Jeeve Privacy Policy

Last updated: 20 December 2024

This Privacy Policy was last updated on 20 December 2024. We may update this Privacy Policy from time to time. The most current version of this Privacy Policy will always be available on our website.

1. About this Privacy Policy

1.1 Selectah Software Pty Ltd ACN 641 317 955 (Jeeve, we, us or our) recognises the importance of protecting the privacy of your Personal Information. We have implemented this Privacy Policy to provide information about how we collect, hold, use and disclose Personal Information, and the choices you have regarding our handling of your Personal Information. If you wish to make a complaint about our handling of your Personal Information, or contact us about this Privacy Policy, please contact us per paragraph 15.

1.2 This Privacy Policy applies to Selectah Software Pty Ltd and its related entities (collectively referred to as Jeeve). By accessing our website, using our products or services, or otherwise providing Personal Information to us, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use and disclosure of your Personal Information as described herein.

2. Personal Information

2.1 "Personal Information" is information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not. Personal Information includes, but is not limited to, a person's name, address, telephone number, email address, date of birth, and financial details.

2.2 If we collect sensitive information about you (such as health information, religious beliefs, or racial or ethnic origin), we will ask for your consent unless the law otherwise allows us to collect that information. 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 (for example, where required by law).

3. What Personal Information do we collect and hold?

3.1 The types of Personal Information we collect and hold depend on the nature of your interaction with us. Our customers include Medical Practices and Clinicians. Their customers include Clinicians and Patients. We may collect different types of Personal Information depending on whether you are a Medical Practice, Clinician, Patient, supplier, contractor, or other individual who interacts with us.

3.2 Jeeve only collects Patient information indirectly from the Patient's Medical Practice or Clinician. Jeeve holds and processes this information on behalf of the Medical Practice or Clinician. Jeeve does not have a direct relationship with Patients and does not collect Personal Information directly from Patients.

3.3 Personal Information we collect may include:

  1. Information about Medical Practices, including but not limited to: practice name, trading name, ABN/ACN, practice address and contact details, bank account and financial information, billing and payment information, staff details, and information about the practice's operations, systems and software;
  2. Information about Clinicians, including but not limited to: 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;
  3. Information about Patients, including but not limited to: 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;
  4. Information about suppliers and service providers, including but not limited to: business name, ABN/ACN, contact person name, contact details, bank account details, and information about products and services provided;
  5. Information about our employees and contractors, including but not limited to: name, contact details, date of birth, tax file number, bank account details, superannuation details, employment history, qualifications, emergency contact details, and other information relevant to the employment or contractor relationship;
  6. Information about any person who contacts Jeeve directly, including but not limited to: name, contact details, the content of communications, and any other Personal Information voluntarily provided in the course of the interaction.

4. How and when do we collect Personal Information?

4.1 We collect Personal Information when you make an enquiry about our products or services, whether through our website, by email, by telephone, or in person. This may include your name, contact details, practice name, and any other information you provide in your enquiry.

4.2 We collect Personal Information when you register for or use our products and services. This includes information provided during the onboarding process, as well as information generated through your use of our platform, such as usage data, preferences, and transaction records.

4.3 We collect Personal Information when you visit our website. See paragraph 5 for more information about information collected via our website and technology.

4.4 We collect Personal Information from third party services that you connect to our platform, such as Practice Management Software (PMS) systems (including but not limited to Dentrix, D4W, Exact, Oasis, and Open Dental), accounting software (including but not limited to Xero and MYOB), and payment processing platforms.

4.5 When you authorise a connection to a third party service, you grant Jeeve permission to access, retrieve and process data from that service. This data may include Patient records, appointment data, financial records, clinician details, and other information stored within the connected service. Jeeve accesses this data for the purposes of reconciliation, analytics, reporting, fraud detection, and providing our products and services to you.

4.6 We may collect Personal Information from publicly available sources, including but not limited to government registers (such as the AHPRA register of health practitioners), business directories, social media profiles, and websites.

4.7 We may collect Personal Information from third parties, such as referral partners, marketing service providers, credit reporting bodies, and other organisations with whom you have a relationship. We will only collect Personal Information from third parties where it is reasonable and practicable to do so, and where we have your consent or are otherwise permitted to do so by law.

5. Information collected via our Website and technology

5.1 When you visit our website (www.jeeve.com.au), we may collect certain information automatically using cookies, web beacons, and similar tracking technologies.

