Terms of Service

By downloading and/or using OnScribe™ (the “Service”) of Docworks Pty Ltd ACN 685 553 664 (“we”, “us”, “our”), including both our mobile application and web interface (OnScribe Dashboard – www.onscribe.app), you (“you”, “user”) acknowledge and agree to comply fully with these Terms of Service.

Last updated: 04 November 2025

Service Description

OnScribe provides clinical documentation enhancement and transcription assistance services for authorised healthcare professionals.

Mobile applications available for iOS and Android.
Web interface access available for Platinum tier users.
Three service tiers: Plus (free), Pro, and Platinum.

User Responsibilities

Account Management

Provide truthful and accurate registration details.

Protect your account credentials, including encryption passphrases (“OnKey”).
Notify us immediately of any unauthorised access.

Clinical Use

Obtain appropriate patient consent before recording or inputting any personal or health information.
Use the Service solely for legitimate clinical documentation purposes.
Ensure compliance with applicable healthcare regulations and professional standards.
Review and verify all artificial intelligence (AI)-generated content before finalising documentation.

Data Security

Safeguard encryption passphrases (OnKey) and login credentials.
Platinum users with admin access must only share passphrases with authorised recipients.
Handle patient data securely in accordance with law and these Terms.

If you choose to export (share) documentation (e.g. via PDF or DOCX), the file will leave the encrypted OnScribe environment. Once exported, such files are no longer encrypted by us. You are solely responsible for securing and handling exported files in compliance with applicable privacy and health regulations.

OnScribe is designed for use on standard, non-modified devices. Use on rooted or jailbroken devices may expose temporary processing files and is not supported. You are responsible for securing your device environment

Service Access and Usage

Authorised Use

The Service is available only to authorised healthcare professionals.
Unauthorised access, account sharing, or misuse is strictly prohibited.

Service Availability

We strive for continuous availability but may suspend access for security, maintenance, or compliance reasons.
Planned maintenance will be communicated in advance where possible.

Platform Access

Mobile app: Available for all tiers.
Web interface: Exclusive to Platinum users with valid credentials and passphrases.

Artificial Intelligence (AI) Technology and Accuracy

OnScribe utilises AI technology for transcription and documentation assistance.

AI output requires human review and verification.
You remain responsible for the accuracy and appropriateness of final documentation.
The Service does not provide diagnostic or therapeutic recommendations.
All clinical decisions rest solely with the healthcare professional.

AI Output Limitations and Intended Use

OnScribe uses large-language-model (LLM) technology to assist with transcription and drafting of clinical documentation.
AI systems may occasionally generate additional or imprecise text (“hallucinations”), including language that could appear to suggest diagnostic or therapeutic interpretations.
Such content is unintended and outside the scope of OnScribe’s design.
The Service is not intended or approved to provide any diagnosis, differential diagnosis, prognosis, or treatment recommendation.
Users must not rely on any AI-generated or summarised content (including that produced via the Smart Scanner or document-summarisation features) for clinical decision-making, diagnosis, or patient management.
Healthcare professionals remain solely responsible for verifying accuracy and ensuring that all final documentation reflects their own clinical judgment.

Data Handling and Security

Encryption and Zero-Knowledge Security

All protected health information (PHI) is encrypted on-device before storage or transmission.
AES-256-GCM encryption with authenticated integrity verification, monthly key rotation, and zero-knowledge architecture.
We cannot decrypt or access your PHI. Only you control your OnKey passphrase.

Audio Recording Retention

Plus (free) users: Recordings are stored only on the device. Users may delete or retain them at their discretion. No automatic deletion applies.

Pro and Platinum users:
- Local device: recordings automatically deleted after 14 days.
- Cloud storage: recordings automatically deleted after 21 days (Pro) or 28 days (Dictation Mode in Platinum).
Users may delete recordings earlier at any time.

Transcript Retention

Transcripts remain encrypted in the cloud until deleted by the user.
Users have full control to permanently delete transcripts at any time.
We cannot recover deleted data.

Court and Regulator Access

Due to our zero-knowledge model, we cannot provide decrypted PHI to third parties, including courts or regulators.
Only the user, as custodian of the OnKey passphrase, may access or produce decrypted PHI.

Intellectual Property (IP)

Our Rights

All Service content, software, algorithms, UI, documentation, and graphics remain our IP.
Users receive a limited, non-exclusive licence to access and use the Service.

Your Content

You retain ownership of all PHI and clinical documentation you input.
You grant us a limited licence to process your data solely to provide the Service.
We do not claim ownership over any clinical documentation, patient information, healthcare worker information, uploaded PDF templates, or transcript prompts that you add to your account.

Subscription and Payment

Plus: Free tier with basic features.
Pro: Subscription tier with enhanced features.
Platinum: Full features, including web access.

