Our Privacy Collection Notice

1. Introduction

This Personal Information Collection Notice (Notice) is provided to you by Dokotela Pty Ltd ABN 22 615 628 236 (Company, we, our and us) to notify you of certain matters related to how we collect, handle and disclose your Personal Information as required under the Privacy Act 1988 (Cth) (Privacy Act).  

At Dokotela, we aim to make specialist care more accessible by connecting patients across Australia with specialist doctors and clinicians and is designed to facilitate collaborative care through a secure online booking and video-conferencing platform.  

When we refer to “Personal Information”, we mean:  

Information or an opinion about an identified individual, or an individual who is reasonably identifiable:
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- Whether the information or opinion is true or not; and
- whether the information or opinion is recorded in a material form or not.  

We may update this notice from time to time and will post any revisions to our website.  

‍2. Notice of Collection

‍Where you have been provided this Notice by us, we have done so to notify you that we have collected, or will be collecting, your Personal Information.

‍3. How We Collect/Have Collected Personal Information

We have collected your Personal Information either directly from you when you are using our services or through a third party, such as a referral from another health care provider.  

Information collected includes identifying information such as your name and date of birth, and certain health information from referrers.

We may also be collecting your Personal Information from web analytics tools, ‘cookies’ or other similar tracking technologies that allow us to track and analyse your website usage.

Cookies are small files that store information on your computer, mobile phone or other device and enable and allow the creator of the cookie to identify when you visit different websites.

‍4. Purpose of Collection

‍We are collecting your Personal Information for the following purposes, including:

- to confirm your identity when you deal with us;  
- provide goods, services or information to you;
- contacting you to make appointments or issue reminders;  
- communicating announcements, updates, security alerts, technical notices and administrative messages;  
- facilitating third-party communications with you (for example, by a specialist practitioner or health service provider on the platform);  
- for record-keeping and administrative purposes (including recording/transcription of your appointments with your consent);
- to provide information about you to service providers, contractors, employees, consultants, agents or other third parties for the purpose of providing goods or services to you;
- to improve and optimise our service offering and customer experience;
- to comply with our legal obligations, resolve disputes or enforce our agreements with third parties;
- to send you administrative messages, reminders, notices, updates, security alerts, and other information requested by you; and
- to consider an application of employment from you.

‍5. Consequences if Personal Information is Not Collected

Without your Personal Information, we may not be able to provide our services to you fully and appropriately.

‍6. Disclosure of Personal Information
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We usually disclose Personal Information of the kind we have/will collect from you to:
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- relevant staff in order to provide our services to you;  
- general and specialist practitioners and health care providers on the platform who will provide medical and health services to you;
- our professional advisors such as lawyers, accountants and auditors;
- our related entities;
- or any third parties you have consented personal information to be disclosed to.
- We may also disclose personal information to third-party contractors as required for us to provide our goods and services to you, such as cloud-service providers, software providers, IT professionals, marketing agencies, third-party payment providers and debt collection agencies.

‍7. Our Privacy Policy

Our Privacy Policy contains details regarding how:
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- we handle Personal Information;
- you may complain about a breach of the Australian Privacy Principles contained in the Privacy Act or a registered code which binds us and how we deal with such a complaint; and
- you can access your Personal Information and seek its correction.

You can find our Privacy Policy at https://www.dokotela.com.au/privacy-policy or contact us via the details below to receive a copy.

‍8. AI-Assisted Recording and Transcription
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Where you have consented, your appointment may be recorded and transcribed using an AI-powered scribe tool. This tool generates a real-time transcription of your session to assist your clinician in preparing clinical notes and treatment correspondence. The clinician reviews, validates, and finalises all documentation — the AI tool is not used autonomously and does not make any clinical decisions or diagnoses.

You will be informed about the use of AI recording and transcription at two points before your appointment. Your consent will be sought prior to any recording taking place. You may withdraw your consent at any time by contacting us using the details in section 8.

No patient data is used to train or develop AI models. All transcription data is handled in accordance with our Privacy Policy and applicable privacy laws.

‍9. How to contact us

If you have any questions relating to how we handle Personal Information, please contact us using the details set out below:  

Contact Name: Elizabeth Brown
Email: elizabeth.brown@dokotela.com.au    
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‍Date of Last Review: 01/06/26
‍Date of Last Endorsement: 01/06/26
‍Version Number: 0.2
‍Next Review Due: Jun 2027