Privacy Policy

Privacy Policy

e-Tools Software Pty Ltd ACN 108 753 877(e-Tools, us, we, our) takes your privacy seriously and we are committed to responsible privacy practices.

We seek to comply with our obligations under the Privacy Act 1988 (Cth) (Privacy Act). This Privacy Policy describes how we collect, use, disclose, store, and handle your personal information.

What is personal information?

In this Privacy Policy, the term ‘personal information’ has the same meaning as in the Privacy Act. In general terms, personal information is information (whether fact or opinion) about an individual who is identified or reasonably identifiable.
Some types of personal information are designated as being ‘sensitive information’, and these are subject to additional protection under the Privacy Act. For example, these can include information about your health.

What types of personal information do we collect?

The types of personal information we collect about you will depend on the purpose for which the personal information is collected. This can include:

  • if you are a customer or a contact person for a customer: your name, email address, job title, phone number and payment information;
  • if you are a user of the e-Tools products or services, including the e-Tools platform and/or modules:
    • your name, gender, birth date, email and mailing address, and phone number, and a photograph of you; and
    • if you are an employee or a contractor of a customer, your employment- or contractor-related information including your name, gender, birth date, email address, job title or role, work experience, salary, employment contract details, professional skills and abilities, applicable screening checks, your certification to work with children and/or vulnerable people, your bank account details and your tax file number;
  • if you have requested to receive news about our offers, promotions, or events – your name, mailing or street address, email address, and telephone number(s);
  • if you have contacted our customer service unit to make a complaint, provide feedback, submit an enquiry, request a call-back – your name, mailing or street address, email address, and telephone number(s);
  • if you are a prospective employee or contractor of e-Tools – information contained in your application or résumé, recorded during any interview, or obtained through any pre-employment checks, and government-issued identifiers such as tax file numbers; and
  • if you are one of our suppliers or other service providers – your name, mailing or street address, email address, and telephone number(s), your bank account details and your ABN.

We may collect sensitive information in the course of providing our products or services. Specifically, if you are a user of the e-Tools products and services for the purpose of receiving care or other services from one of the care service providers that are administered or managed through the Platform:

  • your ethnicity and religion; and
  • health information, including information about your health or disability, including information or opinion about your illness, injury or disability and vaccination status,

and if you are a person providing any of the Client Services that are administered or managed through the Platform:

  • your ethnicity and religion;
  • your trade union membership (if applicable); and
  • your criminal history or criminal history checks.

We may collect technical information and general analytics, such as web browser type and browsing preferences, Internet service provider, referring/exit pages, and date/time stamps, IP address, time zone, and geolocation data (if applicable) arising from your use of our websites, apps, products and services.

How do we collect personal information?

We collect your personal information directly from you, including when you:

  • input information into our products or services;
  • access or use our websites, apps, products and services;
  • subscribe to, purchase or are granted access to our products or services;
  • sign up to receive news and exclusive offers, promotions, or events;
  • enter surveys, competitions, promotions or requesting information or material from us;
  • make inquiries about us or our products or services or otherwise communicate with us by email, by telephone, in person, via a website or otherwise; and
  • apply to work with us or are engaged by us as a contractor.

Where it is reasonable and practicable to do so, we will only collect personal information about you from you directly and not from third parties. In certain circumstances, we may collect personal information about you from:

  • other users of the products and services (such as the e-Tools platform and modules) who may input personal information regarding you, which may include information from third parties (such as the National Disability Insurance Agency, government departments and agencies and medical suppliers);
  • your employer or an entity with whom you have an employment relationship or similar, your colleagues or other healthcare professionals who also use our products and services;
  • healthcare providers, associated providers and healthcare professionals who may be providing you, your family member or acquaintance with care;
  • Government authorities if you are being provided with healthcare services;
  • your family members if you are being provided with healthcare services;
  • publicly available sources;
  • third parties such as our service providers;
  • through promotional and marketing activities; and
  • your referees provided during the recruitment process if you apply for a job with us.

We may use the following technologies to collect technical information and general analytics:

  • cookies, which are data files that are placed on your device and often include an anonymous unique identifier;
  • log files, which track actions occurring on our websites, apps, products and services; and
  • web beacons, tags, and pixels, which are electronic files used to record information about how you browse our websites, apps, products and services.

By using our websites, apps, products and services, you are consenting to the use of these technologies in accordance with this Privacy Policy.

Can you choose not to disclose your personal information?

If you contact us to make a general enquiry or to raise a concern about us or our business, you do not have to identify yourself or provide any personal information. Alternatively, you can also notify us that you wish to deal with us using a pseudonym.
However, if we are not able to collect personal information about you, we may not be able to provide you with the information or assistance you require. For example, we will not be able to send you information you have requested if you have not provided us with a valid email address or telephone number.

How do we use your personal information?

In general, we use your personal information for purposes connected with our business.
Some of the specific purposes for which we use your personal information are as follows:

  • to provide our software and services to our customers;
  • to receive goods or services from third parties;
  • to enable the proper operation and functionality of our software and services;
  • to verify your identity (for example, if you request access to the personal information, we hold about you);
  • to consider you for a job at e-Tools (whether as an employee or contractor) or other relationships with us;
  • to communicate with you and to address any issues or complaints that we or you may have regarding our relationship;
  • for direct marketing purposes (see the “Direct marketing” section below); and
  • to contact you regarding the above, including via electronic messaging such as SMS and email, by mail, by phone or in any other lawful manner.

