Privacy

Last updated 31 October 2026

Swift Notes helps disability support workers write clear shift notes. We take the privacy of the people we support, and the people who support them, seriously. This page explains what information we collect, why, and what we do with it. We aim to handle personal information in line with the Australian Privacy Principles.

Who we are

Swift Notes is an Australian business (ABN 42 560 326 893). You can contact us about privacy at hello@swiftnotes.com.au.

Swift Notes accounts

If you or your team use Swift Notes with an account, we collect and store:

• Your account. Your name, email address and password. Your password is stored scrambled (hashed) so nobody, including us, can read it.
• The participant's profile. Their first name and the buttons, words and routines set up for them.
• Shift notes and incident reports written by their team, with who wrote them and when. These can include health and disability information, which is sensitive information under Australian privacy law. We only collect it to provide the service the team has chosen to use. If a finished shift's notes are changed, the earlier wording is kept as a record; the person who wrote them and the participant's owners and admins can see it. A removed shift is kept too (for 90 days), but only they can see it. Incident reports are saved to our server like shift notes, so they aren't lost with a phone; the participant's whole team can read them (owners, admins, support workers and family members).
• Suggestions from the team. If a support worker suggests a new button, we store the suggestion, who made it and whether it was added.
• A change log of who added or changed records, so the participant's owner and admins can see what happened. Owners and admins see this as a list of who finished, changed or removed notes, changed the buttons, or joined or left the team. It doesn't include what the notes say.

Who can see it. Each participant's account has an owner (usually a family member or guardian) who has full control of their profile and team. The owner can make others admins, such as a team leader or provider, who can also manage the profile and invite or remove support workers and family. Whoever first sets a participant up becomes the owner, and can hand ownership to the family later. Only people the owner or an admin invites can see that participant's information: support workers, who can add notes, and family members, who can read them. Nobody else can see it, and support workers can't see participants they haven't been invited to. The owner or an admin can remove someone at any time, and they lose access straight away.

Consent. Before setting up a participant, the person setting them up must have the participant's consent, or the consent of the person legally able to give it for them, to record their information in Swift Notes.

Consent for AI. The parts of Swift Notes that use AI (described below) can't be used for a participant until the owner or an admin records their consent: who agreed (the participant, or their guardian, nominee or the person who helps them make decisions), how they agreed, and what they agreed to (setting up from their documents, writing help, or both). Our server checks this record before every AI step. It can be changed or withdrawn at any time in Settings → Consent for AI; every change is kept as a history, and withdrawing stops the AI straight away.

Medication chart

If a participant's owner or admin turns on the medication chart, we keep the medications they enter (name, strength, dose, times, instructions and who prescribed them) and every dose the team records: what happened (given, declined and so on), the time, any note, who recorded it and, for Schedule 8 medications, the name of the second person who checked. This is health information. The whole team can read it; owners, admins and support workers record doses; only owners and admins change the chart. Records can't be changed or deleted, only corrected, so the chart stays a true record. It's kept separately from everything else, is never sent to the AI, and is deleted with the participant (see "Keeping it safe and how long we keep it"). Swift Notes only records what's on the chart and what happened: it doesn't work out doses or give medical advice.

Setting up with AI

The owner or an admin can choose to build a participant's buttons from their past shift reports and other documents, such as support plans. This is optional. If they use it:

• They must confirm they have permission from the participant, or the person who makes decisions for them, to use the documents this way.
• The documents are read on their own phone or computer first, and only the words in them are sent, never the files themselves. Columns such as staff names, email addresses, phone numbers and other admin details are removed. People's names (the participant's, the team's, contacts', and any the owner or admin adds) are swapped for made-up names before anything is sent, and swapped back when the answer comes back. This catches the names we know and names written next to words like "mum" or "staff"; a name we don't know, written on its own, can still get through, so we ask the owner or admin to add any we've missed.
• The rest is sent to Anthropic, the company that makes the Claude AI, to suggest buttons. Anthropic processes it in the United States. Under its commercial terms, Anthropic doesn't use this information to train its AI models, and keeps it only for a limited time before deleting it.
• Swift Notes doesn't store the documents. We keep only the buttons the owner or admin checks and saves, plus a record that the set-up was run, by whom, that permission was confirmed, and what it cost.
• The suggested buttons are checked by the owner or admin before anything is used.
• Optional: helping make set-up better. If the owner or admin ticks this (it's off unless they do), we keep a record of which buttons the AI suggested, which were kept, and how often things came up in the reports, and later which buttons they add, remove or rename. We use this only to find what the AI set-up gets wrong and improve it for other people. It never includes the notes or the reports, and the participant's name and the names of people in their life are taken out before it reaches us. They can turn it off in Settings at any time, which deletes what was shared.

Because this involves sending sensitive information overseas, we only do it when the owner or admin chooses to and agrees on screen first.