5.2 We use Google Analytics to collect information about how visitors use our website. Google Analytics uses cookies to collect information such as the number of visitors to the site, the pages visited, the time spent on each page, the referring website or search engine, and the visitor's general geographic location. This information is used to analyse trends, administer the site, track user movements around the site, and gather demographic information about our user base as a whole.

5.3 We use cookies to enhance your experience on our website, remember your preferences, and analyse website traffic. Cookies are small text files that are stored on your device when you visit a website. We use both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device until they expire or you delete them).

5.4 You can control cookies through your browser settings. Most browsers allow you to refuse cookies, delete existing cookies, or be alerted when a cookie is being sent. However, disabling cookies may affect the functionality of our website.

5.5 Our website may include embedded content from third party services (such as YouTube videos, social media widgets, or mapping services). These third party services may collect data about your interaction with that content, including your IP address and browser information. We are not responsible for the privacy practices of these third party services.

5.6 We may collect information about your device and internet connection, including your IP address, browser type and version, operating system, device type, screen resolution, and language preferences.

5.7 We may use web beacons (also known as pixel tags or clear GIFs) in our emails and on our website to track the effectiveness of our communications and understand how users interact with our content.

5.8 Our website may contain links to third party websites. We are not responsible for the privacy practices of those websites and encourage you to read their privacy policies before providing any Personal Information.

5.9 We may use third party advertising and remarketing services (such as Google Ads and Facebook Ads) to display advertisements to you on other websites based on your previous visits to our website. These services use cookies and similar technologies to serve ads based on your browsing history.

6. How do we use your Personal Information?

6.1 We use Personal Information for the primary purpose for which it was collected, and for such other secondary purposes that are related to the primary purpose of collection and reasonably expected by you, or to which you have consented.

6.2 We may use your Personal Information to:

  1. provide, administer, and improve our products and services;
  2. process transactions and send related information, including purchase confirmations and invoices;
  3. communicate with you about our products and services, including responding to your enquiries, providing technical support, and sending you service-related notices;
  4. send you marketing and promotional communications (subject to your consent where required by law);
  5. perform analytics and generate insights, reports, and dashboards for our customers;
  6. detect, investigate, and prevent fraudulent transactions and other illegal activities;
  7. monitor and analyse trends, usage, and activities in connection with our products and services;
  8. personalise and improve your experience with our products and services;
  9. comply with our legal and regulatory obligations;
  10. enforce our terms and conditions and other agreements;
  11. protect the rights, property, or safety of Jeeve, our customers, or others.

6.3 We may use Patient information to provide analytics, reporting, and insights to the Medical Practice or Clinician on whose behalf we hold that information. Jeeve does not use Patient information for its own independent marketing or commercial purposes.

6.4 We may de-identify or aggregate Personal Information so that it can no longer be associated with a particular individual. We may use de-identified or aggregated information for any purpose, including research, statistical analysis, benchmarking, and product development.

6.5 If we wish to use your Personal Information for a purpose that is not covered by this Privacy Policy, we will seek your consent before doing so, unless we are otherwise permitted or required by law.

7. When do we disclose your Personal Information?

7.1 We may disclose your Personal Information to:

  1. our related entities, including subsidiaries, parent companies, and affiliated organisations;
  2. third party service providers who assist us in operating our business and providing our products and services, including but not limited to: hosting and cloud infrastructure providers (such as Amazon Web Services), payment processors, email service providers, customer relationship management (CRM) providers, analytics providers, and software development partners;
  3. professional advisers, including lawyers, accountants, auditors, and insurers;
  4. financial institutions and payment service providers for the purpose of processing payments;
  5. government agencies, regulators, and law enforcement agencies where required or authorised by law, including to comply with a court order, subpoena, or other legal process;
  6. any third party to whom we assign or transfer our rights or obligations under any agreement;
  7. any third party with your consent.

7.2 We take reasonable steps to ensure that third parties to whom we disclose your Personal Information are bound by confidentiality and privacy obligations in relation to the protection of your Personal Information.

7.3 We will not sell, rent, or lease your Personal Information to third parties for their own marketing purposes without your explicit consent.

8. Interstate and overseas disclosures

8.1 Jeeve is an Australian organisation. Our primary data storage and processing facilities are located within Australia.

8.2 We may disclose Personal Information to recipients located interstate (within Australia) in the course of operating our business and providing our products and services.

8.3 Some of our third party service providers may store or process data outside of Australia, including in the United States of America, the European Union, and other jurisdictions. Where we engage third party service providers who may store or process data outside of Australia, we take reasonable steps to ensure that your Personal Information is treated in accordance with Australian privacy laws and the Australian Privacy Principles.

