MindScribe – Terms & Conditions

Last updated: January 2026
Operator: Cygnet Clinic Trading as MindScribe (“MindScribe”, “we”, “us”, “our”).
Contact: support@mindscribe.au

1) Acceptance of these Terms

By accessing or using the MindScribe web application (the “Service”), you agree to these Terms & Conditions (“Terms”). If you do not agree, do not use the Service.

2) Who the Service is for

2.1 Intended users. The Service is intended for use by qualified professionals, including registered health practitioners and appropriately supervised provisional practitioners, and authorised staff acting under a practitioner’s direction.

2.2 Not for public clinical use. The Service is not intended for members of the public to generate or rely on psychological or health reports.

2.3 Eligibility and authority. You warrant that you have the legal authority, professional standing, and organisational permissions to use the Service and to upload any content you submit.

3) What MindScribe does

3.1 The Service helps you transform information you provide (e.g., assessment notes, interview summaries, collateral information) into draft written content that may be used to support preparation of a psychological report.

3.2 The Service may produce outputs that are incomplete, incorrect, biased, misleading, or fabricated (including “hallucinations”). You acknowledge that AI tools can introduce new risks and require clinician oversight. 

4) Professional responsibility and AI-specific obligations

4.1 You remain responsible. You acknowledge and agree that you remain accountable for:
• your clinical judgements, decisions, and professional opinions;
• the accuracy, completeness, and appropriateness of any report you sign, submit, or rely upon; and
• ensuring any AI-assisted documentation is safe and fit for its intended purpose. 

4.2 Codes of conduct still apply. You must use the Service consistently with your professional obligations, including the relevant Ahpra/National Board code(s) of conduct, and any Board guidance relevant to evolving technologies such as AI. 

4.3 Psychologists. If you are registered under the Psychology Board of Australia, you are responsible for compliance with the Board’s regulatory Code of conduct for psychologists (in effect from 1 December 2025) and related guidance, including requirements relevant to consent and handling client information. 

4.4 Clinical transparency and consent. Where required by law, professional standards, or your organisational policies, you must ensure clients/patients are appropriately informed about the use of AI tools in their care and that consent processes are followed and documented. 

4.5 Regulatory status / TGA. You are responsible for determining whether your intended use of the Service makes it (or any integrated component) a regulated product (including potentially a medical device). The Therapeutic Goods Administration (TGA) regulates AI-enabled products where they have a therapeutic use and meet the definition of a medical device (subject to exemptions). 

5) Not medical advice; no emergencies

5.1 The Service does not provide medical, psychological, diagnostic, or treatment advice. It provides drafting assistance only.

5.2 Do not use for emergencies. The Service is not designed for emergency response. If there is an immediate risk of harm, contact emergency services (000 in Australia) or relevant crisis services.

6) Your content, consent, and confidentiality

6.1 Your content. You may upload or input text and other information (“User Content”). You retain ownership of your User Content.

6.2 Authority and consent. You promise that you have a lawful basis to collect, use, and disclose any User Content you provide to the Service, including where it contains health information or other sensitive information.

6.3 De-identification (recommended). Unless you have a clear lawful basis and appropriate consent, you should avoid entering direct identifiers (e.g., name, address, Medicare numbers) and use de-identified or minimally necessary information.

6.4 Client permissions and professional rules. Some professional rules may require written and informed consent before disclosing or transmitting client information even when not directly identified. You are responsible for meeting your profession-specific requirements. 

6.5 No prohibited content. You must not upload:
• unlawful content;
• content you do not have rights to use;
• highly sensitive identifiers unless strictly necessary and appropriately authorised; or
• copyrighted test materials/manual content where you do not have permission to reproduce it.

7) Privacy and data handling

7.1 Privacy compliance. Where we are an “APP entity”, we will handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). 

7.2 Health information. Health information is sensitive information under Australian privacy law and requires heightened care; you agree to use the Service in a way that supports privacy compliance and confidentiality. 

7.3 Data breaches. Where applicable, the Notifiable Data Breaches scheme may require notification to affected individuals and the OAIC if a breach is likely to result in serious harm. 

7.4 Privacy Policy. Our collection, use, disclosure, and storage practices are further described in our Privacy Policy at:  Privacy

Implementation note (for you): This section should match your actual setup (hosting country, subprocessors, retention periods, encryption, access logs). If you store/process overseas, your Privacy Policy and contracts need to address cross-border disclosure (APP 8).