Writing help (uses AI)

The owner or an admin can also turn on writing help for a participant in Settings. It uses AI. It's off until they do, and they must confirm they have permission first. When it's on:

• When staff use Speak it, what they said is sent to Anthropic with the names of the participant's buttons, so it can be written up as a note using only what they said, and matched to the right taps. A second check highlights anything that wasn't in what they said. Staff check and approve the note before anything is added.
• When a shift's notes are finished, they're sent to Anthropic for a quick check for things like mix-ups or something logged twice. Nothing in the notes changes unless staff choose a suggestion.
• The same name swap happens here: the participant's, the team's and contacts' names are swapped for made-up names on the phone before anything is sent.
• Anthropic processes this in the United States, doesn't use it to train its AI models, and keeps it only for a limited time. Swift Notes doesn't keep a copy of what was sent; we record only that it was used, by whom, and what it cost.
• Language mode: a worker can choose to see the app in their own language (for example Nepali, Hindi, Punjabi, Filipino, Mandarin, Cantonese, Arabic or Vietnamese). With writing help on, the participant's button names are sent to Anthropic once to be translated, and the translation is shared with the team. A worker can also ask for the finished notes to be read back in their language, or for words they typed in their language to be put into English. The notes themselves are always written in English.
• Each support worker is told what writing help sends the first time they use the app with it on, and can choose not to use it themselves. If they choose not to, their Speak it, note checks and translations of their own words stay on their phone. Their choice is kept on our server too, so our server refuses to send their words to the AI, and their other phones know their choice.
• If there's no signal, or writing help is turned off, Speak it still works on the phone and notes can be finished as normal.

Important info card. An owner or admin can choose to add a participant's important information, such as their date of birth, address and other important addresses, contacts, GP, Medicare card number, allergies, medical concerns, medication and health fund. All of it is optional. It's health information, so we keep it in a separate, locked-down part of the database in Australia (Sydney). Only people on that participant's team can see it, and only the owner or an admin can change it. It is never sent to the AI services described above. A copy is kept on team members' phones so it can be opened without signal. Deleting the participant deletes it.

Payments. If an owner subscribes, payments are handled by Stripe. We give Stripe the owner's name and email address and an ID number for the participant, never their name or any notes. Card details go straight to Stripe; we never see or store them. Stripe may process this information outside Australia.

Emails we send. We send account emails (like confirming your address, resetting your password and team invites) through an email delivery service, which may process your email address overseas. We never email shift notes.

What we collect

• Questions form and emails. If you use the questions form or email us, we collect your name, email address, the role you choose and what you write, so we can answer you.
• Ideas and feedback in the app. If you send us an idea from Settings → Ideas & feedback, we keep what you wrote, your account and which participant's team you were in, so we can understand it and follow up. It goes to the Swift Notes team only, not to your team. Please don't include anyone's personal details in it.
• Website visits. Our hosting provider automatically records basic technical information, such as IP address, browser type and the pages requested, to keep the site running and secure. We don't use advertising or tracking cookies.
• The live demo. The demo uses an example participant. Anything you tap or type stays in your own browser and is cleared when you leave. It isn't sent to us.
• Voice in the demo. If you use the microphone, your browser's own speech-to-text service turns your voice into text (for example Google on Android or Apple on iPhone), the same as your keyboard's microphone. We don't receive or keep the audio.

How we use it

We use the details you send us only to answer you and to contact you about Swift Notes. We don't sell or rent personal information, and we don't share it with anyone except the service providers who help us run the website, and only as far as they need to.

Where it's stored

The website and its questions form are hosted by Netlify, whose servers may be located outside Australia, including in the United States. Messages and emails to us are kept in our Google Workspace mailbox, which may also be stored overseas.

Swift Notes accounts store shift notes online so a participant's team can share them. That information is stored in Australia, in Sydney, with our database provider Supabase, which runs on Amazon Web Services. It is encrypted when stored and when it travels between your phone and our servers. The app itself is delivered by Netlify, which may serve it from outside Australia, but your notes are not stored there.

The copy on your phone. So it works without signal, the app keeps a copy of the participant's notes on each team member's phone. When someone signs out, or is taken off a participant's team (or the participant is deleted), that copy is removed from their phone the next time the app opens with signal. Anyone can also turn on a PIN for the app on their phone in Settings → Lock this phone; the PIN stays on that phone.

Exporting notes. A participant's owners and admins can download all of their notes (as a spreadsheet or a printable page) to keep their own records. Before an export, they type their password again, and every export is recorded with who did it, when and how many shifts, so the participant's owners and admins can see it in Team activity.

Keeping it safe and how long we keep it

We take reasonable steps to protect the information we hold. We keep emails only while they're needed, and we'll delete them if you ask. Swift Notes isn't the provider's record system: notes are copied into the provider's own system, which keeps them for as long as the NDIS rules require. So we keep information while it's in use, and then delete it:

• While a participant's plan is active (or free), we keep their notes, incident reports and buttons until the owner deletes the participant.
• When a plan ends (cancelled, refunded or a payment fails), the notes stay readable for 12 months after it ended, and the app shows the date. After that, the participant and everything with them is deleted for good. Restarting the plan before then keeps everything.
• A participant who was never paid for (no notes can be written without a plan) is deleted 90 days after they were set up.
• Removed shifts and incident reports, and their earlier versions, are deleted 90 days after they were removed. Decided team suggestions are deleted after a year.
• Records of activity (who did what and when, exports, and the cost of AI use; none of these include note text) are kept for 2 years.
• Backups of the database are kept by our database host for up to 7 days.

Owners and admins can download a copy of all notes at any time (Settings → Export all notes), and the owner can delete the participant and all of their notes at any time, or ask us to.

Seeing, correcting or deleting your information

You can ask to see the information we hold about you, ask us to correct it, or ask us to delete it, by emailing hello@swiftnotes.com.au.

Questions or complaints

If you have a concern about how we've handled your information, please contact us first at hello@swiftnotes.com.au and we'll respond as soon as we can. If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

We'll update this page as Swift Notes grows, and change the date at the top when we do.