Halaxy No Client Records Mode

Your clients stay in Halaxy. Jane doesn't keep a copy.

Halaxy No Client Records Mode lets Jane answer calls, book, cancel and reschedule without replicating a single client record or appointment. Everything is read live from Halaxy, and the only thing kept is an encrypted call transcript on Australian servers. Built for psychology practices, where who your clients are is itself confidential.

No copy of your clients

Names, phone numbers, emails and dates of birth are never replicated into AI Jane. Halaxy stays the only place your client records live.

No copy of your diary

Appointment times, practitioners and booking history are read straight from Halaxy at the moment a caller asks — then let go. Nothing is mirrored overnight.

Transcripts, locked away

Call transcripts are encrypted before they are stored, on Australian servers, with keys held outside the database.

How a call works

Live from Halaxy, every time

  1. 1

    A client calls

    Jane recognises the number by asking Halaxy directly. There is no local client list to search.

  2. 2

    Jane checks the diary live

    Availability, existing bookings and appointment details are fetched from Halaxy in real time for that one caller.

  3. 3

    The booking is written to Halaxy

    Bookings, cancellations and reschedules go straight into your Halaxy calendar. Jane keeps no shadow record of them.

  4. 4

    The call ends, the data does not linger

    Only the encrypted transcript is kept, so you can review what was said. Client and appointment details are not carried over.

The data map

Exactly what is held, and what never is

Never stored by AI Jane

  • Client names, phone numbers, emails or dates of birth
  • A local mirror of your appointments or booking history
  • Client records synced overnight or on a schedule
  • Clinical notes, diagnoses or treatment plans (these never leave Halaxy)
  • A second database of clients to secure, back up, or answer access requests about

All that is held

  • Encrypted call transcripts. Stored encrypted at rest, on Australian servers. Deleted on request or when you cancel.
  • Clinic set-up. Practitioners, locations, appointment types and fees — business information, not client information.
  • Anonymous usage counts. Call minutes and message counts used for billing. Not linked to a named client.
  • Class seat counts. For group sessions only: how many seats are taken. No names, no client link.

Transcripts

Encrypted, on Australian servers

Encrypted before storage

Each transcript is encrypted with authenticated encryption (AES-128 with HMAC-SHA256) before it is written. A stolen database file is unreadable.

Keys kept apart

Encryption keys are held in the application environment, separate from the database that holds the ciphertext.

Encrypted in transit

Every connection between the caller, Jane, Halaxy and your dashboard uses TLS.

Access controlled and logged

Transcripts are visible only to signed-in clinic staff, with multi-factor authentication and an audit trail.

Erase on request

A client’s transcripts can be located and erased on request, and all transcripts are deleted when you cancel.

Kept in Australia

Stored on Australian servers, so your clients’ call content does not leave the country at rest.

The privacy checklist

Every requirement a psychology practice answers to, and how No Client Records Mode meets it

Privacy Act 1988 — Australian Privacy Principles

Applies to every private-sector health service provider, however small.

APP 1
Open and transparent management of personal information
This page and our privacy policy state exactly what is and is not held. Zero-retention mode keeps the answer short: there is very little to disclose.
Met
APP 3
Collect only what is reasonably necessary
Client and appointment data is not collected into AI Jane at all. It is read from Halaxy for the duration of the call.
Met
APP 5
Tell people their information is being collected
Callers hear that they are speaking with an AI receptionist and that the call is recorded, before anything is asked.
Met
APP 6
Use or disclose only for the purpose it was collected
Call data is used to answer and book the call. It is never sold, never used for advertising, and never used to build client profiles.
Met
APP 8
Safeguard information sent overseas
Transcripts and clinic data are stored on Australian servers. Where a speech or language service is used to handle a live call, it is disclosed in our privacy policy and bound by contract.
Met
APP 10
Keep personal information accurate and up to date
Every answer comes from Halaxy in real time, so there is no stale copy to drift out of date.
Met
APP 11
Protect information; destroy it when no longer needed
Transcripts are encrypted at rest and in transit, and deleted on request or on cancellation. Nothing else is retained to protect or destroy.
Met
APP 12 & 13
Access to, and correction of, personal information
Clients correct their record once, in Halaxy. We can locate and export or erase any call transcript for a client on request.
Met

State and territory health records law

Health Records Act 2001 (Vic), Health Records and Information Privacy Act 2002 (NSW), Health Records (Privacy and Access) Act 1997 (ACT).

Health privacy principles
Collection, use, security, access and transfer rules for health information
Health information stays in Halaxy, your system of record. AI Jane holds none of it beyond the encrypted transcript.
Met
Record retention
Keep clinical records for the required period (7 years for adults; until age 25 for minors)
The clinical and appointment record is in Halaxy, under your control and retention settings. AI Jane never holds a competing or partial copy that could be lost, altered or left out of date.
Met
Transborder flow
Limits on moving health information outside the jurisdiction
Stored on Australian servers. Client and appointment data is not moved anywhere, because it is not copied in the first place.
Met

Notifiable Data Breaches scheme (Privacy Act Part IIIC)

Serious breaches involving health information must be assessed and notified.

Breach readiness
Take reasonable steps to prevent, detect, assess and notify eligible breaches
Encrypted transcripts, access controls with multi-factor authentication, audit logging, and a defined process to notify you without delay. A smaller store means a smaller blast radius: there is no client database to expose.
Met

Psychology Board of Australia and the APS Code of Ethics

Professional duties of confidentiality that sit above the statutory minimum.

Confidentiality
Protect the confidentiality of client information, including who is a client
The list of who your clients are is never copied to AI Jane. A caller is recognised live and the recognition is not stored.
Met
Records
Keep accurate, secure clinical records that you control
The clinical record remains solely in Halaxy. AI Jane creates no parallel client record.
Met
Third-party services
Take reasonable steps when using service providers
You stay in control: No Client Records Mode is a clinic-level setting, our processing is limited to answering the call, and this page documents exactly what is held so you can meet your own due-diligence duties.
Met
Consent to record
Consent before recording sessions or calls
Callers are told the call is recorded at the start, so consent is informed and can be withheld by hanging up.
Met

Sector and funding requirements

Where a clinic bills through these schemes.

NDIS Practice Standards
Privacy and dignity of participants
Participant details are not copied into a second system, which reduces the number of places participant information can be exposed.
Met
Medicare and private health funds
Billing and appointment records are held by the provider
Billing and appointment records stay in Halaxy, where you already meet these obligations.
Met

Your clinic remains responsible for its own compliance and for obtaining any consent required from its clients; AI Jane acts as your service provider. This checklist describes how No Client Records Mode supports those duties and is not legal advice. Questions or a data-handling summary for your records: privacy@ai-jane.com.au.

Ready for a receptionist that keeps nothing?

No Client Records Mode is a setting on your Halaxy-connected clinic. We'll walk you through it on a call.

Book A Demo Call