GreenNotes uses artificial intelligence to process patient-related content including text, images, PDFs, videos, scanned notes, and audio files to:
The goal is to assist healthcare providers in improving the accuracy and efficiency of clinical documentation workflows. These Features do not replace medical judgment and human oversight should at all times be applied to the output of the Features.
The Features are provided using the following services, which involve transferring data outside South Africa:
Our Sub-processors page keeps this list up to date.
We may change the models used within an existing provider without notice, where the change does not materially alter the purposes, categories of information, processing locations or data-protection safeguards described in these Terms. Where we introduce a new provider, or materially change how patient information is processed, we will update the Sub-processors page and give any notice that our Data Processing Agreement requires.
Google and Groq process data for the Features as GreenNotes’ sub-processors. Google does so under its Cloud Data Processing Addendum, and Groq under its Customer Data Processing Addendum. These agreements:
Data is sent to the providers over encrypted connections. The section “Transfers of personal information outside South Africa” in our Privacy Policy, and section 9 of our Data Processing Agreement, explain the basis for these transfers under section 72 of POPIA.
As a contractual condition of using Features that record consultations or send identifiable patient information for AI processing, GreenNotes requires you to obtain the patient’s express, voluntary and informed consent first. This applies even where POPIA may provide another lawful basis for some of the underlying clinical processing. You confirm that you have obtained that consent before using the Features.
What you tell the patient should cover, as applicable:
The patient does not need contract-level detail about the providers, but these facts should be readily available to them.
You hereby indemnify and hold GreenNotes harmless from and against any claims (including third-party claims) arising from your failure to obtain consent to the use of your data subjects' personal information with the Features.
By using the Features, you consent to the international processing, temporary storage, and analysis of data through GreenNotes AI systems.
You remain responsible for your obligations as the responsible party, including establishing an appropriate lawful basis for processing, giving patients the notices they are owed, obtaining any consent that the law or these Terms require, and using the Features in line with the Health Professions Act, HPCSA rules and other professional and ethical requirements. GreenNotes remains responsible for its own obligations under POPIA as your operator and, where applicable, as a responsible party.
Under POPIA, data subjects (patients) have the right to:
Patients may exercise these rights through you as the healthcare provider, or via GreenNotes Support. Please visit our Privacy Notice and PAIA Manual for guidance on the process to follow to request access to, or the correction or deletion of, personal information.
All data is encrypted in transit and at rest using industry-standard protocols.
Google and Groq process data only to provide the Features, under the data processing agreements described in section 2, and do not use it to train AI models.
Neither provider may use this data to train AI models.
When clinicians correct transcripts, GreenNotes may build a list of medical terms for that practice, such as drug and place names, to improve its future transcriptions. GreenNotes staff review suggested terms before they are used, which can show a reviewer the short passage of the transcript a term came from. This access is limited to authorised personnel who need it to perform the review, is subject to confidentiality obligations and access controls, and is used only to improve transcription for that practice. A practice’s list is used only for that practice’s own transcriptions.
Files and structured data remain in your GreenNotes account for your records. You can remove files you have attached. Clinical records are archived rather than deleted, so that they remain available for the retention periods that apply to health records.
Extracted or transcribed data is provided "as is". You are responsible for reviewing, verifying, and approving outputs before using them in clinical care. GreenNotes AI tools are designed to support, not automate, clinical decisions. No decision about a patient is made by automated means alone.
You must accept these Terms before using any GreenNotes AI-powered Feature. In the GreenNotes Android and iOS apps, your acceptance is recorded with your account.
You may disable AI features at any time. Previously processed data remains governed by these Terms and our Privacy Notice.
For assistance or compliance questions, please contact us at help@greennotes.co.za. For any data subject requests, please follow the process set forth in our PAIA Manual which is available on our website.