the AI Features will result in the creation and storage of multiple Artifacts, which may include audio recordings, transcripts, and AI-generated outputs embedded within patient records.
2. Artifacts are made available to you within the SimpleClinic platform so that you can review and verify them, and, where applicable, amend or contextualise AI-generated content in accordance with your professional and record-keeping obligations.
3. You acknowledge that AI-generated Artifacts form part of the clinical record within the SimpleClinic platform. You are responsible for reviewing AI-generated content and ensuring it accurately reflects the consultation and your clinical judgment before relying on it for clinical, professional, or record-keeping purposes.
4. You acknowledge that clinical records, whether AI-assisted or not, may be subject to legal, regulatory, or professional disclosure obligations, including subpoenas, court orders, or regulatory requests.
5. Artifacts are retained and managed in accordance with SimpleClinic’s data retention and backup practices, as described in the Privacy Policy.
6. You may download Artifacts from the SimpleClinic platform. Artifacts are not made available to patients unless you choose to provide them. All Artifacts will be included in the patient export feature, which is typically generated by you in response to a request under Australian Privacy Principle 12.
7. You may soft delete Artifacts within the SimpleClinic platform. Soft-deleted Artifacts are removed from your view but are retained within SimpleClinic’s systems in accordance with its archival and retention practices. If you close your account, Artifacts will be permanently deleted in accordance with our Terms of Use.

Patient consent

1. You are solely responsible for obtaining all patient consents required in connection with use of the AI Features, including consent to:
   1. audio recording of consultations;
   2. transcription of recordings; and
   3. AI-assisted documentation or analysis, where required by law, professional standards, or ethical obligations.
2. SimpleClinic does not obtain, manage, or verify patient consent on your behalf.
3. You are responsible for ensuring that you understand your legal and regulatory obligations in relation to privacy and data handling, and for updating your practice privacy policy as required to disclose the use of AI-enabled tools in accordance with the Australian Privacy Principles.

Data processing & third-party services

1. To provide the AI Features, SimpleClinic uses third-party service providers, including:
   1. Deepgram for speech-to-text transcription;
   2. Amazon Web Services for infrastructure and data processing; and
   3. OpenAI for AI processing and generation.
2. SimpleClinic may replace or supplement these service providers from time to time, including by using alternative providers that perform substantially similar functions, provided that any such providers are subject to appropriate privacy, security, and data handling obligations consistent with the Privacy Policy.
3. You acknowledge that audio, transcript, and text data may be processed by these providers solely for the purpose of delivering the AI Features.
4. SimpleClinic does not intentionally submit personally identifying information to transcription or AI services unless such information is expressly spoken by you or the patient during the consultation.

AI outputs & model training

1. AI-generated outputs are produced in response to your inputs and are not guaranteed to be accurate, complete, or appropriate for any particular clinical purpose.
2. SimpleClinic does not use your data or patient data to train public AI models. Any processing of data by third-party AI providers is governed by their respective service terms and occurs solely for the purpose of providing the AI Features.

Pricing & billing

1. Use of the AI Features is billed on a usage basis, including:
   1. speech-to-text transcription charges calculated by consultation duration; and
   2. AI processing charges calculated by token usage.
2. Charges will be invoiced monthly in arrears and itemised to distinguish transcription usage from AI processing usage.
3. You are responsible for reviewing invoices and raising any billing queries within a reasonable time.

Availability & Changes

1. SimpleClinic may modify, suspend, or discontinue any AI Feature where required to:
   1. maintain compliance with applicable laws or regulations;
   2. respond to changes in third-party service availability; or
   3. manage operational, technical, or risk considerations.
2. SimpleClinic does not guarantee continuous availability of any AI Feature..

Insurance & liability

1. Use of the AI Features does not extend, replace, or supplement your professional indemnity insurance or any other insurance coverage you hold.
2. SimpleClinic does not provide insurance or indemnity in relation to your clinical decisions, treatment outcomes, or reliance on AI-generated outputs.
3. To the extent permitted by law, you indemnify SimpleClinic against any loss, damage, liability, claim, or expense (including reasonable legal costs) arising from or in connection with:

1. your use of the AI Features;
2. your failure to review, verify, or exercise appropriate professional judgment in relation to AI-generated outputs;
3. your breach of applicable laws, professional obligations, or patient consent requirements; or
4. any clinical decision, treatment outcome, or patient harm associated with your use of the AI Features,

except where such loss is caused by SimpleClinic’s negligence or breach of our obligations to you.

Relationship to the Terms of Use & User Documentation

1. This Addendum supplements the Terms of Use, Privacy Policy and other relevant User Documentation.
2. If there is any inconsistency, this Addendum applies only to the extent of the inconsistency and only in relation to the AI Features.