Privacy policy

At Note Clone, we recognise the importance of our clients’ privacy and confidentiality. As such, we are committed to providing and maintaining the very highest standards for client confidentiality and file security.
Note Clone is compliant with the Australian Privacy Principles contained in the Privacy Act 1988 (Commonwealth) as well as the Guidelines on Privacy in the Private Health Sector issued by the Federal Privacy Commissioner under the National Health Act 1953 (Commonwealth). These can be viewed and downloaded at www.privacy.gov.au.

To ensure a strong and continuous level of privacy, Note Clone undertakes various measures including:

Secure Website

Note Clone maintains a secure online website to which clients can upload information and audio. Access to the site is auditable via IP number and a cryptographic algorithm is also used. All client accounts are password protected and clients can set their own passwords which are stored in a secure encrypted format.

Limited Use of Personal Information

Note Clone will only use personal information as is necessary to perform transcription services:

• To any person(s) where necessary in connection with the provision of our products or services, only when that that person(s) is subject to a confidentiality agreement in compliance with the Australian Privacy Principles;
• Where required or authorised by law; and
• Where you consent to the disclosure.

Note Clone manages a pool of experienced and highly-skilled typists all of whom are subject to the same quality expectations and contractual arrangements.
In the course of providing transcription services, information may be passed to other jurisdictions including India. By using our transcription services, clients consent to the disclosure of personal information to our contracted service providers.

Personal Information Collected

Medical (Standard), Legal, Academic, Market Research Clients

During the course of business we often collect the following client contact details: full name, email, telephone number, address, business name and ABN (if applicable).

  1. The information is provided by the client and is available to be viewed and amended by the client via their personal account.
  2. The information is used for the purposes of contacting the client in relation to the performance of transcription services and for invoicing purposes.
  3. Information recorded within completed transcripts as a result of the transcription process is not collated or analysed by Note Clone.

Medical – Practice Software Integration via Remote Access

In addition to the collection of basic contact details as outlined above, medical clients who request Practice Management Software Integration via VPN or Remote Access allow Note Clone to access their Practice Management Systems in order to complete the transcription services.
Medical Records and Health Records Information Privacy Medical records require additional safeguards to protect the sensitive and personal nature of the information they contain. Note Clone recognises the importance of privacy to medical clients, and has implemented a number of streamlined processes to ensure the highest level of information security for these clients. Privacy is considered a key element of our organisation and critical to the continued success of our business.

Note Clone’s service delivery is monitored closely by the Directors of the business, one of whom also serves as the Operations Manager.

As a specialised medical transcription company, Note Clone is dedicated to maintaining open communication with clients and typists to ensure all privacy requirements are met. Note Clone also allows full client access to the operating system to demonstrate the strength and integrity of security and privacy procedures. Central to this are Note Clone’s dedicated medical transcription team. This team includes experienced typists and QA managers who are familiar with the Note Clone privacy policy and relevant statutory and client requirements.

Employee and Subcontractor Confidentiality Agreements


All employees of, and subcontractors to Note Clone sign a confidentiality agreement before the commencement of work. This agreement is in compliance with the Australian Privacy Principles contained in the Privacy Act 1988 (Commonwealth).

Document Return

Completed documents are returned by default (uploaded to the client account on our secure website) thus restricting access to those holding the login and password details. This method is protected by standard HTTPS protocol. If preferred, documents can be returned via email in addition to being uploaded. The information accessed and used to complete the transcription services is not recorded by Note Clone. Patient and/or addressee information accessed via the client’s system is not copied or retained by Note Clone.

Audit Trail

All activity on the Note Clone secure website is fully auditable by Note Clone. Access to client and file information is strictly managed through the use of access level management and password protection. Both typist and administrative activity is recorded, providing a complete audit trail of when and by whom audio and documents are accessed.

Purging of Documents

Completed transcripts are stored in the client account for 30 days after publication before being purged. The file is then held on the secure Note Clone server for a period of approximately one year before being permanently deleted. Clients may request that completed transcripts are retained for a shorter period of time, and file archival services are also available.

Complaints Process

Any concerns or questions regarding Note Clone’s Privacy Policy and practices can be submitted in writing via email at support@noteclone.com.au or by post to PO Box 59, Morpeth NSW 2321.

Once a complaint has been received a Note Clone team member will contact the submitter within 24 hours. Note Clone recognises the importance of privacy and security of information and all concerns and questions are investigated and responded to as appropriate and in a timely manner.