PsychDispatch Terms of Service

Version 1.1 - 10 September 2026 PsychDispatch Pty Ltd (ACN 701 875 390, ABN 15 701 875 390) ("PsychDispatch", "we", "us")

1. These terms, and how you accept them

These terms are a contract between PsychDispatch Pty Ltd and the person or practice that creates an account ("you"). You accept them by ticking the acceptance box when creating an account, and your acceptance (including the version accepted and when) is recorded. Continuing to use the service after accepting an updated version (clause 22) is acceptance of that version. If you do not accept these terms, do not use PsychDispatch.

The Privacy Policy forms part of these terms. In these terms, "the service" means the PsychDispatch application and related websites, emails and support; "records" means the clinical information you create or upload in the service; and "AI output" means any draft note, letter, report, extraction, answer or suggestion the service generates.

2. What PsychDispatch is, and is not

PsychDispatch is software that helps mental health practitioners produce clinical documentation: it records and transcribes consultations with patient consent, helps draft notes, letters and reports with AI assistance, maintains a longitudinal patient record, and dispatches correspondence.

PsychDispatch is a documentation tool. It does not provide medical advice, diagnosis or treatment recommendations, it is not intended to be used to diagnose, treat, or make clinical decisions about any patient, and it is not a substitute for clinical judgement. Nothing it produces is clinical advice to you or to any patient.

3. Clinical responsibility

This clause matters more than any other.

• Every piece of AI output is a draft. You must read in full, check, and correct where needed, every generated note, letter, report and record extraction before relying on it or sending it. This applies to all AI output, every time.
• You remain solely responsible for the accuracy, completeness and appropriateness of your clinical records and correspondence, for all clinical decisions, and for the care of your patients. Using the service does not change your professional, ethical or legal obligations, including your record-keeping obligations.
• Verification is an aid, not a sign-off. The letter and note verification features check a draft against its sources (the transcript, your notes and the patient record) and show you what they found. They can miss errors, misread a source, or mark a statement as supported when it is wrong. Whether or not you use them, and whatever they report, you agree to check every AI output yourself, thoroughly, for accuracy and correctness. A passed check, a source marker or the absence of a warning is not a guarantee of accuracy and does not transfer any responsibility to us.
• AI systems make mistakes, including confident-sounding ones, and can omit or invent details. The service is designed around your review; using it without that review is misuse of the service.

4. Who may hold an account

Accounts are for health practitioners registered with AHPRA (or an equivalent registration body), and for staff authorised by such a practitioner. You must provide accurate account information and keep it current. If you use PsychDispatch within a practice, the account holder is responsible for ensuring these terms are honoured by everyone who uses it under their authority.

5. Account security - your side of it

Credentials are personal: keep them secure, do not share accounts, and tell us promptly at support@psychdispatch.com.au if you suspect unauthorised access. Two-factor authentication is available to every account and strongly recommended; automatic sign-out settings are provided per device. Under Australian privacy law the obligation to take reasonable steps to secure health information you hold is yours, and your security settings, devices, browsers and staff practices are part of those steps. We are not responsible for access resulting from your credentials being shared, phished from you, or used from an unsecured device.

6. Patient consent and recording law

Before recording a consultation you must obtain the patient's informed consent. The app provides a consent step and a printable patient information and consent form; using them (or an equivalent process of your own) is your responsibility, as is compliance with the listening and surveillance devices legislation of your state or territory. Do not record where consent has been declined or withdrawn; the app supports declining and withdrawal and will disable AI documentation for that patient.

7. Your records, your custodianship

Clinical records you create in PsychDispatch are yours. You are the records custodian at law, and your professional retention obligations (generally at least 7 years after the last entry, or until age 25 for patients who were under 18, varying by state and territory) remain yours. The app gives you the tools to meet them: complete export at any time, and permanent erasure flows that require your recorded acknowledgement that erasure is legally appropriate. Erasure is immediate and irreversible; export first.

We back up the service for disaster recovery, but backups exist to recover the service, not individual mistakes: erasures you confirm are permanent, and exporting regularly is part of prudent records custodianship.

We process and store your records only to provide the service, as described in the Privacy Policy.

8. Your licence to use the service

While you hold a subscription and comply with these terms, we grant you a limited, non-exclusive, non-transferable licence to use the service for your clinical practice. You may use it on any number of your own devices. All rights not expressly granted are reserved.

9. Acceptable use

You must not:

• use the service unlawfully or in breach of professional obligations;
• enter records of patients you are not authorised to treat or whose information you are not authorised to hold;
• record any person without the consent the law and clause 6 require;
• probe, scan, disrupt or reverse engineer the service, or attempt to circumvent security, usage allowances or rate limits;
• use the service to build, train or benchmark a competing product;
• resell, sublicense or provide the service to third parties; or
• upload malicious content or use the service to send unlawful or unsolicited communications.

We may suspend an account that puts patient data, other customers, or the service at risk, and will tell you if we do (clause 20).

10. Third-party services

The service is built on carefully selected third-party providers (infrastructure, transcription, AI, email delivery and payments, as described in the Privacy Policy). Their availability is not within our control, and a fault in one of them may temporarily limit specific features. We choose providers deliberately, hold them to robust terms, and work around their failures where we reasonably can.

