Privacy Policy

Audiosent is a beta-stage digital health research and development platform designed to support the recording, review and communication of clinical consultations, including discussions relating to informed consent.

Audiosent is being developed as Phase 3 of the research project Development and Acceptability of an Audio Recording Mobile Application for Consent in Surgery, undertaken by Munita Kaur A/P Harban Singh (Student ID: 17023054), Department of Primary Care Medicine, Faculty of Medicine, Universiti Malaya, 50603 Kuala Lumpur.

The research is supported by the Universiti Malaya Research Excellence Grant 2023 (UMREG025-2023).

Depending on how Audiosent is used, the platform may process the following categories of information:

• Patient identification and account information
• Healthcare Professional account information
• Consultation and procedure information
• Audio recordings of consultations
• Transcripts derived from those recordings
• AI-assisted Summaries derived from those recordings
• Key Moments (navigation markers within a recording)
• Consent Documents
• Educational Resources shared with a Patient
• Access and account information
• Relevant administrative, audit and provenance records

Audiosent is intended to process information necessary to provide and govern the platform and its consultation-recording functions.

The original Audio recording is the source record of the recorded discussion. A Transcript and an AI Summary, where generated, are derived from that Audio rather than created independently, and automated material of this kind may contain inaccuracies. A Transcript and Summary are reviewed by the treating Healthcare Professional before being shared with the Patient. Key Moments are lightweight navigation aids that help locate parts of the original recording. No derived material replaces or alters the original recording.

• Supporting authorised consultation recording and review
• Providing Patients with access to material their clinician has shared with them
• Supporting Patient understanding and recall of a consultation
• Account administration
• Operation of the platform
• Security, governance, audit and provenance purposes
• Ongoing Audiosent research and development, where appropriately authorised

Use of Audiosent as an operational platform does not, by itself, make a person’s information research-participant data — see “Research participation” below.

Healthcare Professionals access consultation material for consultations they conduct, and review and approve derived material before it may be shared with a Patient.

Patients access material that a Healthcare Professional has explicitly shared with them for their own consultation, and may then choose to share selected eligible material with a trusted person (see below).

Administrators perform account and platform-governance functions and do not participate in clinical review.

A Patient receives material that their Healthcare Professional has made available to them.

A Patient may then choose to share selected eligible material with a trusted person of their choosing, using a secure, time-limited and revocable link. A Patient can only share material that has already been shared with them by their clinician — sharing never grants access to anything beyond that.

A person who receives such a link sees only the selected material, not the Patient portal or account.

Consent Documents are not included in this external sharing during Beta.

Ordinary users are not given unrestricted download access to consultation recordings.

Audiosent implements the following controls:

• Authenticated accounts for every user
• Role-based access to platform functions
• Access to consultation material restricted according to the relevant Patient/Healthcare Professional relationship and sharing state
• Patient-controlled sharing through secure, time-limited and revocable links
• Relevant audit and provenance mechanisms for clinical artefacts and administrative actions

No system can guarantee absolute security, and Audiosent does not claim to do so.

Audiosent Beta uses Malaysian-hosted infrastructure for the storage and operation of the platform.

Audiosent does not yet have an established public retention period or deletion schedule for Beta. This Policy will be updated once one is established, and Audiosent does not make retention or deletion commitments beyond what is currently implemented.

Use of Audiosent as an operational platform and participation in the associated research project are distinct matters. Where research-specific collection or use of information occurs, it remains governed by the relevant research protocol, ethics approvals, participant information and research consent, not by this Policy alone.

Questions about this Policy may be directed to munitakaur@um.edu.my.