VoxDocs

Terms of Service

Effective date: 01 August 2026
Last updated: 01 August 2026

These Terms of Service (“Terms”) are an agreement between Codestax Pty Ltd (“Codestax”, “we”, “us” or “our”) and the person or organisation using VoxDocs (“you” or “Customer”).

VoxDocs is a healthcare documentation and workflow platform that assists healthcare professionals and organisations with capturing, preparing, reviewing, managing and collaborating on clinical and related documentation (the “Service”).

By accessing or using the Service, you agree to these Terms. If you use the Service on behalf of an organisation, you confirm that you have authority to do so.

1. Using VoxDocs

You may use VoxDocs for your lawful professional, clinical, healthcare, administrative and related business activities.

You are responsible for users you authorise to access your account or organisation and for maintaining appropriate security over accounts, devices and access credentials.

You must not use VoxDocs to:

• break the law or infringe another person's rights;
• access, collect, record or process information without appropriate authority;
• gain unauthorised access to accounts, systems or information;
• interfere with the operation or security of the Service;
• introduce malicious code or attempt to disrupt the Service; or
• use the Service in a way that could reasonably cause harm to VoxDocs, other customers or other people.

2. Customer Content

“Customer Content” means information provided to or created through VoxDocs by or on behalf of a Customer, including audio, transcripts, patient or client information, clinical notes, letters, reports, documents, templates and other information.

Your Customer Content remains yours.

You give Codestax permission to host, store, copy, transmit, process and display Customer Content as reasonably necessary to provide, secure, maintain and support VoxDocs, follow your instructions and meet our legal obligations.

Codestax does not acquire ownership of Customer Content simply because it is provided to or processed through VoxDocs.

You are responsible for ensuring that you have the rights, permissions and authority necessary to provide Customer Content to VoxDocs and instruct us to process it.

3. Healthcare Documentation

VoxDocs assists healthcare professionals with creating and managing documentation. It does not replace professional judgement.

Transcriptions, clinical notes, letters, reports, summaries, suggestions and other content produced or assisted by VoxDocs may contain errors, omissions or information that requires correction.

Healthcare professionals remain responsible for reviewing and approving clinical documentation before relying on it or using it for patient care, communication, billing, reporting or other professional purposes.

Customers remain responsible for determining which records must be maintained as part of a patient's or client's clinical record and for complying with applicable legal, professional and organisational record-keeping requirements.

4. Recording Consultations and Dictations

VoxDocs may allow users to record or capture audio from consultations, dictations or other interactions.

You are responsible for ensuring that you are legally and professionally permitted to make a recording and for obtaining any consent or providing any notice required by applicable law, professional standards or your organisation's policies.

Codestax does not determine whether recording is appropriate for a particular consultation or interaction.

5. Audio and Raw Transcripts

Audio recordings and raw transcripts are temporary processing materials used to provide transcription and documentation services.

They are automatically deleted when they are no longer reasonably required for processing, support or recovery and, in all cases, within 7 days.

Clinical notes, letters, reports and other documents created through VoxDocs may be retained separately as part of the Customer's documentation history.

6. Clinical Documentation and Retention

VoxDocs may retain clinical notes, letters, reports, patient or client information and other documentation so that authorised users can access and manage their documentation history.

This information may remain available until deleted by the Customer, removed in accordance with the Customer's retention settings or instructions, the account or Service is closed, or another applicable retention arrangement requires its deletion.

Customers are responsible for determining the records they are required to retain under applicable laws, professional standards and organisational policies.

7. Artificial Intelligence and Model Training

VoxDocs may use artificial intelligence and automated processing technologies to provide transcription, documentation and related functionality.

Automated outputs may be incomplete or incorrect and must be appropriately reviewed before being relied upon.

Codestax does not use patient or clinical Customer Content submitted through VoxDocs to train artificial intelligence models.

We may use technical, operational, aggregated or appropriately de-identified information to operate, secure, understand, maintain and improve VoxDocs.

8. Bureaus, Administration Teams and Other Authorised Users

VoxDocs may allow Customers to authorise other people or organisations, including administrative staff, transcription or documentation bureaus and other service providers, to participate in their documentation workflows.

VoxDocs may also be provided through authorised partners or bureaus, including under their own branding.

Customers are responsible for deciding who they authorise to access their information and for ensuring those people and organisations are appropriately authorised to perform the activities assigned to them.

Authorised users must only access Customer Content for the purposes for which access has been granted.

9. Our Technology

Codestax and its licensors retain ownership of VoxDocs and the software, technology, workflows, methods, documentation and intellectual property used to provide the Service.

Using VoxDocs does not transfer ownership of the Service or its underlying technology to the Customer.

Similarly, Codestax does not obtain ownership of Customer Content merely because it is processed using VoxDocs.

Unless expressly agreed otherwise, neither party receives rights to the other party's intellectual property except for the limited rights necessary to provide and use the Service under these Terms.

10. Privacy and Data Processing

Our handling of personal information is described in the VoxDocs Privacy Policy.

Where Codestax processes personal information on behalf of a Customer, the VoxDocs Data Processing Addendum forms part of these Terms and applies to that processing.

