Vraivo is an AI-assisted case note drafting tool for support workers and care professionals. This policy explains what information the App handles, how it is used, and your choices. Published by VraiSys Pty Ltd (ABN 24 580 717 968), Perth, Western Australia.
1. Introduction
Vraivo ("the App", "we", "us", "our") is an AI-assisted case note drafting application designed to assist support workers and care professionals in preparing professional case notes across a range of care and human services settings, which may include disability, aged care, community services, or NDIS-funded supports. The App is a general-purpose documentation drafting tool. It is not built for, endorsed by, or certified by any specific regulator or scheme, including the NDIS or the NDIS Quality and Safeguards Commission, and is not an official participant or client record management system for any particular sector.
This Privacy Policy applies to all users of the App.
2. Our Privacy-by-Design Approach
Vraivo is built so that the identity of the person you are supporting is never required. The App is designed not to require a surname, government or scheme identifier (such as an NDIS number), date of birth, address, phone number, email address, Medicare number, or emergency contact. The App only asks for a first name, initials, nickname, or a reference the worker chooses. Its AI instructions direct the system not to request or generate such details unless intentionally provided by the user.
3. Information the App Collects
3.1 Information you provide
- First name, initials, nickname, or your own reference for the person you are supporting (never a full legal name)
- Support worker name (your own name, entered by you)
- Session details: date, start/end time, support item or activity type, relevant goal, claim or billing type where applicable, general support location, additional worker present, presence of the person supported or their family/carer
- Spoken or typed session descriptions ("transcript") used to generate the case note
- Sign-off information: your signature/name, confirmation checkboxes, optional supervisor-reviewed / client-confirmed flags
The App does not require, and users should not enter: surnames, government or scheme identification numbers (such as NDIS numbers), dates of birth, addresses, Medicare numbers, phone numbers, or email addresses.
3.2 Voice recordings
If you use voice recording, audio is captured temporarily to produce a transcript. The App is designed to automatically delete recordings when the note is completed, the draft is discarded, the recording session is cancelled, or the workflow times out. Audio is never stored permanently and never leaves the device except to be sent to our transcription provider for the sole purpose of generating text.
3.3 Transcripts
Raw transcripts exist only for AI processing and are automatically removed once the completed case note has been successfully saved.
3.4 Information the App does not collect
Surname or full legal name, government or scheme identification numbers, date of birth, street address, phone number or email address (of the person supported), Medicare number, or emergency contact details.
4. How We Use Information
Session details and your spoken/typed description are used solely to generate a draft case note, ask clarifying follow-up questions, and produce a documentation-quality score and recommendations. Nothing is used for advertising, profiling, or resale.
5. AI Processing
Voice recordings and draft information are transmitted only for transcription and AI-assisted drafting via a secured server-side proxy. We use:
- A secure server-side proxy that forwards requests and does not log request bodies, audio content or session data
- A speech-to-text provider (currently xAI Grok STT, with OpenAI as a fallback) to convert voice to text
- An AI language model (currently Anthropic Claude) to draft the case note and follow-up questions
The App is designed to transmit only a first name/reference — not a surname or other formal identifier — the session detail fields, and your transcript text.
6. Overseas Processing
Because our AI providers are based overseas (including the United States), session text and transcripts may be processed on servers located outside Australia for the limited purpose of generating your case note. The providers used are:
- xAI (speech-to-text): x.ai/legal/privacy-policy
- OpenAI (speech-to-text fallback): openai.com/policies/privacy-policy
- Anthropic (AI language model): anthropic.com/legal/privacy
VraiSys takes reasonable steps, including contractual measures, to ensure overseas recipients handle your information consistently with Australian privacy obligations.
7. Storage
Completed case notes are stored locally on the user's device only, using local application storage. The App does not maintain its own cloud database of client or participant records and this information is not synchronised between devices. Note: your device's operating system may automatically include app data in device-level backups (e.g. iCloud on iOS, Google Account backup on Android). This is controlled by your device settings, not the App.
8. Data Retention & Automatic Deletion
- Audio recordings: deleted immediately after transcription (success or failure), on discard, on leaving the recording screen, or at the 30-minute auto-stop.
- Raw transcript and follow-up answers: cleared automatically once a note is signed off/completed, discarded, duplicated, or if generation/analysis fails.
- Abandoned drafts: any incomplete note older than 2 hours has its transcript cleared automatically; if no case note was ever generated, the entire draft is deleted.
- Completed case notes: retained on your device until you delete them.
- Exported PDFs: once exported, those copies are outside the App's control and must be deleted manually by you.
9. Security
We take the following steps to protect your information:
- Data stored locally on your device relies on operating-system security and device encryption.
- HTTPS/TLS protects all information during transmission to our backend and AI providers.
- Temporary recordings and transcripts are automatically removed after use.
- Our backend proxy protects AI provider credentials server-side; they are never included in the App itself.
No method of transmission or on-device storage is 100% secure, and we cannot guarantee absolute security.
10. Data Breach
If we become aware of a potential eligible data breach, we will investigate and assess under the Notifiable Data Breaches (NDB) scheme, take steps to contain and remediate, and where legally required, notify the OAIC and affected individuals within 30 days in accordance with Part IIIC of the Privacy Act 1988 (Cth).
11. User Responsibilities
Users are responsible for ensuring they are authorised to use the application; complying with employer privacy policies and confidentiality obligations; obtaining any required consent from the person supported before entering their information; and reviewing every AI-generated case note before relying upon it.
12. AI Disclaimer
The application assists with drafting only and does not replace professional judgement, provide legal advice, provide clinical advice, or guarantee compliance with any sector's, scheme's, or funder's documentation requirements.
13. Children's Privacy
The App is intended for use by adult support workers and is not directed at children. We do not knowingly collect information from children.
14. Your Rights — Access and Correction
Because case notes are stored only on your device, you control this data directly through the App. You can edit notes, delete an individual note, delete all notes for a specific reference, delete all notes, or reset the App and remove all locally stored app data. For any other privacy request, contact us at the details in Section 17. We will generally respond within 30 days.
15. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be reflected by an updated "Effective date" above. Where required, we will seek renewed consent within the App.
16. Publication
This Privacy Policy is available inside the app (accessible from the Settings screen), on our website, through the App Store listing, and through the Google Play listing.
17. Contact Us
Questions about this Privacy Policy or your data can be directed to: