Thanks for visiting our website or downloading and using our app. As much as we are committed to improving the working lives of our healthcare professionals, we are equally committed to ensuring that we respect your privacy, only collect the information necessary for you to use the platform safely and easily, and that we are transparent in the way we handle your data.
What personal information do we collect?
We only collect what we need for you to use our platform safely, easily and to allow hospitals and customers to verify the people that are using their accounts. Here is a list of the personal information we collect:
- First and last name
- This is so that your hospital knows who you are and can approve your access and send you critical and useful information through our app.
- Phone number
- This is our ‘unique identifier’, it stops fake accounts being setup and helps to secure you access via two-factor authentication during registration. It also lets you reset your password via text rather than email.
- Email address
- This is so that we can confirm your successful registration and is another way to reset your password. If you are having trouble accessing or using our app it also lets the support team get in contact with you.
In some circumstances we will also ask you to select or confirm your role within the hospital or customer site (e.g. Intern, Registrar etc.).
You can keep your personal information up to date directly through the relevant profile section on our mobile app.
How do we get this information?
User Registration – anyone can download from the App Store or Google Play and register an account. When you register you need to enter the information we set out above so that you can be verified as a genuine user and so that you have access to the features and functionality of the app.
User Invites – when a hospital or other customer is using the platform to onboard their users they can send out invitations directly to those users. To do this they enter the information set out above which will then send you a personal link. It is just like the user registration method, just that the hospital does the work for you.
You can always decline the invitation or get in touch with your hospital admin to ask about the platform at your hospital and whether it is mandatory.
Dashboard & Website Queries – We also have the ability for people to ask queries via our website live chat. Both on our normal website and our dashboard. In the case of admin users, you will have registered via one of the methods above. If you are visiting our public website we may ask you for an email address and name so that we can make sure you are a real person and get back to you about your query.
We also use a third party analytics service to help understand the usage of our website and respond to support queries, when visiting our website this means that cookies are used to track use and behaviour so we can provide better service and support.
Other information that we collect
We do collect usage data about what people look at on the app, dashboard or website. We look at things like which pages get the most views, which messages are looked at the most, when messages are seen and what gets clicked on.
On the app, this data is anonymised so that we cannot see which pages a specific person looked at. This is very important to us as we never want you to feel like someone is checking up on what you are looking at. You should feel comfortable to look at whatever you like in our apps, regardless of whether it is wellbeing help and support information or how to claim overtime.
The anonymised usage data for a specific hospital or account (e.g. how many views screen X has had) is shared with managers at that site so that they can continually improve the content in the app and are only putting up information that is relevant and useful.
When viewing our public website or using our managers dashboard we may track actions on those websites. This is for the purpose of logging changes to content through the dashboard and ensuring an audit log of changes, announcements and other notifications sent through the platform.
How we use personal information
In the language of privacy principles, we only use your personal information for necessary and related purposes. This means:
- We use it to give you access to our apps and make sure you are who you say you are. This includes sending you registration emails and texts, two-factor authentication texts or messages from your hospital via the admin dashboard.
- We use it to log and respond to support queries when users are having issues with the dashboard, mobile app or website so that you don’t get stuck if an error happens while using the app and make sure you have a good experience with our platform.
- We use it to respond to feedback about our apps and try to improve the platform and services we make available to you.
Your personal information will also be visible to managers at your hospital who are responsible for maintaining the platform content. If you have queries about your own organisation’s privacy and disclosure policies you should get in touch with them via their privacy contact.
You never ‘have to’ provide personal information to us, however it will make it difficult to use our platform and all its features if you don’t. We only collect the minimum information needed to give you a safe and user-friendly experience.
We do not:
- Share your personal information for advertising or marketing purposes
- Send marketing emails or text messages
- Keep or process your personal information for any other commercial purpose
Third party services
We do use some third-party services to help run our platform. We only use trusted and well-known services to handle any of our app’s data, and only some of these services handle personal information. These services are required to handle your information with appropriate privacy rules and obligations. Some of these providers may be located in Australia, the UK and the USA.
In some cases law enforcement, government authorities, or your employer may have personal information disclosed to them when it is necessary to comply with:
- A law, regulation or enforcement request
- Detect, prevent or address a fraud, security or safety issue relating to the app or other products
- Protect against harm to our users or organisation
We may also disclose your personal information to other third parties in circumstances where you have consented to that disclosure.
We take all reasonable steps to make sure that the personal information we hold is protected against misuse, loss, unauthorised access, modification or disclosure. We will hold personal information in electronic forms in secure databases on secure premises, accessible only by authorised staff.
Access to personal information
Yes, for sure. If you would like to access or change the personal information we hold about you, or you would like more information, see the contact details below. You can always check and update your personal information directly via our mobile app profile section.
To get access to your personal information, we will need to double and triple check you are who you say you are so we might ask you some questions to prove your identity.
We will take all reasonable steps to provide access to your personal information within 30 days from your request. In less complex cases, we will attempt to provide information within 14 days. If providing you with such access requires a detailed retrieval of your personal information, a small fee may be charged for the time required by one of our team members to retrieve and supply that information.
How to contact us
If you would like some additional information or have a specific question about the policy or the data we use, feel free to send us an email at firstname.lastname@example.org.
If you do have any feedback we are always looking to improve our systems so please send an email to the above address and we will get back to you as soon as possible. We treat all feedback and queries seriously and will always deal with them confidentially.