8.4 By providing Personal Information to us, you consent to the disclosure of your Personal Information to recipients located outside of Australia as described in this Privacy Policy. We will not be accountable under the Privacy Act 1988 (Cth) for any breach of the Australian Privacy Principles by an overseas recipient, except to the extent required by law.

9. Other uses and disclosures

9.1 We may also use or disclose your Personal Information where:

  1. it is required or authorised by or under an Australian law or a court or tribunal order;
  2. a permitted general situation exists under the Privacy Act 1988 (Cth), for example where it is necessary to lessen or prevent a serious threat to the life, health, or safety of any individual, or to public health or safety;
  3. we reasonably believe that the use or disclosure is necessary for one or more enforcement-related activities conducted by, or on behalf of, an enforcement body;
  4. you have otherwise consented to the use or disclosure.

10. Marketing

10.1 Medical Practices and Clinicians who register for our products and services consent to receiving marketing communications from Jeeve. Marketing communications may include information about new products and features, product updates, industry news, promotional offers, events, and other information that we believe may be of interest to you.

10.2 Jeeve does NOT market 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.

10.3 We may send marketing communications to you via email, SMS, telephone, postal mail, or other channels. You may opt out of receiving marketing communications at any time by:

  1. following the unsubscribe link or instructions included in our marketing emails;
  2. replying STOP to any marketing SMS;
  3. contacting us using the details in paragraph 15.

10.4 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).

10.5 We comply with the Spam Act 2003 (Cth) and the Do Not Call Register Act 2006 (Cth) in relation to our marketing activities.

11. Storage and security of Personal Information

11.1 We take reasonable steps to protect the Personal Information we hold from misuse, interference and loss, and from unauthorised access, modification or disclosure. Our security measures include, but are not limited to:

  1. encryption of data in transit and at rest using industry-standard encryption protocols;
  2. access controls and authentication mechanisms to restrict access to Personal Information to authorised personnel only;
  3. regular security assessments, vulnerability testing, and penetration testing;
  4. secure hosting infrastructure provided by reputable cloud service providers (including Amazon Web Services) with appropriate security certifications;
  5. staff training on privacy and data security obligations;
  6. incident response procedures for the identification, containment, and remediation of data breaches;
  7. compliance with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act 1988 (Cth).

12. Access to and update your Personal Information

12.1 You have the right to request access to the Personal Information we hold about you. To make an access request, please contact us using the details in paragraph 15.

12.2 We will respond to your access request within a reasonable timeframe (and in any event within 30 days of receiving your request, unless an extension is permitted under the Privacy Act 1988 (Cth)).

12.3 We may refuse to provide you with access to your Personal Information in certain circumstances permitted by law, including where:

  1. providing access would pose a serious threat to the life, health, or safety of any individual, or to public health or safety;
  2. providing access would have an unreasonable impact on the privacy of other individuals;
  3. the request is frivolous or vexatious;
  4. the information relates to existing or anticipated legal proceedings and would not be discoverable in those proceedings;
  5. providing access would be unlawful or would prejudice an enforcement-related activity.

12.4 If we refuse to provide you with access, we will provide you with written reasons for the refusal (unless it would be unreasonable to do so) and the mechanisms available to you to make a complaint.

12.5 You may also request that we correct any Personal Information that is inaccurate, out-of-date, incomplete, irrelevant or misleading. We will take reasonable steps to correct the information and will respond to your correction request within a reasonable timeframe. If we refuse to correct the information, we will provide you with written reasons for the refusal and the mechanisms available to you to make a complaint.

13. Complaints about privacy

13.1 If you have a complaint about how we have handled your Personal Information, or if you believe that we have breached the Australian Privacy Principles or this Privacy Policy, please contact us using the details in paragraph 15. We will acknowledge receipt of your complaint and investigate it promptly.

13.2 We will investigate your complaint and provide you with a written response within 30 days of receiving the complaint. Our response will set out the findings of our investigation and any action we propose to take in response to the complaint.

13.3 If you are not satisfied with our response to your complaint, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC). The OAIC can be contacted at:

14. Updates to this Privacy Policy

14.1 We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post the updated Privacy Policy on our website and update the "Last updated" date at the top of this page. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your Personal Information. Your continued use of our products and services after any changes to this Privacy Policy will constitute your acceptance of those changes.

15. Contact details

15.1 If you have any questions about this Privacy Policy, wish to make a complaint, or would like to request access to or correction 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