8) AI outputs and verification

8.1 No guarantee of accuracy. We do not guarantee that outputs are correct, complete, evidence-based, or suitable for any particular medico-legal, clinical, or administrative purpose.

8.2 Mandatory review. You must independently verify outputs before using them in any report, record, letter, or document relied upon by clients, courts, insurers, employers, or other third parties. This reflects broader Australian clinical guidance that clinicians remain accountable for AI outputs informing clinical records or decisions. 

8.3 Bias and limitations. AI tools may reflect biases and limitations in training data and may produce inequitable or misleading outputs; you must apply professional judgement and consider these risks. 

9) Accounts and security

9.1 You must keep login credentials confidential and take reasonable steps to prevent unauthorised access.

9.2 You are responsible for all activity occurring under your account (except to the extent caused by our breach).

10) Fees, subscriptions, trials, and billing

10.1 Fees (if any), subscription terms, inclusions, and billing cycles are described at checkout or your plan page.

10.2 If you are on a trial, we may change or end trial terms at any time where permitted by law.

10.3 Taxes. Prices are inclusive/exclusive of GST as indicated.

11) Intellectual property

11.1 We own all intellectual property rights in the Service (excluding User Content).

11.2 We grant you a non-exclusive, non-transferable, revocable licence to use the Service in accordance with these Terms.

11.3 Your outputs. Subject to these Terms, you may use the generated output in your professional documents, but you are responsible for ensuring it does not infringe third-party rights and is not misleading.

12) Acceptable use

You must not:
• reverse engineer, interfere with, or disrupt the Service;
• use the Service to generate unlawful, deceptive, or harmful content;
• misrepresent AI output as independently authored clinical findings without appropriate review;
• use the Service in a way that breaches professional obligations, confidentiality, or privacy law.

13) Service availability, changes, and suspension

13.1 We aim for high availability but do not guarantee uninterrupted access.

13.2 We may change, suspend, or discontinue any part of the Service (including models/features) at any time.

13.3 We may suspend or terminate access if we reasonably believe you have breached these Terms, pose a security risk, or use the Service unlawfully.

14) Third-party services

The Service may depend on third-party infrastructure or integrations. We are not responsible for outages or failures caused by third parties, though we will take reasonable steps to restore service.

15) Consumer Law and disclaimers

15.1 Australian Consumer Law. Nothing in these Terms excludes, restricts, or modifies any consumer guarantees or rights you have under the Australian Consumer Law that cannot lawfully be excluded. 

15.2 General disclaimer. To the maximum extent permitted by law, we exclude all warranties not expressly stated in these Terms, including implied warranties of fitness for a particular purpose.

15.3 Professional use. You acknowledge the Service is an assistive drafting tool and does not replace professional skill, supervision, and judgement.

16) Limitation of liability

16.1 To the maximum extent permitted by law, we are not liable for indirect, consequential, special, or punitive loss, loss of profit, loss of revenue, loss of opportunity, or loss of data arising out of or in connection with your use of the Service.

16.2 To the maximum extent permitted by law, our total aggregate liability to you for any claim relating to the Service is limited to the amount you paid us for the Service in the 3 months immediately before the event giving rise to the claim (or AUD $100 if you have not paid any fees).

16.3 Where the Service is supplied to you and the ACL permits limitation of liability for non-consumer supplies, our liability is limited (at our option) to re-supplying the services or paying the cost of having the services supplied again.

17) Indemnity

You agree to indemnify us for losses, claims, and expenses arising from your breach of these Terms, your unlawful use of the Service, or your infringement of third-party rights, except to the extent caused by our negligence or breach of law.

18) Termination

18.1 You may stop using the Service at any time.

18.2 We may terminate your account as set out in clause 13.3.

18.3 On termination, your right to use the Service ends immediately. Clauses intended to survive termination survive (including liability, indemnity, and governing law).

19) Disputes

19.1 If a dispute arises, the parties will first attempt to resolve it promptly and in good faith.

19.2 If unresolved, either party may pursue their legal rights.

20) Governing law

These Terms are governed by the laws of Australia and the State/Territories within, and the parties submit to the courts of that jurisdiction.

21) Changes to these Terms

We may update these Terms from time to time. If changes are material, we will take reasonable steps to notify you (e.g., via email or in-app notice). Continued use after changes take effect means you accept the updated Terms.

22) Contact

Questions about these Terms: support@mindscribe.au