Privacy Policy

Last updated: June 2026 · Effective date: June 2026

1. Who We Are

Case Scribe is an AI-powered workflow platform for employment service teams operating under the Inclusive Employment Australia (IEA) program and related employment services frameworks. Case Scribe is operated by Kenneth Fx (ABN to be inserted), based in Victoria, Australia.

For privacy enquiries, contact us at: privacy@casescribe.com.au

2. What Data We Collect

Account data

• Name and email address (used for login and communication)
• Organisation name and role (Employment Mentor, In Work Mentor, etc.)
• Writing style sample (if provided — used only to personalise note generation)

Participant data

Employment Mentors enter information about their participants, which may include:

• Name, date of birth, and contact preferences
• Employment phase, status, and goals
• Barriers to employment (which may include health, disability, or personal circumstances)
• Qualification, availability, work rights, and location
• Placement and outcome information
• Case notes generated through the platform
• Background context documents (ESAt summaries, resumes, handover notes) — processed but not stored permanently (see Section 4)

Usage data

• Log data including IP address, browser type, and pages accessed
• Feature usage patterns (used to improve the platform)

3. How We Use Your Data

• To provide and operate the Case Scribe platform
• To generate AI-assisted case notes, coaching plans, and participant summaries
• To track outcome milestones and servicing requirements
• To send service-related communications (account setup, billing, important updates)
• To improve platform features and fix issues
• We do not sell, rent, or share your data with third parties for marketing purposes

4. AI Processing — Anthropic API

Case Scribe uses the Anthropic API (Claude) to generate case notes, coaching plans, CV content, policy answers, and participant summaries. When you use AI generation features, relevant data (participant context, rough notes, uploaded documents) is sent to Anthropic's API for processing.

Background context documents

When an Employment Mentor uploads or pastes background context (ESAt summaries, resumes, medical summaries, previous case notes) under the Background Context tab, this content is sent to the Anthropic API to generate a structured participant summary. The raw document content is not stored in Case Scribe's database — only the AI-generated summary is retained. Users should not upload documents containing more sensitive health information than is necessary for the summary.

5. Data Storage and Security

Australian data residency

All participant and account data is stored in Supabase (PostgreSQL), hosted in the Sydney, Australia region. Your data does not leave Australia except when processed by the Anthropic API (United States) as described in Section 4.

Access controls

Case Scribe uses Row Level Security (RLS) enforced at the database level. Each user can only access their own participants and notes. Team Leaders can access their assigned team's data only. No user can access another organisation's data.

Security measures

• All data is encrypted in transit using TLS
• Data at rest is encrypted by Supabase
• Authentication is handled by Supabase Auth with JWT tokens
• API keys are stored as environment variables and never exposed client-side

6. Data Retention

• Account data is retained while your account is active
• Participant data and case notes are retained until you delete them or close your account
• Background context documents are not retained (processed and discarded)
• On account closure, all personal data is deleted within 30 days upon request

7. Your Rights (Australian Privacy Act 1988)

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

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your data (subject to legal retention requirements)
• Complain about how we handle your personal information
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au

To exercise any of these rights, contact us at privacy@casescribe.com.au. We will respond within 30 days.

8. Participant Data and Employment Services Obligations

Employment Mentors using Case Scribe remain responsible for compliance with their obligations under the IEA Deed, IEA Guidelines, the Privacy Act, and their organisation's data governance policies. Case Scribe is a productivity tool — WAOP (Workforce Australia Online for Providers) remains the system of record for compliance purposes. Case Scribe does not replace or substitute for any mandatory recording obligations.

Employment Mentors should ensure that participants are aware that a third-party AI tool may be used to assist with case note preparation, consistent with their organisation's privacy notices and consent processes.

9. Cookies

Case Scribe uses minimal cookies necessary for authentication (session tokens stored in localStorage). We do not use advertising or tracking cookies. We do not use Google Analytics or similar third-party tracking tools.

10. Children's Privacy

Case Scribe is designed for use by employment service professionals. We do not knowingly collect personal information from individuals under 18 years of age through the platform itself. Participant records may relate to young people — Employment Mentors are responsible for handling such data in accordance with applicable laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email at least 14 days before they take effect. Continued use of the platform after that date constitutes acceptance of the updated policy.