Privacy Policy

ClinLetter is designed to help clinicians create professional clinical correspondence while minimising privacy risks.

ClinLetter is designed so that letter content remains within the user’s browser session and is not intentionally collected, received, or stored by ClinLetter.

To improve usability, ClinLetter stores certain information locally within your browser. This may include:

• Clinician profile details
• Clinic details
• Custom templates
• Letterhead images
• Footer images
• Signature images
• Document preferences and settings

This information is stored on your device and is not intentionally transmitted to ClinLetter.

Saved custom templates may persist locally in your browser. Users should not include client-identifying information in custom template names or section headings.

ClinLetter is designed to minimise the storage of client information.

Client details and letter content are stored only for the duration of the current browser session. This allows clinicians to refresh the page or continue working without losing progress.

When the browser tab or window is closed, current client information and draft letter content are intended to be removed from the active browser session.

Some browsers may preserve session data when restoring a previous browsing session, depending on browser settings and behaviour.

ClinLetter is designed so that client letter content is not intentionally transmitted to ClinLetter servers.

ClinLetter is designed so that letter content remains within the user’s browser session and is not intentionally collected, received, or stored by ClinLetter.

ClinLetter may collect beta application and waitlist metadata through Supabase. This may include your name, email address, profession, consent timestamps, consent version, beta status, and the signup source.

ClinLetter does not store clinical, client, recipient, or letter content in Supabase. Client names, DOBs, MHCP dates, recipient details, rich text letter content, and clinical information remain local to your browser session.

If you apply for the ClinLetter beta or join the waitlist, ClinLetter stores the information you provide for access, communication, consent, and future account or subscription administration.

Beta users participate at their own discretion. ClinLetter is beta software and may contain bugs, incomplete features, or unexpected behaviour.

ClinLetter may provide users with the option to submit feedback via email.

Feedback is provided voluntarily by the user. Users should not include client-identifying information, health information, or other confidential material in feedback submissions.

Feedback emails are sent directly to the ClinLetter development team using the user’s email application.

PDF and DOCX files are created by the user. Once downloaded, exported documents are outside ClinLetter’s control and should be managed securely by the user.

Clipboard copy is user-initiated and may place letter content on the user’s system clipboard.

ClinLetter does not use artificial intelligence to generate, analyse, process, store, or transmit clinical information.

ClinLetter does not send letter content to AI systems.

Users may choose to use browsers, operating systems, extensions, plugins, or third-party software that include AI functionality.

Users are solely responsible for ensuring that any such tools comply with applicable privacy, confidentiality, ethical, legal, Medicare, and professional obligations.

ClinLetter is not responsible for information shared with third-party AI systems by the user.

ClinLetter may rely on third-party providers for services such as:

• Website hosting
• Domain registration
• Email delivery
• Supabase for beta application and waitlist metadata

These providers may process technical information necessary for the operation of their services.

ClinLetter is hosted by third-party service providers. These providers may process technical information required to deliver the application, such as website requests, security logs, and performance data. ClinLetter is designed so that client letter content is not intentionally transmitted to these providers.

ClinLetter is designed with privacy in mind and aims to minimise the collection and storage of sensitive information.

However, no software or electronic system can guarantee absolute security.

ClinLetter is a document creation tool only. It is not a practice management system and should not be relied upon as a clinical record.

Users remain responsible for complying with applicable privacy legislation, professional standards, record-keeping obligations, and the secure management of their own devices and exported documents.

This Privacy Policy may be updated from time to time to reflect changes to ClinLetter or applicable legal requirements.

The latest version will always be available within the application.

For questions about this Privacy Policy or ClinLetter, please use the feedback option available within the application.