Free Trial

We may, at our discretion, offer a one-off free trial of Pro or Platinum subscriptions. The current free trial includes up to 100 minutes of audio transcription and 50 pages of PDF processing.

The free trial is available only once per user account and cannot be repeated. At the end of the trial, continued use of Pro or Platinum features requires a paid subscription. Any unused minutes or pages from the trial do not carry over into the paid subscription but will be reset to the full allocated quota of the chosen plan.

Payment Terms

Subscription fees are payable in advance.
We will provide 30 days’ notice of any fee changes.
Refunds may be provided at our discretion for service interruptions. Your rights under the Australian Consumer Law remain unaffected.

Regulatory Compliance

Therapeutic Goods Administration (TGA) Exemption:
OnScribe has been assessed against the Therapeutic Goods Act 1989 (Cth) and the TGA’s August 2025 guidance “Digital scribes – when they are regulated as medical devices.”

OnScribe is not a medical device because its intended purpose is limited to transcribing and formatting clinical conversations and notes.
It does not analyse, interpret, diagnose, predict, provide treatment recommendations, or perform any therapeutic or diagnostic function.

Accordingly, OnScribe is exempt from inclusion in the Australian Register of Therapeutic Goods (ARTG).

We monitor TGA updates and will re-evaluate our classification should functionality change in the future.

Healthcare professionals remain responsible for obtaining patient consent and verifying the accuracy of all clinical information recorded or generated using the Service.
Privacy Act: Full compliance with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs) is maintained.
Cyber Security and Professional Standards:
OnScribe follows best-practice security controls consistent with the Cyber Security Act 2024 and the Australian Cyber Security Centre’s guidance.

Clinicians must continue to comply with the AHPRA codes of conduct and the AI Clinical Use Guide published by the Australian Commission on Safety and Quality in Health Care (ACSQHC).
Data Sovereignty: All data is processed and stored exclusively within Australia (Microsoft Azure Sydney, Google Cloud Australia regions).

Limitation of Liability

The Service is provided “as is” without warranties beyond those required by Australian Consumer Law.
We do not guarantee 100% accuracy of AI-generated content.
Users are responsible for reviewing and verifying all documentation.

Liability Cap

To the maximum extent permitted by law, our liability to you is capped at the total subscription fees you paid in the 12 months preceding the claim.
Users on the Plus (free) tier acknowledge that no liability applies as no fees are paid.
Your statutory rights under Australian Consumer Law remain unaffected.

Account Suspension and Termination

We may suspend or terminate accounts for violations of these Terms.
You may cancel your subscription or delete your account at any time through the Subscription Management section of the app.
Upon account deletion:
- Your profile and authentication account are permanently deleted immediately
- Patient health information (PHI) is handled according to the retention and deletion policies in "Data Handling and Security" above
- Cloud storage files undergo automated cleanup within 30 days.

Privacy and Confidentiality

All PHI and personal data is handled in accordance with our Privacy Policy and Australian law.
We maintain strict confidentiality and robust security measures.

Updates and Modifications

We may update these Terms from time to time. Significant changes will be communicated.
Continued use after notification constitutes acceptance of updated Terms.

Dispute Resolution

Governed by the laws of Victoria, Australia.
Disputes resolved in Victorian courts.
Contact for disputes: onscribe@docworks.com.au

Indemnification

You agree to indemnify and hold us harmless from any claims, damages, or expenses arising from:

Your use of the Service.
Breach of these Terms.
Failure to obtain patient consent.
Alleged or actual malpractice or medical negligence linked to your use of the Service.
Reliance on artificial intelligence (AI)-generated content without appropriate human review and verification.

Force Majeure

We will not be liable for service interruptions beyond our reasonable control, including but not limited to natural disasters, cyberattacks, third-party outages, or government actions.

Communications

By creating an account, you consent to receive:

Essential Communications (cannot opt out):
- Billing and subscription notifications
- Security alerts and authentication codes
- Critical service updates and policy changes
- Account-related communications
Marketing Communications (optional):
- Product updates and new feature announcements
- Educational content and instructional videos
- Service tips and best practices
- Promotional offers (if applicable)
You may unsubscribe from marketing communications at any time using the unsubscribe link in emails or by contacting support@docworks.com.au.
You are responsible for keeping contact details current.

Severability

If any provision of these Terms is found unenforceable, the remainder shall continue in full force.

Entire Agreement

These Terms, together with our Privacy Policy, constitute the complete agreement between you and Docworks Pty Ltd regarding the Service.

Contact Information

Email: onscribe@docworks.com.au
Complaints: onscribe@docworks.com.au
Address: DocWorks Pty Ltd,2/234 South Road, Mile End SA 5031