11. Trials and early-access features

If we offer a free trial, its length and scope will be stated when you start it, no charge applies until the trial ends, and cancelling during the trial costs nothing. We may also label some features as beta or early access; these are provided for evaluation, may change or be withdrawn, and should be treated with extra care in clinical use.

12. Subscriptions and payment

• PsychDispatch is a paid subscription (monthly or yearly, prices as published, in Australian dollars, inclusive of GST where applicable).
• Payment is collected in advance each billing period by our payment systems operator. You authorise recurring charges until you cancel.
• If a payment fails, we retry it and your access continues during the retry window. If payment continues to fail, AI features and sending pause as described in clause 13 until payment succeeds.
• Fees may change with at least 30 days' notice, taking effect from your next billing period. If you do not accept a price change, cancel before it takes effect.
• Each plan includes a generous usage allowance for AI and transcription features. If a billing month's included usage is exhausted, AI features pause until the next billing month; your records remain fully accessible.

13. If your subscription lapses

If your subscription lapses or is cancelled, you keep full access to every record: reading, exporting and downloading your documents continue to work indefinitely. AI features, recording, sending, and PDF conversion are paused until the subscription resumes. Deleting your account is always available, including while lapsed.

14. Cancellation, refunds and the Australian Consumer Law

You can cancel your subscription at any time, effective at the end of the current billing period; you keep paid features until then. Deleting your account cancels any subscription immediately; access you have paid for ends at deletion and the unused part of the billing period is not refunded.

Nothing in these terms excludes, restricts or modifies any consumer guarantee or right under the Australian Consumer Law that cannot be excluded. If the service fails to meet a consumer guarantee, you are entitled to the remedies the law provides. Beyond those rights, fees are not refundable except where these terms say otherwise (for example clause 17).

15. Support

Support is provided by email at support@psychdispatch.com.au. We aim to respond promptly and to prioritise anything affecting patient data or access to records. No specific response time or service level is guaranteed on current plans.

16. Taxes

Published prices include GST where applicable. If any other tax or duty applies to your purchase because of your circumstances, it is your responsibility.

17. Availability and changes to the service

We aim to keep the service available, secure and improving, and we schedule maintenance thoughtfully, but we do not promise uninterrupted availability. We may add, change or retire features. If a change materially reduces the service you pay for, you may cancel and receive a pro-rata refund of any prepaid period.

18. Intellectual property and confidentiality

We own the software, the PsychDispatch name and branding, and everything in the service except your content, and no rights in them transfer to you beyond clause 8. You own your records and everything you create with the service; you grant us only the licence needed to host and process that content to provide the service. If you send us feedback or suggestions, we may use them without obligation.

Each party must keep the other's confidential information confidential. We treat your records and account information as confidential; you must treat non-public information about the service (for example security details we share with you) the same way. We will not name you or your practice publicly without your consent.

19. Liability and indemnity

Nothing in these terms excludes rights that cannot be excluded under the Australian Consumer Law. Where the law allows us to limit liability, our total liability for all claims in any 12-month period is capped at the fees you paid us in that period, and neither party is liable for indirect or consequential loss.

You acknowledge that responsibility for clinical content, clinical decisions and patient care rests with you (clause 3), and you indemnify us against third-party claims arising from your breach of clause 3 (including relying on or sending AI output you did not check) or of clauses 4 to 9, including recording without consent and erasure of records in breach of your retention obligations.

20. Suspension and termination

You may leave at any time: export your records, then delete your account in Settings (the deletion flow includes the export offer, and erasure is immediate and irreversible).

We may suspend access immediately where necessary to protect patient data, other customers or the service, and will tell you promptly and lift the suspension as soon as the risk is resolved. We may terminate for material breach with 14 days' written notice if the breach is not remedied, or immediately for a breach that cannot be remedied. If we terminate other than for your breach, or retire the service, we will give you a reasonable window to export your records and a pro-rata refund of any prepaid period.

21. Force majeure

Neither party is liable for delay or failure caused by events beyond its reasonable control (for example natural disasters, war, widespread internet or utility failures), except that nothing in this clause excuses payment obligations for service already provided.

22. Changes to these terms

We will give at least 30 days' notice of material changes by email or in the app, and you will be asked to accept the new version before continuing to use the service. The version you have accepted is always recorded. Non-material changes (for example clarifications and typographical fixes) may be made without notice.

23. Notices

We send legal notices to your account email address, and you can send them to support@psychdispatch.com.au. Keep your account email current; notice to that address is effective notice to you.

24. Assignment

You may not assign these terms without our consent. We may assign them as part of a sale or restructure of our business, and will notify you if we do; your rights, including clause 20's export window, survive any assignment.

25. General

These terms are governed by the laws of New South Wales, Australia, and the parties submit to the courts there. Before starting proceedings, the parties will attempt in good faith to resolve any dispute by discussion. If a clause is found invalid, the rest survive. A failure to enforce a clause is not a waiver of it. Clauses that by their nature should survive termination (including clauses 7, 18, 19 and 25) survive. These terms plus the Privacy Policy are the whole agreement.

Version history

• 1.1 (10 September 2026). Clause 3 expanded: you agree to check every AI output yourself, thoroughly, whether or not the verification features were used and whatever they reported; clause 19's indemnity now covers a breach of clause 3.
• 1.0 (1 September 2026). First version.

Contact

PsychDispatch Pty Ltd - support@psychdispatch.com.au

See also the Privacy Policy.