If there is an inconsistency between these Terms and the Data Processing Addendum concerning the processing or protection of personal information, the Data Processing Addendum prevails to the extent of that inconsistency.

11. Security

We take reasonable technical and organisational measures appropriate to the nature and sensitivity of the information handled through VoxDocs and the risks associated with operating the Service.

No electronic or internet-connected system can guarantee absolute security.

Customers are also responsible for maintaining appropriate security over their accounts, users, devices and access credentials and for promptly removing access that is no longer required.

If you become aware of suspected unauthorised access to your account or Customer Content, you should notify us promptly.

12. Service Providers

We may use reputable third-party service providers to help host, store, secure, communicate, process, support or otherwise operate VoxDocs.

Some providers may process information outside Australia.

Where service providers process Customer Content on our behalf, we require them to handle it for the purposes for which we engage them and subject to appropriate privacy, confidentiality and security obligations.

Further information about processing and service providers may be provided in our Privacy Policy, Data Processing Addendum or related documentation.

13. Fees and Subscriptions

Fees and subscription arrangements may be set out in VoxDocs, an order, quotation, proposal or other agreement with you.

You agree to pay applicable fees and taxes in accordance with those arrangements.

We may change our general pricing from time to time. Changes will not apply retrospectively, and we will provide reasonable notice where a pricing change affects an existing paid subscription.

Any separately agreed commercial terms between you and Codestax apply in addition to these Terms and prevail to the extent of any inconsistency.

14. Availability and Changes to VoxDocs

We may improve, modify, add or remove features as VoxDocs develops.

We will take reasonable care in operating the Service but do not guarantee uninterrupted or error-free availability unless we have separately agreed to a service level with you.

If we make a change that materially reduces functionality you have already paid for, we will act reasonably to provide an appropriate transition, alternative or other remedy.

15. Ending Your Use of VoxDocs

You may stop using VoxDocs at any time, subject to any subscription or other commercial agreement that applies to your account.

We may suspend access where reasonably necessary because of a material breach of these Terms, non-payment, unlawful activity, a security risk or conduct that threatens the Service, Customer Content or other users.

Where reasonably practicable, we will give you notice and an opportunity to address the issue before suspending or terminating access.

Following termination, Customer Content will be handled in accordance with applicable retention settings, the Privacy Policy, any agreement with the Customer and applicable law.

Customers should export or otherwise retain any documentation they require before closing their account.

16. Liability

Nothing in these Terms excludes or limits any right, guarantee, warranty or liability that cannot lawfully be excluded or limited, including rights that may apply under the Australian Consumer Law.

To the extent permitted by law, neither party will be liable to the other for indirect or consequential loss arising from use of the Service.

Codestax is not responsible for clinical decisions or other professional decisions made solely in reliance on automated or generated content without appropriate professional review.

Where liability can lawfully be limited, Codestax's total liability arising from the Service will not exceed the fees paid or payable by the Customer for the Service during the 12 months preceding the event giving rise to the claim.

Different liability arrangements may be agreed in writing for particular customers or services.

17. Responsibility for Third-Party Claims

Each party is responsible for its own acts and omissions.

You are responsible for claims arising from Customer Content where you did not have the necessary rights, authority or permissions to provide that content or instruct us to process it.

Codestax is responsible for claims arising from its operation of VoxDocs to the extent required by applicable law and these Terms.

Any additional indemnities required for a particular customer or service may be agreed separately in writing.

18. Confidentiality

Each party must take reasonable care to protect confidential information received from the other.

Confidential information must not be used or disclosed except as necessary to perform obligations or exercise rights under the agreement, as authorised by the other party, or as required by law.

Customer Content that is confidential remains subject to this obligation.

19. Changes to These Terms

We may update these Terms from time to time to reflect changes to VoxDocs, our business practices or applicable laws.

We will publish updated Terms with a revised effective date.

If a change is material, we will provide reasonable notice where appropriate.

Continued use of VoxDocs after updated Terms take effect constitutes acceptance of the updated Terms to the extent permitted by law.

20. General

These Terms, together with any applicable order, proposal or agreement, the Privacy Policy and the Data Processing Addendum, constitute the entire agreement between the parties regarding the Service and supersede any prior discussions, representations or agreements on that subject, except where a separate written agreement expressly states otherwise.

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign or transfer these Terms in connection with a merger, acquisition, corporate reorganisation or sale of all or substantially all of our relevant assets, provided the assignee agrees to be bound by these Terms.

Neither party will be liable for any delay or failure to perform an obligation under these Terms (other than payment obligations) to the extent caused by circumstances reasonably beyond that party's control, including natural disasters, internet or telecommunications failures, or failures of third-party infrastructure or service providers.

These Terms are governed by the laws of Western Australia, Australia.

The parties submit to the jurisdiction of the courts of Western Australia and courts entitled to hear appeals from them.

If any part of these Terms is found to be invalid or unenforceable, the remaining provisions continue to apply.

Failure to enforce a provision does not waive the right to enforce it later.

21. Contact

Codestax Pty Ltd
Western Australia, Australia
Email: support@voxdocshealth.com
Postal: PO Box 274, Karrinyup WA 6921, Australia