Privacy Policy

This Privacy Policy includes important information about how Letters handles Personal Data and we encourage you to read it carefully.

Last updated: 5 Dec 2024

1. Introduction

Letters App Pty Ltd ("Letters, we, us or our") values the privacy of individuals. This policy outlines how we handle Personal Data in relation to our Letters service.

2. About the Letters App

Letters provides transcription and report generation services for healthcare practitioners.

3. Information Collection and Use

a. Managing Healthcare Practitioner Personal Data

We collect and store your contact information, clinic details, and usage data. This information is securely stored on Australian servers and may be used for service improvement and analysis.

b. Managing Client Personal Data

All audio is transcribed in real-time on our secure Sydney servers. Audio files are hard-deleted immediately following processing, and all audio is processed without leaving Australia. Only the resulting transcript is stored.
c. LLM Processing
Processing occurs on Microsoft Azure servers in Sydney. Our models are deployed in adhere to Azure Data Residency Promise, ensuring no user data is stored or processed outside of Australia, or used for training purposes.

d. Your Responsibility to Clients

You are responsible for the security of transferred notes and must comply with relevant privacy legislation, including obtaining client consent for using our service.

e. Website Experience Improvement

We collect usage data and employ cookies to enhance user experience on our website.

4. Letters App Privacy Information
Letters is designed with privacy and security as the top priorities, ensuring full compliance with Australian regulations, including the Australian Privacy Act 1988. All sensitive information is processed and retained within Australian borders, never transferred offshore.

For further infromation on how your data is used, processed and stored within our app please view our App Privacy & Security Overview here: LINK

5. Disclosure of Personal Information

We do not share personal information except as described in this policy, including legal obligations and authorised support access.

6. Data Security

We implement various security measures to protect Personal Data, including encryption and access controls. However, we cannot guarantee 100% prevention of unauthorised access.

7. Cookies and Websites

We use cookies to improve user experience. Users can refuse cookies but may lose some website functionality.

8. Status of this Policy

By using our service, you accept this policy. We may update it as technologies and practices evolve.

9. Accessing, Updating, and Removing Personal Information

You may request to access, update, or remove your personal information through our privacy officer.

10. Privacy Enquiries or Complaints

Direct privacy concerns to our privacy officer. Unresolved issues can be referred to the Australian Privacy Commissioner.

Letters Health Privacy Officer Contact Details

Email: privacy@letters.app
Post: Confidential – Privacy Officer
Letters App Pty Ltd 65 Kembla St, Wollongong, NSW, 2500

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