Australian Privacy Principles — Compliance Matrix

Privacy Policy is published at /privacy and updated whenever there is a material change. A Data Protection Officer (DPO) contact is available at privacy@openbookclinical.com.au. Our governance framework is documented at /governance.

Users may use initials or a professional alias as their display name. A full legal name is only required for billing purposes (collected and held by Stripe). Providing an AHPRA registration number is entirely optional and self-declared.

We collect only: name, email address, profession, institution, AHPRA number (optional), and billing details. No patient data is collected. Every data point collected is necessary for service delivery, account management, or regulatory compliance. Professional information is treated as sensitive information under the Privacy Act.

If unsolicited personal information is received — for example, patient data inadvertently entered into a clinical search — it is identified by our real-time PII detection system, flagged to the user immediately, and not processed or stored. Search queries containing Australian PII patterns (Medicare numbers, names with DOB, etc.) are not forwarded to the AI and are discarded.

Users are notified at signup of: what information is collected, why it is collected, who it may be shared with (sub-processors), and their rights under the Privacy Act. A plain-language collection notice is displayed during the registration flow. Full details are in the Privacy Policy at /privacy.

Personal information is used only to provide the OpenBook Clinical service. It is not sold. It is not used for advertising. It is not disclosed to third parties except sub-processors listed at /governance/sub-processors, each of whom processes data only to the extent necessary to provide their contracted service. Disclosure to law enforcement is made only under a valid court order.

We send transactional emails only (subscription receipts, trial expiry notices, CPD export confirmations). We do not send marketing or promotional emails without explicit opt-in. Every email includes a one-click unsubscribe link. Marketing opt-outs are honoured indefinitely.

AI search queries are processed by Anthropic (USA) under a zero-data-retention API agreement — queries are not stored, used to train models, or retained after the response is returned. Billing is processed by Stripe (USA) under PCI DSS Level 1 certification. Transactional email is delivered by Postmark (USA). Each sub-processor is listed at /governance/sub-processors with their applicable data handling commitments and certifications.

AHPRA registration numbers are not used as system identifiers. We use internally generated UUIDs for all records. AHPRA numbers are user-supplied, optional, and used only for professional verification within the account. They are not disclosed to third parties, including AHPRA itself, without the user's explicit consent.

Users can review and update all of their profile information at any time via the Account Settings page at /dashboard/settings. Email address changes require re-verification. We do not modify user-provided information without consent.

AES-256 encryption at rest (Supabase/AWS ap-southeast-2). TLS 1.3 encryption in transit (Vercel edge network). Row-level security (RLS) enforced on all database tables. JWT-based authentication with automatic token rotation. MFA available for all accounts. Detailed security controls are documented in our Trust & Security Centre.

Users can view and export all personal information held about them at any time from the Account Settings page at /dashboard/settings. The data export produces a JSON file covering all stored information. Formal data access requests can be submitted to privacy@openbookclinical.com.au and will be responded to within 30 days as required by the Privacy Act.

Users can correct their profile data directly via the Account Settings page at /dashboard/settings. Corrections to CPD activity logs are available in-app at any time. For corrections to other records held by us, users can submit a request to privacy@openbookclinical.com.au. We will acknowledge correction requests within 5 business days.