Terms of Service and Privacy Policy

LushNote is a clinical documentation tool built for clinicians. Our goal is to reduce the time spent on paperwork so you can focus on your patients.

Protecting patient privacy is central to everything we do. Every decision about how LushNote works has been made with privacy as the starting point.

By creating a LushNote account, you agree to these Terms of Service and Privacy Policy. If these terms aren’t the right fit for you, that’s completely understandable - simply choose not to create an account. And if you already have one and change your mind, you can delete your account at any time, and all of your data is permanently removed.

These terms are governed by Australian law. LushNote is designed to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

LushNote is an independent tool developed by an individual Australian developer. We are not affiliated with any hospital, health network, or AI company.

Questions or concerns? Reach us at admin@lushnote.com.au.

Your account

When you sign in with Google, we receive your name, email address, and a unique account identifier. This is only used to log you in and link your notes to your account. We never use your account information for advertising.

Your clinical notes

Notes you create, including patient details and session content, are stored securely in your account. Only you can access your own notes. No LushNote team member or administrator can view your patient data.

Audio recordings

If you record a session or dictate a note, the audio is streamed straight to the transcription service, converted to text, and then immediately discarded. Only the resulting text - the transcript - is kept, and it is saved as part of the note in your account, where you can review, edit, or delete it like any other note content. The audio file itself is never saved, never uploaded to storage, and never archived, so there is no recording that could be replayed or retrieved after transcription.

Letters and generated documents

When you generate a letter (such as a referral, a records request, or a custom letter), it is saved securely to your account in the same way as your clinical notes, so you can find it later under the relevant patient and re-open, edit, or export it. Like your notes, saved letters can only be accessed by you, and no LushNote team member or administrator can view them. You can delete any saved letter at any time. The underlying audio, if you dictated the letter, is still never stored - it is transcribed and immediately discarded.

API keys

If you provide your own Gemini or Groq API key, it is stored securely in your account and is never shared or used for any purpose other than making AI requests on your behalf.

Usage records

For each account we record, by month, how many AI requests it makes, which service answered them, and our estimate of what they cost. These are counts and dollar figures only - never the content of a request, a transcript or a note. We use them to run and pay for the service, to apply the fair-use allowance described under “Subscriptions and Billing”, and to notice when one account is being used far beyond what one clinician would. LushNote administrators can see these figures for your account. As with everything else, they cannot see your notes.

Your data is protected in several straightforward ways:

• All data is encrypted while stored and while being transmitted between your device and our servers.
• Your notes can only be accessed by you. This is enforced at the server level, not just in the application.
• No developer or administrator at LushNote has access to your clinical notes. There is no admin view of patient data.
• Sign-in is handled entirely by Google. LushNote never receives or stores your password.

Does LushNote train AI on your data?

No. Your notes, transcripts, and patient information are never used to train or improve any AI model. Data is sent to AI providers only to generate a response for your immediate request, and only while that request is being processed.

Transcript redaction

LushNote includes an optional redaction feature (Settings → Transcripts) that automatically removes patient names, dates of birth, phone numbers, and other identifiers from transcripts before they are sent to any AI provider. We recommend enabling this feature.

Whose AI key is used

During the free trial, AI requests use your own Gemini or Groq key where you have provided one, and LushNote’s shared fallback keys otherwise. On the paid plan, LushNote’s own keys serve your requests; if you have saved a Gemini key of your own, it answers your first requests each day on Google’s free allowance before LushNote’s key takes over. Once an account has used the month’s fair-use allowance, its requests go back to its own key, or the shared fallback, until the next month. On Enterprise, requests use your organisation’s own API key, under your organisation’s own agreement with Google. Whichever key is used, a request is sent only to produce the response you asked for.

Services we use

Under the Australian Privacy Act 1988 and the Australian Privacy Principles, you have the right to:

• Access the personal information we hold about you
• Correct any inaccurate information
• Delete your account and all associated data at any time
• Lodge a complaint with the Office of the Australian Information Commissioner at oaic.gov.au if you believe your privacy has been mishandled

As a registered clinician, you also hold your own professional obligations under AHPRA and your professional college (RANZCP, RACGP, etc.). LushNote is a documentation tool and does not replace those obligations.

