Privacy Policy

Introduction

ShiftNote AI ("we," "our," or "us") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our NDIS progress note writing service (the "Service").

We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Please read this policy carefully. If you do not agree with our practices, please do not use our Service.

1. Information We Collect

We collect information you provide directly to us, including:

• Account information: email address, password, name
• Participant information: participant names, NDIS numbers, goal information
• Shift notes: content of progress notes you create, including descriptions of activities, observations, and support provided
• Usage data: which features you use, note generation counts, subscription status

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Service
• Generate NDIS-compliant progress notes using Claude AI (Anthropic)
• Process your subscription and payments via Stripe
• Send you account notifications and support communications
• Comply with legal obligations
• Monitor and analyze trends and usage patterns to improve functionality

We do not sell, trade, or share your personal information with third parties for marketing purposes.

3. AI Processing and Claude API

To generate NDIS-compliant notes, we process your shift note content using Anthropic's Claude API. This means:

• Your raw note input and participant information are transmitted to Anthropic's servers for processing
• Anthropic's Claude AI formats your notes into compliant NDIS language
• Anthropic may retain API logs for system monitoring and improvement, in accordance with their privacy practices
• Your data is processed in accordance with Anthropic's privacy policy, available at anthropic.com/privacy

By using our Service, you consent to this processing. We recommend reviewing Anthropic's privacy policy to understand how they handle API data.

4. Data Storage and Security

Your account data and saved notes are stored securely in Supabase, a cloud database platform that complies with data protection standards. We use:

• Encryption in transit (TLS/SSL) for all data transfers
• Secure authentication with email/password or OAuth (Google)
• Role-based access controls to restrict employee data access
• Regular backups to protect against data loss

While we implement industry-standard security measures, no system is 100% secure. We encourage you to use strong passwords and protect your login credentials.

5. Stripe Payments

We use Stripe to process subscription payments. Your payment information (credit card details) is handled directly by Stripe and is never stored on our servers. Stripe's privacy practices are governed by their privacy policy at stripe.com/privacy.

6. Sharing Your Information

We only share your information in the following circumstances:

• Service providers: Anthropic (Claude API), Supabase (data storage), Stripe (payments)
• Legal compliance: when required by law or to protect our legal rights
• Business transfers: in the event of a merger or acquisition, your data may be transferred as part of that transaction

We do not disclose your personal information to government agencies, law enforcement, or third parties except as required by law.

7. Your Rights and Data Access

Under the Australian Privacy Principles, you have the right to:

• Access: request a copy of your personal information we hold
• Correct: update or correct inaccurate information
• Delete: request deletion of your account and associated data (see Section 8)
• Complain: lodge a complaint if you believe we've breached your privacy rights

To exercise these rights, contact us at contact@shiftnoteai.com.au.

8. Data Deletion

You may request deletion of your account and all associated data at any time. Upon deletion:

• Your account will be permanently closed
• All saved notes and personal information will be deleted from our systems
• You will no longer have access to your notes or subscription
• We will no longer use your information for any purpose

To request deletion, email contact@shiftnoteai.com.au with your account details. We will process your request within 30 days.

Note: We may retain certain information as required by law or for backup purposes, but this data will not be used for any service-related purpose.

9. Children's Privacy

Our Service is not intended for individuals under 18 years old. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information promptly.

10. International Data Transfers

Your data may be stored or processed on servers located in other countries (including the United States) through Supabase and Anthropic. By using our Service, you consent to such transfers. We ensure that your data receives appropriate protections in accordance with Australian Privacy Principles.

11. Cookies and Tracking

We use cookies to maintain your session and improve your experience. You can disable cookies in your browser settings, but this may affect your ability to use the Service. We do not use tracking pixels or third-party analytics that profile your behavior.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by updating the "Last updated" date above and by sending you an email notification. Your continued use of the Service following such notification constitutes your acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

14. Australian Privacy Complaints

If you are not satisfied with how we have handled your complaint, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):