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1. Purpose and overview

Kindred practitioners may use an AI scribe tool during your session, to assist with documentation. Our dedicated clinical AI scribe captures audio from our session, produces a transcript, and helps generate clinical notes. All notes are reviewed and edited for accuracy by your practitioner. A plain-language summary can be sent to you after each session to support reflection and follow-through.

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Using AI scribe technology aims to improve accuracy and reduce notetaking in sessions, so the focus can be on you. You may opt out at any time, including on a session-by-session basis.

2. What information is collected

• Audio of our session for the purpose of transcription. The audio is kept only as long as needed to produce accurate notes, then deleted or securely destroyed.

• A machine-generated transcript and draft notes.

• Edited clinical notes and a client-friendly session summary I prepare from those notes.

• Basic identifiers that may appear in the session, such as your name or details you

• share.

• Your payment card details, Medicare numbers, or other sensitive identifiers in the recording are not intended to be captured in the recording. If they are mentioned, they will be redacted from the notes.

3. How the information is used

• To create accurate clinical notes for your client record.

• To generate a brief session summary, I can share with you when appropriate.

• For supervision or legal purposes where required or permitted. In those cases, identifying details are minimised unless disclosure is required. ​

• Your information will never be used for marketing. Our AI scribe is used only to provide transcription and note-assist services to your practitioner's practice.

4. Legal basis and your rights

As a private health service provider, I comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Where relevant, I also comply with state and territory health privacy laws, for example:

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• Victoria: Health Records Act 2001

• New South Wales: Health Records and Information Privacy Act 2002

• Australian Capital Territory: Health Records (Privacy and Access) Act 1997

Your rights include:

• Access: You can request access to your health record and session summaries.

• Correction: You can request corrections if the information is inaccurate.

• Withdrawal of consent: You can withdraw consent to recording or AI transcription at any time without affecting your access to care.

• Complaint: You can raise concerns with our practice. You may also complain to the Office of the Australian Information Commissioner or your state health privacy regulator.

5. Storage, security and location

• Your clinical notes and summaries are securely stored in our practice record system.

• Our AI scribe and Kindred's practice systems use secure, encrypted storage and transmission.

• Transcripts are retained only as needed to generate and verify notes, then handled according to my retention policy below.

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6. Access and sharing

• Only your practitioner can access your transcripts, notes and summaries for clinical purposes.

• Only your practitioner may share a session summary with you after each session to support reflection.

• Your recordings or transcripts will not be shared with third parties unless required by law or with your written consent.

• For supervision, I use de-identified material wherever possible.

7. Retention and deletion

• Audio recordings: Are kept only as long as needed to produce accurate notes, then deleted or securely destroyed.

• Transcripts and draft AI outputs: Are retained only while your practitioner finalises your clinical notes, then deleted or securely destroyed.

• Final clinical notes and any summaries shared with you: Are kept as part of your health record for the minimum period required by law and my insurer. For adults, this is usually at least seven years from the last entry. For minors, it is usually until age 25 or seven years from the last entry, whichever is later.

• You may request deletion of transient audio or draft transcripts that are no longer required by law or clinical need.

8. Notifiable data breaches

If an eligible data breach occurs that is likely to result in serious harm, Kindred will take steps to contain and assess the breach and will notify you and the Office of the Australian Information Commissioner in line with the Notifiable Data Breaches scheme.

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9. Benefits for you

• More attention on you in session because your practitioner types and/or writes less.

• Clear summary at the end of each session to support reflection, homework, goal tracking, and continuity between sessions.

• Better accuracy and reduced risk of omissions in your record.

• Option to review and request corrections promptly.

10. Risks and safeguards

• Any digital system carries residual security risk. Kindred use reputable providers, encryption, access controls, and least-necessary retention to reduce risk.

• Automated transcripts may include errors. All outputs are reviewed and edited by your practitioner  before they form fpart of your record.

• You can pause or stop recording at any time. Sensitive content can be discussed off-record if you prefer and recorded in a brief manual note.

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11. Alternatives if you do not consent

• If you prefer not to use AI in session, your practitioner will take manual notes. Your access to services will not be affected.

• You can also choose session-by-session consent.

12. Fees

• There is no extra fee for using AI in session. Standard session fees apply.

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