AI Transcription Service 

Terms and Conditions 

Effective Date: 14/03/2025 

 1. Introduction

Cannabis Clinic provides access to the Heidi AI transcription service (“Heidi AI”) to our healthcare practitioners for the purpose of facilitating the delivery of healthcare services to our patients. This document helps you understand how Heidi AI is used within our practice and the secure handling of your information when you engage with our services. 

By attending consultations or receiving services from Cannabis Clinic where Heidi AI may be utilised, you acknowledge and agree to these Terms and Conditions. 

 2. What is Heidi AI?

Heidi AI is a medical transcription software that utilises artificial intelligence to assist our healthcare practitioners in documenting patient consultations. The software: 

  • Creates a text record of consultations to support clinical documentation 
  • Helps our doctors maintain comprehensive medical records 
  • Improves efficiency in our healthcare service delivery 
  • Is used as an administrative tool to support our practitioners 

Heidi AI does not replace or affect your doctor’s clinical judgment, medical advice or treatment decisions 

 3. Data Collection and Use 

When you attend a consultation where Heidi AI is used, the following may occur: 

  • Your consultation will be transcribed simultaneously while it happens 
  • No audio recordings are taken and or stored by Heidi AI 
  • Relevant medical and personal information discussed during your consultation will be captured in the transcript 
  • Notes from your appointment will be reviewed by your doctor and added to your file in our Practice Management System, as standard 

This information is collected for the primary purpose of providing you with appropriate healthcare services and maintaining accurate medical records. 

 4. Privacy and Confidentiality

We are committed to protecting the privacy and confidentiality of your information: 

  • Heidi does not collect patient identifiable data, so any transcriptions on this platform are not able to be traced back to you. 
  • Information is stored securely in accordance with the Privacy Act 2020 and New Zealand Information Privacy Principles and treated as sensitive health information 
  • All data is encrypted, securely and confidentially stored on cloud servers within Australasia, adhering to high industry standards 
  • Access to your information is restricted to authorised healthcare practitioners and staff 
  • Information is pseudonymised where appropriate to protect your identity 
  • Your data is not used to train AI models and is never sold to third parties 

Heidi AI is a secure, purpose-built transcription tool developed specifically for medical professionals and is used internationally, including throughout Australia and New Zealand. The platform maintains rigorous security standards and holds ISO27001 and SOC2 Type 2 certifications, ensuring your sensitive health information is protected to the highest industry standards. 

For complete information about how Heidi AI handles your data, please refer to their Privacy Policy available at: https://www.heidihealth.com/en-nz/legal/privacy-policy 

 5. Data Retention and Deletion

Please note: 

  • Cannabis Clinic automatically deletes Heidi AI transcriptions after a 14-day period 
  • Once deleted, these transcriptions cannot be recovered by either Cannabis Clinic or Heidi 
  • Before deletion, information from these transcriptions may be incorporated into your official medical record by your healthcare practitioner 

 6. Consent

By attending consultations at Cannabis Clinic, you consent to: 

  • The use of Heidi AI during your consultation 
  • The transcription of your consultation 
  • The handling of your information as described in this document 

You may withdraw your consent for the use of Heidi AI at any time by informing your healthcare practitioner at the beginning of your consultation. 

 7. Healthcare Practitioner Responsibility

Our healthcare practitioners: 

  • Review and verify all Heidi AI transcriptions before they become part of your official medical record and remain fully responsible for the accuracy of your medical documentation 
  • Use their professional judgment to ensure the appropriate use and completeness of your medical records 

 8. Patient Rights

As a patient, you have the right to: 

  • Decline the use of Heidi AI during your consultations 
  • Request information about how your data is handled 
  • Access your medical records in accordance with New Zealand law 

 9. Limitations

Please understand: 

  • Heidi AI may not capture all non-verbal communication 
  • The system may require clarification or correction by your healthcare practitioner 
  • Like any technology, it may occasionally experience technical limitations or errors 
  • Your healthcare practitioner remains responsible for ensuring the accuracy of your medical records 

 10. Changes to These Terms

We may update these Terms and Conditions from time to time. Any significant changes will be communicated to you and the most current version will be available upon request. 

 11. Contact Information

If you have questions or concerns about the use of Heidi AI in your care, please contact: 

Email: [email protected]