Compliance is the product
NoteWriter AI was built for the realities of handling NDIS participant data in Australia. Protecting sensitive information isn't an add-on — it's the core design.
De-identification before AI processing
Direct identifiers — every part of participant and worker names, NDIS and Medicare numbers, phone numbers, emails and links — are stripped from your input on our Australian servers before the note is generated, then the names you use are restored locally. Identifiable data is never sent to the language model.
Australian data residency
Your participants, goals and note history are stored in an Australian region (Sydney). Production AI inference is also AU-hosted, supporting your APP 8 cross-border disclosure obligations for sensitive information.
Voice stays onshore, and isn't kept
On iPhones, where the browser can't transcribe speech on-device, your dictation is sent to our Australian-hosted transcription provider over TLS, converted to text, and the audio is immediately discarded — never stored. The text is then de-identified like any typed note before AI processing.
Encryption in transit and at rest
All traffic is encrypted with TLS. Note bodies are additionally encrypted at the application layer with AES-256-GCM before they are written to the database, so the most sensitive content is protected with defence-in-depth.
Per-organisation isolation
Every record is scoped to your organisation and enforced by database Row Level Security. One organisation can never read another's participants, goals or notes — the database rejects it, not just the app.
Human-in-the-loop by design
NoteWriter AI drafts; your qualified worker reviews and approves every note before it is filed. This keeps the product an administrative aid, outside the scope of a regulated medical device.
Safeguarding prompts that never leave your device
As you write, NoteWriter AI checks your observations for wording that may describe an NDIS reportable incident or a regulated restrictive practice and reminds you to follow your reporting duties. When something is flagged, you can generate a draft incident record to start from — the detected categories, the applicable notification timeframe and your own account, with prompts for the rest. This all runs entirely in your browser — no audio, text or identifiers are sent anywhere for it — and it never blocks you, notifies the Commission, or reports on your behalf.
Audit gap-scans read only de-identified notes
The Audit Evidence Assistant uses AI to map your notes to NDIS Practice Standards indicators. Before anything reaches the model, every note is decrypted on our Australian server and de-identified — each participant becomes an opaque label and names, NDIS/Medicare numbers, phone numbers, emails and links are stripped — then sent in a single AU-hosted request. The model's findings are checked against a fixed indicator list and the real names restored locally, so it can't introduce a name or cite a note it wasn't given. The scan stores nothing new and runs only when you ask for it.
Your data stays yours
Export your organisation's entire note history at any time as a CSV register — a complete, portable activity log for your own records and audits. The file is assembled in your browser from server-side-decrypted notes; nothing is sent to a third party, and there is no lock-in.
Least-privilege access
Staff access is role-based (owner / member). Administrative database keys are server-only and never exposed to the browser. Sign-in is passwordless — Google sign-in or an email magic-link.
How a note is processed
- 1You speak or type a few observations and select the participant's plan goal.
- 2Direct identifiers are removed from the input on our Australian server.
- 3The de-identified text is sent to an Australian-hosted AI model to draft the note.
- 4Real names are restored locally — they were never sent to the model.
- 5The note body is encrypted (AES-256-GCM) and stored in your organisation's Australian database.
- 6Your worker reviews, edits if needed, and approves the note before filing.
Regulatory alignment
- ✓Privacy Act 1988 & the Australian Privacy Principles (APPs) — including APP 8 (cross-border) and APP 11 (security of personal information).
- ✓Handling of disability and health information as 'sensitive information' under the Act.
- ✓Alignment with NDIS Practice Standards expectations for goal-linked, audit-ready progress records.
This page describes our security and privacy approach in plain language; it is not legal advice. For a Data Processing Agreement, security questionnaire or detailed architecture review, get in touch.