When you delete your LushNote account, all of your data is permanently removed. This includes every clinical note, every patient profile, and your personal account details. The steps happen in this order:

1. You confirm your identity via Google sign-in
2. All of your clinical notes are deleted
3. All patient profiles in your account are deleted
4. Your account profile is deleted
5. Your Google account is disconnected from LushNote

Deletion is permanent and cannot be undone. We do not keep backups of deleted accounts. Once deleted, your data cannot be recovered by you or by LushNote.

You can delete your account at any time from your profile settings.

By using LushNote, you confirm that you:

• Will review and verify all AI-generated content before using it clinically or sharing it with patients or colleagues
• Understand that LushNote is a documentation aid and does not replace clinical judgement
• Have obtained any consent required by law before recording or transcribing a patient session
• Will keep your LushNote account and API keys confidential and will not share access with others

Your notes stay in your account for as long as your account is active. You can delete individual notes at any time from the History tab, or delete everything by deleting your account.

Audio recordings are not stored at all. Letters you generate are saved to your account alongside your notes and kept for as long as your account is active; you can delete any letter at any time. There are no automatic deletion timelines for notes or letters you choose to keep.

LushNote is free for three months. After that it is AUD $30 per month, billed monthly until you cancel. Nothing is charged during the trial and we do not ask for payment details to start - we email you a week before the trial ends, and again on the day.

Prices are in Australian dollars for everyone, wherever you are. If your card is issued outside Australia your bank converts the charge and may add its own foreign-transaction fee, which we do not receive and cannot control.

Paying. Card payments are available worldwide. If you bank in Australia you may instead authorise a direct debit, in which case you accept a Direct Debit Request and Service Agreement presented by our payment processor at the time you enter your details. Bank debits can take several business days to clear, and your access continues while that happens.

Cancelling. You can cancel at any time. Your access continues until the end of the period you have already paid for, and nothing further is charged. We do not refund the unused part of a period you chose to end early.

Fair use. The subscription includes AI on LushNote’s keys up to a monthly fair-use allowance. The allowance is set at what one subscription pays for, after payment-processing fees, and is measured with our own estimate of what the AI provider charges for your requests, which you can follow on the Billing page. It exists so that an account used far beyond one clinician’s needs is not paid for by everyone else’s subscription. When an account uses its allowance, its AI requests run on the account’s own API key, or LushNote’s shared fallback, until the start of the next calendar month. Nothing is blocked, nothing extra is charged, and your notes are not affected, although the AI may be slower or limited by your own key’s allowance.

Enterprise. You can move to Enterprise at any time from the Billing page. The subscription price does not change. Your AI requests then run on your organisation’s own Gemini API key, and your organisation pays Google directly for them, at Google’s prices and under its own agreement with Google, in addition to the LushNote subscription. No fair-use allowance applies. You can return to the standard plan at any time. We may contact an account that regularly uses its allowance to suggest Enterprise, and may move an account to Enterprise after agreeing it with you.

Pausing. Pausing stops future charges and keeps your account, your payment details and everything you have written. Access continues to the end of the period you have paid for and resumes as soon as you un-pause. Pausing deletes nothing.

If a payment fails. Our payment processor retries over about two weeks and emails you about it. If it never succeeds, creating and editing notes is paused - but reading, exporting and your patient list keep working, because your clinical records are never held behind a payment.

Refunds. If we bill you in error we refund it in full. Otherwise we do not refund partly-used periods. Nothing in these terms limits your rights under the Australian Consumer Law.

Records. Billing is handled by Gaia Symbiosis (sole trader, ABN shown on your invoices). Tax invoices and receipts are emailed automatically. We are required to keep invoice, transaction and GST records for five years, so those records are retained even after you delete your account - see “How Long We Keep Your Data” above. Your card and bank details are held by our payment processor, never by LushNote.

If a data breach occurs that could cause serious harm, we will notify both the Office of the Australian Information Commissioner and any affected users as quickly as possible, in line with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth).

LushNote is provided as-is. While we work hard to keep the service reliable and accurate, we cannot guarantee that AI-generated notes will always be clinically correct. You are responsible for reviewing all output before using it.

To the extent permitted by Australian Consumer Law, LushNote is not liable for any loss arising from reliance on AI-generated content or from service outages. Your statutory rights under the Australian Consumer Law are not affected.

If we make significant changes to these terms, we will update the date at the top of this page and notify active users by email. Continuing to use LushNote after being notified of changes means you accept the updated terms.