Privacy Policy

1. Information We Collect

Personal Information

We may collect the following types of personal information:

• Name and contact details: Full name, email address, phone number, postal address
• Business information: Company name, business address, ABN/ACN, job title
• Communication information: Messages, inquiries, support requests, chat transcripts
• Technical information: IP address, device information, browser type, usage data
• Service-related information: Service requirements, project details, feedback

Sensitive Information

We may only collect sensitive information with your explicit consent or where required by law. This may include:

• Health information (only when relevant to healthcare automation solutions)
• Professional registration details (for healthcare professionals)

Automatically Collected Information

When you visit our website, we automatically collect:

• IP address and geolocation data
• Browser type, operating system, and device information
• Pages visited, time spent, and click patterns
• Cookies and similar tracking technologies

2. How We Use Your Information

We use your personal information for the following purposes in accordance with APP 3:

• Service delivery: Providing automation solutions, websites, and consulting services
• Communication: Responding to inquiries, sending service updates, and providing support
• Marketing: Sending newsletters, promotional materials (with your consent)
• Improvement: Analyzing usage patterns to enhance our services and website
• Legal compliance: Meeting legal obligations and protecting our rights
• Research: Conducting market research and service improvement studies

We will only use your personal information for the primary purpose of collection unless you consent to another use or the secondary use is otherwise permitted under law.

3. Information Disclosure

Third-Party Service Providers

We may disclose your information to trusted third-party service providers who assist us in operating our business:

• Web hosting and IT services: Netlify, cloud service providers
• Communication platforms: Email service providers, chat platforms
• Payment processors: Stripe, PayPal (for payment processing)
• Analytics services: Google Analytics, website performance tools

Legal Requirements

We may disclose your personal information where required or authorized by law, including:

• To comply with legal obligations and court orders
• To protect our rights, property, or safety
• To protect the rights, property, or safety of our customers or the public
• In emergency situations where disclosure is necessary

No Sale of Personal Information

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

4. Data Security

Our Security Commitment: We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorized access, modification, or disclosure in accordance with Australian Privacy Principle 11 (APP 11):

• Technical measures: SSL encryption, secure servers, firewalls, and regular security updates
• Organizational measures: Staff training, access controls, privacy policies, and confidentiality agreements
• Physical security: Secure office premises and document storage where applicable

Security Limitations: While we implement industry-standard security measures, please be aware that:

• No method of transmission over the internet is 100% secure
• We cannot guarantee absolute security of your information
• Security breaches may occur despite our best efforts

Third-Party Services: We use reputable third-party service providers (e.g., hosting providers, email services). While we carefully vet these providers and require appropriate security measures, we cannot be held responsible for:

• Security breaches of third-party providers outside our direct control
• Data loss or corruption in third-party systems
• Unauthorized access to data stored with third-party providers

Your Responsibilities: You also play a role in security by maintaining the confidentiality of your login credentials and notifying us immediately of any unauthorized access to your account.

5. Your Privacy Rights

Access and Correction

You have the right to request access to and correction of your personal information held by us (APP 12). To make a request:

• Email: admin@cliniciq.com.au
• Phone: (02) 4222 0123
• Address: Wollongong NSW 2500

Complaints

If you believe we have breached the Australian Privacy Principles, you can:

• Contact our Privacy Officer at admin@cliniciq.com.au
• Make a complaint to the Office of the Australian Information Commissioner (OAIC)

Opt-Out

You can opt out of receiving marketing communications by:

• Clicking the unsubscribe link in our emails
• Contacting us directly at admin@cliniciq.com.au

6. International Data Transfers

Australian-First Approach: ClinicIQ Solutions prioritizes keeping your personal information within Australia whenever possible. However, to provide our comprehensive automation and website services, your personal information may occasionally need to be transferred to and stored on servers located outside Australia.

Third-Party Service Dependencies: Some essential services we use (such as cloud hosting providers, analytics platforms, or communication tools) may operate outside Australia. These transfers are necessary for service delivery but are carefully managed.

Our Protection Commitments: When international transfers occur, we implement the following safeguards:

• Compliance: All transfers comply with Australian Privacy Principle 8 (APP 8)
• Contractual Safeguards: We require overseas recipients to provide protection substantially similar to the Australian Privacy Principles
• Security Measures: We maintain appropriate security measures regardless of where data is stored
• Transparency: We will inform you when international transfers are required for specific services

Important Notice: While we take every reasonable step to protect your information internationally, including implementing robust contractual and technical safeguards, we cannot be held responsible for:

• Actions of foreign governments or legal requirements in other jurisdictions
• Security breaches of third-party international service providers outside our direct control
• Changes to international laws or regulations that affect data protection
• Interception or access to data during international transmission

Your Choice: If you have concerns about international data transfers, please contact us to discuss alternative service arrangements where available.

7. Cookies and Tracking Technologies

Essential Cookies

We use essential cookies for website functionality and security.

Analytics Cookies

We use Google Analytics and similar tools to understand how our website is used. You can disable these through your browser settings.

Marketing Cookies

We may use marketing cookies with your consent to personalize content and advertisements.

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

8. Children's Privacy

Our services are not directed to children under 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected such information, we will take steps to delete it promptly.

9. Data Retention

We retain your personal information only as long as necessary for the purposes of collection or as required by law. Retention periods vary based on:

• Legal and regulatory requirements
• Business needs and service agreements
• Your ongoing relationship with us

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will:

• Post the updated policy on our website
• Update the "Last updated" date
• Notify you of material changes where required by law

11. Australian Jurisdiction and Limitations

Australian-Focused Services: This Privacy Policy is designed for use in Australia and complies with Australian privacy laws. Our services are primarily intended for Australian clients and are governed by Australian law.

Jurisdiction: This Privacy Policy is governed by the laws of New South Wales, Australia. Any disputes relating to privacy matters will be resolved according to Australian law.

International Considerations: If you are accessing our services from outside Australia, please be aware that:

• Your data may be subject to different legal requirements in your jurisdiction
• Australian privacy laws may not apply to the same extent in your country
• International data transfers may be required, with the associated risks outlined in Section 6
• We cannot guarantee compliance with all international privacy laws

Limitations of Control: While ClinicIQ Solutions takes every reasonable precaution to protect your data and comply with Australian privacy standards, we must acknowledge that certain factors remain outside our control:

• International legal requirements that may compel disclosure of data
• Third-party service provider actions and policies
• Government surveillance or data requests in foreign jurisdictions
• Technical limitations in cross-border data security
• Changes in international laws or geopolitical situations

Your Acceptance: By using our services, you acknowledge that:

• You understand these limitations and accept the associated risks
• You understand that while we do our utmost to protect your data, some factors are beyond our control
• You agree that our liability is limited as outlined in our Terms of Service
• You acknowledge that our services are designed and primarily intended for use within Australia

12. Contact Information

If you have any questions about this Privacy Policy or our privacy practices, please contact us:

Privacy Officer: Please address privacy concerns to the attention of "Privacy Officer" in any correspondence.