Collection Statement

To assist us in effectively supporting your practice management, we need to collect personal information about you, your Clinicians, the Medical Practice, and your Patients. By providing personal information to us, you agree that it will be used in accordance with this statement and our Privacy Policy.

Personal Information we collect

The personal information we collect depends on the nature of your interaction with us and the products and services you use. It may include:

• Medical Practice information: practice name, trading name, ABN/ACN, practice address and contact details, bank account and financial information, billing and payment details, staff details, and information about the practice's operations, systems and software;
• Clinician information: name, contact details (including email address, phone number and postal address), qualifications, registrations, provider numbers (including Medicare provider numbers), areas of specialisation, employment details, performance data, appointment and billing data, and professional memberships;
• Patient information: name, contact details (including email address, phone number and postal address), date of birth, gender, health fund details, Medicare number, health information (including medical history, treatment records, diagnoses and clinical notes), appointment history, transaction and payment data, and communication preferences.

We collect this information directly from Medical Practices and Clinicians, and indirectly in relation to Patients through their Medical Practice or Clinician. Jeeve does not have a direct relationship with Patients and does not collect personal information directly from Patients.

Sensitive information

Some of the personal information we collect may be sensitive information, including health information about Patients. We handle sensitive information with the highest level of care and in accordance with our obligations under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

We will only collect sensitive information where:

• you have given your consent for us to do so;
• the collection is required or authorised by or under an Australian law or a court or tribunal order;
• a permitted general situation exists (such as where it is necessary to lessen or prevent a serious threat to life, health, or safety); or
• we are otherwise permitted to do so by law.

Sensitive information will be used and disclosed only for the purpose for which it was provided, or a directly related secondary purpose, unless you agree otherwise or where certain other limited circumstances apply.

How we collect your information

We collect personal information in a number of ways, including:

• directly from you when you register for or use our products and services;
• when you make an enquiry about our products or services, whether through our website, by email, by telephone, or in person;
• from third party services that you connect to our platform (see "Third party account connection" below);
• from publicly available sources, such as government registers (including the AHPRA register), business directories, and websites;
• from third parties, such as referral partners, marketing service providers, and other organisations with whom you have a relationship;
• automatically when you visit our website, through the use of cookies and similar tracking technologies.

Purpose of collection

We collect personal information for the following purposes:

• to provide, administer, and improve our products and services;
• to process transactions and send related information, including purchase confirmations and invoices;
• to communicate with you about our products and services, including responding to your enquiries and providing technical support;
• to perform analytics and generate insights, reports, and dashboards for your Medical Practice;
• to detect, investigate, and prevent fraudulent transactions and other illegal activities;
• to send you marketing and promotional communications (subject to your consent where required);
• to comply with our legal and regulatory obligations;
• to enforce our terms and conditions and other agreements.

If you do not provide us with the personal information we request, we may not be able to provide you with our products and services, or the quality of our products and services may be affected.

Third party disclosures

We may disclose your personal information to third parties who assist us in providing our services, including:

• hosting and cloud infrastructure providers (such as Amazon Web Services);
• payment processors and financial institutions;
• email and communication service providers;
• analytics and data processing providers;
• professional advisers, including lawyers, accountants, and auditors;
• government agencies, regulators, and law enforcement agencies where required or authorised by law.

We take reasonable steps to ensure that these third parties handle your personal information in accordance with applicable privacy laws. We will not sell, rent, or lease your personal information to third parties for their own marketing purposes without your explicit consent.

Some of our third party service providers may store or process data outside of Australia, including in the United States of America and the European Union. Where this occurs, we take reasonable steps to ensure that your personal information is treated in accordance with Australian privacy laws and the Australian Privacy Principles.

Third party account connection

When you connect a third party account to Jeeve, such as your Practice Management Software (PMS) system (including but not limited to Dentrix, D4W, Exact, Oasis, and Open Dental) or accounting software (such as Xero or MYOB), you authorise Jeeve to access, retrieve and process data from that service.

This data may include:

• Patient records, including names, contact details, health information, and treatment history;
• appointment data, including dates, times, clinician assignments, and appointment status;
• financial records, including invoices, payments, adjustments, and outstanding balances;
• clinician details, including provider numbers, schedules, and billing information;
• practice information, including locations, opening hours, and operational data.

This data is used for the purposes of reconciliation, analytics, reporting, fraud detection, and providing our products and services to you. Jeeve accesses this data securely and stores it using industry-standard encryption and access controls.

You may revoke your authorisation at any time by disconnecting the third party service from your Jeeve account. Data previously retrieved may be retained in accordance with our data retention practices and applicable legal obligations. Upon request, we will take reasonable steps to delete or de-identify data that is no longer required.

Direct marketing

We may use your personal information to send you marketing communications about our products and services, including information about new products and features, product updates, industry news, promotional offers, and events.

You can opt out of receiving marketing communications at any time by:

• following the unsubscribe link or instructions included in our marketing emails;
• replying STOP to any marketing SMS;
• contacting us at support@jeeve.com.au.

We will process your opt-out request as soon as reasonably practicable. Please note that even if you opt out of marketing communications, we may still send you transactional or service-related communications (such as invoices, support notifications, and security alerts).

Jeeve does not send marketing communications directly to Patients. We do not use Patient information for our own marketing purposes, and we do not disclose Patient information to third parties for their marketing purposes.

Access to your information

You have the right to request access to the personal information we hold about you. You may also request that we correct any personal information that is inaccurate, out-of-date, incomplete, irrelevant, or misleading.

To make an access or correction request, please contact us at support@jeeve.com.au. We will respond to your request within a reasonable timeframe (and in any event within 30 days of receiving your request).

We may refuse to provide you with access in certain circumstances permitted by law, such as where providing access would pose a serious threat to life, health, or safety, or where the request is frivolous or vexatious. If we refuse your request, we will provide you with written reasons and information about how to make a complaint.

Complaints

If you have a complaint about how we have handled your personal information, please contact us at support@jeeve.com.au. We will investigate your complaint and provide you with a written response within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

Contact us

If you have any questions about this Collection Statement or our handling of your personal information, please contact us at:

Selectah Software Pty Ltd (trading as Jeeve)

Email: support@jeeve.com.au

Website: www.jeeve.com.au

For full details on how we handle personal information, please refer to our Privacy Policy.