Privacy policy — Head2Toe Clinical Notes

Chrome extension and web tools for Head2Toe Physiotherapy & Podiatry clinicians. Last updated 5 October 2026.

Who uses it

The extension is for Head2Toe staff only. It works on Cliniko treatment-note pages and needs a Head2Toe sign-in. It is not offered to the public.

What it handles, and why

• Your sign-in. Your name and the email on your Cliniko user (to send you a sign-in code and check you still work at Head2Toe), the computers you signed in on (browser type, when added, when last used), and a sign-in token stored on that computer. We keep only a scrambled (hashed) copy of tokens and codes. We never ask for your Cliniko password.
• Body charts, tables and protocols you make. They are saved as images into the patient's note and their Cliniko files, and kept on our server in Sydney as part of the clinical record.
• The AI scribe, only when you press Scribe (which confirms the patient has agreed). Consult audio is sent to a speech service to be written down, and the text is used to draft the note fields. Audio, transcripts and drafts are not stored: they exist only while the session runs and are discarded when it ends. Logs record counts and cost only.
• Suggestions (the knowledge-base panel). The text in the note's fields is sent to our server to look up suggestions. Nothing is stored.

Where it goes

• Our server and chart storage: Google Cloud, Sydney (Australia).
• Speech to text: Amazon Transcribe in Sydney, with Amazon's AI service improvement switched off for our account, or the clinic's own computer.
• Drafting and suggestions: an AI model (Anthropic or DeepInfra, in the United States). Before any text goes to them, the patient's identifying details (name, date of birth, contact details, Medicare number, address) are removed. Under their terms they do not use it to train their models.
• Cliniko, to save charts and tables into the patient's record.

We do not sell any of it, use it for advertising, or share it with anyone else. It is used only to write and keep Head2Toe clinical records, and handled under the Australian Privacy Principles.

Access ends when you leave

Your access stops when your Cliniko user is archived or the practice manager switches it off. Signed-in computers can be removed at any time.

Contact

Head2Toe Physiotherapy & Podiatry — info@head2toe.com.au or 03 9326 0168. Patients can ask to see or correct their records through the clinic in the usual way.