Privacy Policy
1. About this policy
Clearpath AI ("Clearpath", "we", "us") is operated by CLH, ABN 32 908 506 634. Clearpath drafts DSP, Priority Housing and NDIS support letters for psychologists and mental health clinicians in private practice.
This policy explains how we handle personal information. We aim to handle it in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). It applies to our website at clearpath-ai.com.au, the letter generator, and our emails.
2. What we collect
About you, the clinician
- Contact and trial details: your first and last name, work email and practice name, when you claim free credits, sign up or contact us.
- Letter author details: your name, role, AHPRA or registration number, practice name and practice phone, which you enter so they appear on the letter.
- Account records: your access code, how many credits you have used and your plan.
- Billing details: if you buy a plan or letter pack, your billing name, email and payment history. Card payments are processed by Stripe, and we never see or store your full card number.
- Correspondence: anything you send us by email or through our forms.
About your clients (letter information)
The letter forms are designed for de-identified information: a client reference code you choose, year of birth only, and clinical details such as diagnosis, treatment history, functional impact and support needs. We ask you not to enter names, addresses, contact details, Medicare, Centrelink or NDIS numbers, or any other details that could identify the client.
Information that cannot reasonably identify a person is not personal information. Because clinical details are sensitive, we still treat everything entered into the forms with the care described in this policy. If identifying information is entered by mistake, we handle it under this policy and delete it on our usual schedule (see section 7).
When you use our website
- We don't use advertising cookies, tracking pixels or analytics tools.
- While you use the demo, your browser temporarily holds your access code, remaining credits and email in "session storage" so you stay unlocked. It is cleared when you close the tab.
- Our website host, Netlify, may record standard technical information such as IP addresses for security and to keep the site running.
3. How we collect it
We collect personal information directly from you: through our website forms, the letter generator, and email. We don't buy contact lists.
You can ask us general questions without identifying yourself. To claim free credits or use the letter generator, we need your name and work email so we can send your access code.
4. How we use it
- To draft your letters and email them to you.
- To send your access code, track your credits and manage your plan.
- To answer your questions and provide onboarding and support.
- To improve Clearpath, for example by acting on your feedback about letter quality.
- To send occasional product updates about Clearpath. Every email includes an unsubscribe link, and you can also ask us to stop at any time.
- To meet our legal obligations.
What we never do: we don't sell or rent your personal information, we don't share it with anyone for their own marketing, and we don't use letter content to train AI models.
6. Overseas disclosure
Because of the providers listed above, personal information you give us is likely to be stored or processed outside Australia, mainly in the United States. Google may also process data in other countries where it operates.
We choose established providers with strong security practices. We send them only de-identified letter content plus the clinician details needed to create and deliver your letter.
7. Storage, security & retention
- Information is encrypted in transit (HTTPS) between your browser and our services.
- Only Clearpath's founder can access our systems, and every account we use is protected with two-factor authentication.
- The letter generator can only be used with a valid access code.
How long we keep it
- Automation: our Make.com workflow is set to "confidential", so letter content is not stored in its run history.
- Generated documents: kept in a private Google Drive folder and deleted at least once a week.
- Delivery emails: a copy of each delivery email stays in our sent mail. It contains only the de-identified letter, labelled by reference code.
- Your contact and account details: kept while you use Clearpath. Once we no longer need them, we delete them or de-identify them, unless the law requires us to keep them (for example, billing records for tax purposes).
8. If you're a clinician using Clearpath
You remain responsible for your own clients' information and for every letter you sign and send. In particular:
- Keep identifying details out of the forms, including the free-text boxes. Describe the situation, not the person.
- Review every draft for accuracy before you use it.
- Consider whether your own privacy policy or consent processes should mention that you use a de-identified drafting tool, in line with your professional guidelines.
9. Access & correction
You can ask to see the personal information we hold about you, ask us to correct it, or ask us to delete your account. Email info@clearpath-ai.com.au. We'll respond within 5 business days. Access is free. If we ever can't give you access, we'll tell you why in writing.
10. Complaints
If you're concerned about how we've handled your information, email info@clearpath-ai.com.au with the details. We'll acknowledge your complaint within 5 business days and aim to resolve it within 30 days.
If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.
11. Changes & contact
We may update this policy as Clearpath changes, for example if we add a new service provider. The "last updated" date at the top will always show the current version. If we make a significant change, we'll email active users.
Questions? Email info@clearpath-ai.com.au.