Welcome to Clinify!

Clinify (ACN: 662 751 920) is committed to the privacy and security of our users' data. This Privacy Policy specifically outlines how we handle your personal information collected through our online platforms, including our website https://clinify.com and associated digital services. Our data handling practices are designed to be fully compliant with the Privacy Act 1988, ensuring that your data is managed with the utmost responsibility and security.

In addition to this Privacy Policy, by using our services and agreeing to this policy, you also agree to our Terms of Service. Please review our Terms of Service to understand the full scope of your rights and obligations when using Clinify.

1. Information Collection

• Healthcare Professionals: We collect information including email addresses, qualifications, and clinic details from healthcare professionals when they register to use our services. We commit to updating this policy and obtaining necessary consents if we plan to collect more detailed information in the future.
• Patients: For appointment bookings, we collect essential information including the patient's full name, date of birth, phone number, and the timeslot selected at the clinic. This information is vital for securing and managing your appointments. As our services evolve, we may collect additional details such as the type of appointment. Any expansion in data collection will be accompanied by an update to this policy and, where necessary, explicit consent from our users.
• Technical Data: We collect non-personally identifiable data such as browser type and operating system to continually enhance and personalize our service.

2. Use of Information

• Appointment Management: We use patient names, dates of birth, phone numbers, and selected timeslots primarily to facilitate and manage appointment bookings. This includes scheduling, rescheduling, and confirming appointments.
• Service Improvement: Technical data like browser type and operating system are analyzed to improve and personalize the user experience on our platform. This helps us in making our service more intuitive and user-friendly.
• Service Enhancement Analysis: We analyze service usage patterns to identify areas for enhancement, ensuring our platform meets the evolving needs of our users.
• Development of New Features: Insights gained from how our services are used guide the development of new features and functionalities, aiming to continually improve user experience and efficiency.
• Communication: We communicate with users for service-related purposes, including appointment confirmations, notifications about changes to our services, and occasional updates about new features or policies.

3. Data Storage and Security

• Data Storage: We store all personal and technical data securely within Australia, utilizing services that adhere to the highest industry standards for data security. These solutions are designed to be fully compliant with Australian privacy regulations and are aligned with global best practices in data protection.
• Data Security Measures: Our data security measures include robust encryption for data both at rest and in transit, ensuring that your information is safeguarded against unauthorized access. We implement access controls and regular security training for staff.

3.1. Data Retention

• User Accounts and Appointment Logs: We retain user account information and appointment logs indefinitely. This is to maintain a comprehensive record of user interactions and appointments for historical reference, quality assurance, and to enhance our service offerings. Our retention of this data is in line with legal and regulatory requirements, and to provide a continuous and improved user experience.
• Regular Review: We regularly review our data retention practices to ensure they align with legal obligations and business needs. Data that is no longer necessary for the purposes for which it was collected will be securely deleted or anonymized.
• User Rights: Users can request access to, correction of, or deletion of their personal information at any time. However, some data may need to be retained due to legal or regulatory requirements.

4. Sharing of Information

We share information with:

• Clinics: Patient information is shared with the specific clinic they are booking an appointment with. This sharing is essential to facilitate the appointment booking process and ensure a seamless experience for patients.
• Third-Party Service Providers: We engage third-party service providers to assist in various aspects of our operations. This includes providers for database management, email services, SMS dispatch (based in Australia), and hosting services (provided by hosting providers). These providers may access and process certain user information as necessary to fulfill their functions. Rest assured, we select our service providers carefully, and they are contractually bound to maintain the confidentiality and security of your data.
• Legal Compliance: In certain situations, we may be obligated to disclose information to comply with legal requirements or protect our rights. Such disclosures may occur in response to valid legal processes, court orders, or government requests.
• Business Transfers: In the event of mergers, acquisitions, or other business transfers, user information may be transferred as part of the assets involved in such transactions. Any such transfers will be carried out in compliance with applicable data protection laws and will prioritize the continued protection of your data.
• International Data Transfers: Data is primarily stored and processed in Australia. International transfers (such as in the case of using SMS dispatch services) comply with local regulations and are secured appropriately.

5. User Rights

We respect your rights over your personal data. Users have the right to access, correct, or request the deletion of their personal information. To exercise these rights or for any inquiries regarding your data, please contact us at privacy@clinify.com. We are committed to promptly addressing your requests and ensuring the security of your data during this process.

6. Consent

By booking an appointment or creating an account, you consent to our data practices outlined in this policy.

7. Contact Us

For any queries regarding this policy, contact us at privacy@clinify.com. Our operational base is in Sydney, Australia.

8. Policy Review and Changes

This policy is subject to regular reviews and updates to comply with legal and technological changes.