We may also use or disclose your personal information for our administrative, marketing, planning, product or service development, quality control, survey and research purposes and for other purposes to which you have consented, or as otherwise permitted or required by law.
Technical information and general analytics are used for the purpose of gauging visitor traffic, trends and delivering personalised content to you while you are on our websites, and to improve our websites and our products and services.

To whom do we disclose personal information?

We may disclose your personal information to third parties in connection with the purposes described above (see the “How do we use your personal information?” section).

This may include disclosing your personal information to the following types of third parties:

  • other users of the products and services (such as the e-Tools platform and modules) where necessary to fulfil the purpose for which the information was provided or where you have authorised us to do so;
  • your employer or an entity with whom you have an employment relationship or similar, your colleagues or other healthcare professionals who also use our products and services;
  • healthcare providers, associated providers and healthcare professionals who may be providing you, your family member or acquaintance with care;
  • our related companies;
  • any potential third-party acquirer of our business or assets, and advisors to that third party;
  • our professional advisers (such as lawyers, accountants or auditors) and insurers;
  • our employees, contractors and third-party service providers who assist us in performing our functions and activities e.g. payment systems operators and financial institutions, cloud service providers, data storage providers, shipping companies, telecommunications providers and IT support services providers;
  • organisations authorised by us to conduct promotional, research or marketing activities;
  • third parties to whom you have authorised us to disclose your information (e.g. referees); and
  • any other person as required or permitted by law.

If we disclose your personal information to third parties, we will use reasonable commercial efforts to ensure that such third parties only use your personal information as reasonably required for the purpose of disclosure and in a manner consistent with applicable laws, for example (where commercially practical) by including suitable privacy and confidentiality clauses in our agreement with a third-party service provider to which we disclose your personal information.

Direct marketing communications

We will only send you direct marketing communications (through either mail, SMS or email), including offers any news and exclusive offers, promotions, or events, where you have consented to do so.
You may opt-out of receiving direct marketing communications at any time by contacting us or by using opt-out facilities provided in the direct marketing communications.

Does personal information leave Australia?

We store personal information in servers located in Australia. We may disclose your personal information to overseas recipients, such as to our subsidiaries approved contractors in order to provide its products and services and to obtain services.
Except where an exception applies under the Privacy Act or other relevant legislation, we will take commercially reasonable steps to ensure that overseas recipients to whom we disclose personal information do not breach the Australian Privacy Principles stated in the Privacy Act in relation to such information.

How do we protect your personal information?

We will take reasonable precautions to protect your personal information from misuse, loss, or unauthorised access, modification or disclosure. However, as the Internet is inherently insecure, we cannot guarantee the security of transmission of personal information you disclose to us online. Accordingly, you transmit your personal information to us online at your own risk.
Please notify us immediately if you become aware of any breach of security.

How long do we keep your personal information?

Generally, we retain your personal information for the period of 90 days upon closure of a customer account for the purposes for which your personal information was collected (as outlined in this Privacy Policy) unless a longer retention period is required by law or if it is reasonably necessary for us to comply with our legal obligations, resolve a dispute or maintain security.

After these 90 days period, we will follow a secure data disposal process to ensure the permanent deletion and destruction of customer data. This includes the removal of all personally identifiable information and any associated backups or copies. Our data disposal procedures adhere to industry practices and comply with applicable laws and regulations to safeguard client privacy and maintain data confidentiality.

How can you access and correct your personal information?

You may request access to any personal information we hold about you at any time by contacting us. We will provide access to that information in accordance with the Privacy Act, subject to any exemptions that may apply. We may charge an administration fee in limited circumstances, for example if we are required to.

If you believe that personal information, we hold about you is incorrect, incomplete or inaccurate, then you may request us to amend it by contacting us.

What is the process for complaining about a breach of privacy?

If you have any questions, concerns or complaints about our collection, use, disclosure or management of your personal information, please contact us in writing using the contact details below.
We will make inquiries and your complaint will be assessed by an appropriate person with the aim of resolving any issue in a timely and efficient manner.
If you are unsatisfied with the outcome, we will advise you about further options including, if appropriate, review by the Privacy Commissioner within the Office of the Australian Information Commissioner.

Changes to this Privacy Policy

We may change this Privacy Policy from time to time at our discretion. Amendments to this Privacy Policy will be posted on our websites. Your continued dealings with us, for example use of its websites, products or services, will signify your agreement to this Privacy Policy as amended.

How to contact us

If you have a query, concern or complaint about the manner in which your personal information has been collected or handled by us or would like to request access to or correction of the personal information we hold about you, please contact us using the details provided below:

e-Tools Software Pty Ltd
Attention: Administration Manager
2 Railway Parade, Murrumbeena VIC 3163
wmasu@e-tools.com.au

e-Tools Software Pty Ltd | Privacy Policy | Public | Version 1.1
Last updated: 1 July 2023

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