VoxDocs Privacy Policy
Privacy Policy — Australia
Effective date: 01 August 2026
Last updated: 01 August 2026
Plain-English Summary
VoxDocs is a healthcare documentation and workflow platform provided by Codestax Pty Ltd.
Healthcare professionals and organisations use VoxDocs to capture, prepare, review, manage and collaborate on clinical and related documentation.
Because of the nature of the Service, VoxDocs may process sensitive health information about patients or clients.
Customers retain control of their clinical information. We do not sell personal information or Customer Content.
Audio recordings and raw transcripts are temporary processing materials. They are deleted when no longer reasonably required and, in all cases, within 7 days.
Clinical notes, letters, reports and other useful documentation may be retained so authorised users can access and manage their documentation history.
We do not use patient or clinical information submitted through VoxDocs to train artificial intelligence models.
This Privacy Policy explains how Codestax handles personal information in connection with VoxDocs.
1. Who We Are
Codestax Pty Ltd (“Codestax”, “we”, “us” or “our”) provides VoxDocs and related services.
We handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply to us.
2. Our Role and Our Customers' Role
Healthcare professionals and organisations using VoxDocs generally decide what patient or client information is collected, why it is processed and who may access it.
When Codestax handles patient or client information through VoxDocs on behalf of a Customer, we generally process that information to provide the services requested by the Customer.
Codestax separately handles information relating to its own customer relationships, accounts, billing, security, support and operation of VoxDocs.
3. Information We Handle
Depending on how VoxDocs is used, information we handle may include:
- names, email addresses and contact details;
- organisation and professional information;
- account and authentication information;
- subscription and billing information;
- support requests and communications;
- technical information such as IP addresses, device, browser and application logs;
- audio from consultations, dictations and related workflows;
- raw transcripts;
- patient or client information;
- health and clinical information;
- clinical notes, letters, reports and other documents;
- templates and workflow information; and
- information generated through use of VoxDocs.
Health information is sensitive information under Australian privacy law and we recognise the importance of protecting it appropriately.
4. How We Use Information
We use personal information where reasonably necessary to:
- provide and operate VoxDocs;
- create and manage accounts and organisations;
- process audio and provide transcription services;
- prepare clinical notes, letters, reports and other documentation;
- support collaboration and authorised documentation workflows;
- provide customer support;
- maintain the reliability and security of VoxDocs;
- detect and prevent misuse or unauthorised access;
- administer subscriptions and customer relationships;
- communicate with customers and users; and
- comply with legal obligations.
5. Audio and Raw Transcripts
Audio recordings and raw transcripts are used to provide transcription and documentation services.
They are treated as temporary processing materials rather than part of the Customer's ongoing documentation history.
Audio recordings and raw transcripts are automatically deleted when they are no longer reasonably required for processing, support or recovery and, in all cases, within 7 days.
Clinical notes, letters, reports and other documents created using those materials may be retained separately.
6. Clinical Documentation and Retention
Clinical notes, letters, reports, patient or client information and other documentation may be retained in VoxDocs so authorised users can access and manage their documentation history.
Clinical documentation may remain available until deleted by the Customer, removed in accordance with the Customer's retention settings or instructions, the account or Service is closed, or another applicable retention arrangement requires deletion.
Customers are responsible for determining which records they are required to retain and for meeting their legal, professional and organisational record-keeping obligations.
Where an account is closed, we may provide a reasonable opportunity for the Customer to retrieve relevant documentation before deletion, subject to the applicable agreement and legal requirements.
7. Artificial Intelligence and Model Training
VoxDocs uses artificial intelligence and automated processing technologies as part of its transcription and documentation functionality.
We do not use patient or clinical information submitted through VoxDocs to train artificial intelligence models.
We may use technical, operational, aggregated or appropriately de-identified information to understand how VoxDocs performs, maintain and secure the Service, troubleshoot problems and improve the product.
Where we use de-identified information, we take reasonable steps appropriate to the circumstances to reduce the likelihood that individuals can be identified from that information.
8. Bureaus and Authorised Service Providers
Customers may use VoxDocs with administrative staff, documentation or transcription bureaus and other authorised service providers.
Where a Customer authorises another person or organisation to access Customer Content, VoxDocs may make the relevant information available to that authorised party as required for the workflow.
Customers are responsible for deciding who they authorise and the level of access they provide.
VoxDocs may also be provided through authorised partners or bureaus, including under another organisation's branding.
9. Recording Consultations and Dictations
Healthcare professionals and organisations using VoxDocs are responsible for determining whether recording is appropriate and lawful and for obtaining any consent or providing any notice required by applicable laws, professional standards or organisational policies.
Codestax processes recordings provided through VoxDocs to provide the requested transcription and documentation services.
10. Sharing Information
We do not sell personal information or Customer Content.
We may disclose or make information available:
- to service providers that help us host, store, process, secure, communicate, support or operate VoxDocs;
- to people or organisations authorised by the Customer;
- where reasonably necessary to investigate or respond to security incidents, fraud or misuse;
- as part of a business transaction where permitted by law and subject to appropriate protections; or
- where required or authorised by law.
Service providers that process information on our behalf are expected to use it for the purposes for which we engage them and protect it appropriately.
11. Overseas Processing
Some service providers used to operate VoxDocs may process information outside Australia.
Where Australian privacy law requires us to take steps in relation to overseas processing or disclosure of personal information, we will take reasonable steps to meet those requirements.
Additional information about data processing arrangements may be provided in the VoxDocs Data Processing Addendum or other customer documentation.
12. Security
We take reasonable technical and organisational measures designed to protect personal information and Customer Content against unauthorised access, loss, misuse, interference, alteration or disclosure.
Access to clinical information is limited to authorised people and systems where access is reasonably required to provide, secure or support VoxDocs.
No electronic system can guarantee absolute security.
If a data breach occurs, we will assess and respond to it in accordance with applicable legal requirements, including Australia's Notifiable Data Breaches scheme where applicable.
13. Data Minimisation
We aim to limit the collection and retention of personal information to what is reasonably required to provide, operate, secure and support VoxDocs.
In particular, audio recordings and raw transcripts are subject to short retention periods because they are temporary inputs to the documentation process.
Other clinical documentation may be retained where it provides an ongoing documentation function requested by the Customer.
14. Access and Correction
You may contact us to request access to personal information we hold about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.
We may need to verify your identity before responding.
Where we hold patient or client information solely because one of our Customers provided it to VoxDocs, the relevant healthcare provider or organisation will usually be best placed to respond to the request.
We may refer the request to that Customer or assist the Customer to respond where appropriate.
15. Cookies and Technical Information
We may use cookies, local storage and similar technologies required for authentication, security, preferences and operation of VoxDocs.
We may collect technical information such as IP addresses, device and browser information, timestamps and application logs for security, troubleshooting, performance and operation of the Service.
16. Privacy Questions and Complaints
If you have a question or concern about how Codestax handles personal information, please contact us.
We will consider privacy complaints and respond within a reasonable period.
If you are not satisfied with our response, you may be entitled to make a complaint to the Office of the Australian Information Commissioner (OAIC).
17. Changes to This Policy
We may update this Privacy Policy as VoxDocs, our business practices or applicable laws change.
The current version will be published through VoxDocs with its updated effective date.
Where a change materially affects how we handle personal information, we will provide additional notice or obtain agreement where required.
18. Contact Us
Codestax Pty Ltd
Western Australia, Australia
Email: support@voxdocshealth.com
Postal: PO Box 274, Karrinyup WA 6921, Australia