Privacy Notice

FOR PATIENTS

MBSPro (the “Website”) is a website operated by MBSPRO PTY LTD (ACN 682 493 803) of Rialto, L2 Podium East, 525 Collins Street, Melbourne, VIC 3000 ("we", "us", "our"). We provide medical transcription, clinical documentation production and other AI-powered automated services to health care professionals via our MBSPro app (the “Services”). This Privacy Notice outlines how we manage the personal information of patients we collect in connection with operation of the Website and provision of the Services.

We treat all personal information with the utmost integrity and respect. We comply with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth) to protect personal information

We may update this Privacy Notice from time to time. We will notify you of any changes by uploading an updated version of the Privacy Notice to the Website and providing the most current version for your consent every time you use the pre-consultation questionnaire feature of the MBSPro app (the “App”).

What personal information do we collect?

‘Personal information’ (also known as ‘personal data’) is information that can be used alone or in combination with other information to personally identify an individual. We only collect personal information that is reasonably necessary for the operation of the App and provision of the Services.

We collect personal information from health care providers who subscribe to our Services (“Practitioners”) when they use the App during a patient consultation. We also collect personal information from patients directly, when you input information into the pre-consultation questionnaire feature of the App (“you”, “your”).  

The kinds of personal information we may collect from you or your Practitioner includes:

(a) your name and date of birth;

(b) your voice;

(c) medical information including medical history, medications, allergies, adverse events, immunisations, social history, family history and risk factors (“Medical Information”); and

(d) any other personal information you provide to us if you correspond with us in relation to the Website, Services or the App.

How do we collect your personal information?

We may collect personal information in the following ways:

• directly from you when you enter your personal information in the pre-consultation questionnaire of the App;

• during a consultation with your Practitioner, when the Practitioner uses the App; and

• through your communications with us including conversations, letters, emails or other methods of communication.

What happens if we are not able to collect your personal information?

If you decide not to provide us with the personal information described above, the following may happen:

• we will be unable to provide the Services to the Practitioner during and after your consultation;  

• the consultation may take longer; and

• we may be unable to respond to your communications with us.

How and why do we collect, store, use and disclose your personal information?

We collect, store, use and disclose your personal information for the following purposes:

• to provide the Services to your Practitioner;

• to answer your enquiries and provide you with information and updates about the Services;

• to improve the Services;

• for quality control;

• to process and respond to any request or complaint made by you; and

Who do we disclose your personal information to?

We may disclose your personal information only for the purposes described in this Privacy Notice to:

• your Practitioner;

• parties to whom we have outsourced IT processing functions (server hosting and processing of data); and  

• regulatory authorities or government agencies, where required by law.

Where we disclose any personal information to a third party, we request that those parties do not use the information for their own purposes and comply with this Privacy Notice.

Do we disclose your personal information outside Australia?

No. We store your personal information within Australia and do not disclose or transfer it outside of Australia.

• to provide you with information and special offers on our products and services we think you might like;

• to enforce our policies and terms of use;

• to improve the Services and make beneficial content available to our clients;

· to investigate fraud;

· to assess the performance of the Website and make improvements to it;

· for security and risk management purposes;

· for business planning and quality control;

• to process and respond to any request or complaint made by you;

·  to update our records; and

How do we keep personal information secure?

We understand that your Medical Information is highly sensitive. We have incorporated security measures and processes into our Services commensurate with the heightened sensitivity of such information, including:

• The App records and transcribes patient consultations using a voice-to-text (V2T) API and converts the transcription to a summary and/or clinical documentation, using a large-language model (LLM) API. Medical Information is encrypted in transit and at rest (using industry leading TLS 1.2 or higher).

• V2T servers are located within Australia and no audio data is processed or stored outside of Australia.

• The App provides a consultation summary on the Practitioner’s PC or device, allowing real time correction of errors, ensuring the accuracy of your personal information.

• Audio that is recorded during a consultation is processed immediately and then securely deleted

• The pre-consultation questionnaire, summary and clinical documentation are automatically deleted from our servers after 72 hours or earlier if the Practitioner chooses to have this information deleted immediately after it is saved to their patient file.  

• De-identified information may be retained if your Practitioner opts-in (with your consent), for the purpose of analytics and product improvement purposes.

We use other reasonable technical and organisational security safeguards to protect your personal information against unauthorised access, use, disclosure, loss, modification, or destruction. Our staff are required to maintain the confidentiality of the personal information we hold.

How long do we retain your personal information?

We will keep your personal information for the minimum period necessary for the purposes set out in this Privacy Notice, namely:

• Medical Information: 72 hours or earlier if the Practitioner chooses to have this information deleted immediately after it is saved to their patient file; and

• Other personal information: for as long as is reasonably necessary for the lawful purposes set out in this Privacy Notice.

Once the abovementioned periods have concluded, we will permanently delete, destroy or de-identify (with your consent) your personal information.

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. You can turn these off at any time through your own browser settings.

We use cookies to improve your experience on our Website, including:

• to understand how you use our Website; and

• provide you with targeted information that you may be interested in.

Third party links

The Website may contain links to websites operated by third parties. We are not responsible for the privacy practices or the content of any third-party websites. The privacy policies of those websites may differ from this Privacy Notice.

How can you access and correct your personal information?

You may request access to or correction of the personal information we hold about you by contacting us using the contact details provided below.

Where we hold information that you are entitled to access, we will provide a suitable means for you to access it, such as by emailing or mailing it to you. We may charge you our reasonable fees for providing the information to you.

There may be instances where we cannot provide you with access to your personal information. For example, we may need to refuse access where giving access would breach the privacy of another individual or would result in a breach of confidentiality. If that happens, we will give you written reasons for the refusal.

If you believe your personal information is incorrect, incomplete or inaccurate, you may request that we amend it. We will consider whether the information requires amendment. In some cases, we may not agree that there are grounds for amending your personal information. If that happens, we will add a note to your personal information stating that you disagree with it.

Contact us at: hello@mbspro.com.au

Attention:         Privacy Officer

How can you make a complaint?

You can make a complaint about the way we have handled your personal information by contacting us using the details provided above.

 You can report a complaint to the Office of the Australian Information Commissioner at: https://www.oaic.gov.au/privacy/privacy-complaints/