Trust Centre

OnScribe is designed with privacy and security as the foundational priorities, ensuring compliance with Australian healthcare regulations and the Australian Privacy Act 1988. All sensitive information is processed and retained within Australian borders, never transferred offshore.

Encryption Architecture

Dual-Layer Security Model

OnScribe employs a dual-layer encryption strategy with AES-256-GCM authenticated encryption for master key protection and AES-256-CBC encryption for patient data.

Local Device Protection

Database-level AES-256-CBC encryption for all patient data
Passphrase (OnKey)-derived master key is the root of security
The master key is encrypted using AES-GCM and stored in Azure Key Vault, with a local cache on device
Local cache is hardware keystore protected (Android Keystore/iOS Keychain) and expires every 30 days
Authenticated encryption automatically detects tampering - if data is modified, decryption fails
If cache is invalidated (expiry, corruption, biometric change, or tampering detected), the OnKey passphrase must be re-entered to decrypt local data

Transmission Security

End-to-end encryption before leaving device
Random IVs and session keys ensure perfect forward secrecy
SHA-256 integrity checks for tamper prevention

Keys Management

Azure Key Vault manages encryption keys securely
Monthly tramsission key rotation ensures forward secrecy
Zero-knowledge architecture: neither OnScribe nor cloud providers can decrypt patient data

Data Sovereignty & Processing

100% Australian Processing – all data stored and processed exclusively in Australia
Primary Processing: Microsoft Azure (Sydney)
Storage Infrastructure: Google Cloud Platform (Australia regions)
Traffic Routing: No international transfers

Real-Time Audio (and Smart PDF) Processing

Audio transcribed in real-time on Azure Sydney servers
Audio files hard-deleted immediately after processing
Only encrypted transcription results retained
Zero persistent audio storage

A similar mechanism applies to Smart PDF Import, where referral letters are processed securely in-memory and deleted immediately after extraction.

Access Controls & Security

Zero-Trust Architecture

Principle of Least Privilege enforced
Multi-factor authentication for all admin access
Time-limited access tokens
Audit trails for all access and modifications

Secondary Recipient (Admin) Access to Web Portal

Admin access only when explicitly authorised by a healthcare professional
OnKey Passphrase sharing required for admin access
Audit logging for all admin access

Vendor Security

OnScribe leverages Microsoft Azure and Google Cloud Platform in Australia
Both providers maintain compliance with leading security standards:
- Azure: SOC 2, ISO 27001, HITRUST
- Google Cloud: SOC 2, ISO 27001, IRAP
Providers cannot access or decrypt PHI

AI Processing & Privacy

Microsoft Azure (Sydney) Cognitive Services used for transcription
Microsoft Azure (Sydney) LLM processing for document enhancement
No offshore processing
No training data use – user data is never used to train AI models
Zero-knowledge architecture ensures OnScribe cannot view patient content
AI Limitations and Intended Use
- OnScribe’s AI systems assist with transcription, document enhancement, and summarisation.
- They may occasionally generate additional or imprecise wording (“hallucinations”), which can sound interpretive or therapeutic.
- Such output is unintended and does not represent diagnostic, prognostic, or treatment advice.
- AI models are trained to avoid therapeutic recommendations, and clinicians must not rely on AI-generated or summarised text for clinical decision-making.

Compliance & Legal Assurance

Patient consent must be obtained by the healthcare professional before recording
OnScribe provides consent reminders in-app
Therapeutics Goods Administration ( TGA) exempt – OnScribe is a documentation tool, not a diagnostic or therapeutic device
Australian Privacy Principles compliance maintained
Regular internal compliance reviews conducted
Free trial users (Pro/Platinum) are subject to the same security, encryption, and retention policies as paid users.

Platform Security

Mobile App Security:

Hardware keystore protection (Android Keystore/iOS Keychain)
Biometric authentication with 30-day sessions
Passphrase-derived encryption keys with Azure Key Vault backup
Database-level AES-256-GCM encryption for all patient data
Automatic tamper detection and integrity verification
App sandboxing enforced

Web Portal (Platinum only):

Encrypted session tokens
HTTPS with certificate pinning
Content Security Policy applied

Temporary Files:

During PDF/DOCX generation or image processing, the app may create temporary files within the device’s secure sandbox. These files are automatically cleared on app restart and are not transmitted or stored in the cloud. On standard devices this process is fully secure. On rooted or jailbroken devices, however, system-level access may expose such temporary files. OnScribe does not support the use of rooted or jailbroken devices for this reason.

Data Lifecycle Management

Retention & Deletion Policies

Plus users: Data stored locally only; users control retention or deletion.

Pro & Platinum users:
- Local recordings auto-deleted after 14 days
- Cloud recordings auto-deleted after 21 days (Pro) / 28 days (Platinum) unless user deletes earlier
- Transcriptions remain in cloud until user deletes
Account data: Retained for service provision/legal requirements
Audit logs: Retained per compliance needs

Deletion

Users can delete data anytime
Secure deletion protocols applied

Exported files (PDF/DOCX):

Once shared, documents are no longer encrypted within OnScribe. Clinicians must ensure secure handling of these files under their professional and legal obligations.

Incident Response & Monitoring

24/7 monitoring for system security events
Immediate isolation of affected systems if incident detected
Regulator notification within mandated timeframes
User notification if their data is impacted
Post-incident review and security improvement

Security Contact & Support

Liability Cap

Security: security@docworks.com.au
Privacy Officer: privacy@docworks.com.au
Support: support@docworks.com.au

Compliance & Certifications

Australian Privacy Act 1988 – full compliance

TGA exempt (documentation tool, not a medical device)

Hosted on Azure & Google Cloud – both certified to SOC 2, ISO 27001, and more

Internal compliance reviews and security monitoring in place

External audits planned as OnScribe scales

OnScribe Trust Centre – Security and privacy for Australian healthcare professionals.

Last updated: 17/08/2025
Next review: 17/02/2026