Privacy Policy

1. Introduction

Your privacy is important to us. Admission.com.au Pty Ltd ABN [Insert ABN] ("we," "us," or "our") is committed to protecting the privacy and security of personal information and health information. This Privacy Policy outlines how we collect, hold, use, and disclose personal information in compliance with applicable privacy laws.

Who we are: We are a healthcare software provider that supplies digital communication and care coordination platforms to hospitals and healthcare organisations. We act as a service provider on behalf of these healthcare organisations to communicate with their patients and facilitate digital care pathways.

Our role: We are a Business Associate under HIPAA and a service provider under Australian privacy law. We process patient information solely on behalf of and under the direction of the hospitals and healthcare organisations that engage our services. Your primary healthcare relationship remains with your hospital or healthcare provider, not with us directly.

Legal compliance: This policy ensures compliance with:

Australian Privacy Act 1988 (including Australian Privacy Principles)
Health Insurance Portability and Accountability Act (HIPAA) in the United States
Other applicable privacy laws in jurisdictions where we operate

By using our services through your healthcare provider, you agree to be bound by this Privacy Policy and our Terms of Use.

2. Scope and Application

This Privacy Policy applies to:

Our website: admission.com.au and related subdomains
Our software applications: Healthcare software platforms provided to healthcare organizations
Our services: All digital health services and solutions we provide

Healthcare context: We provide healthcare organisations with software applications that enable them to deliver digital care pathways to their patients, including pre-admission preparation, treatment coordination, and post-care recovery support.

3. Information We Collect

3.1 Personal Information

We collect personal information directly from you through:

Registration forms: Name, email address, phone number, postal address
Professional details: Job title, organization, healthcare credentials
Account information: Login credentials, communication preferences
Support interactions: Correspondence, feedback, and inquiries
Website usage: Pages visited, time spent, navigation patterns

3.2 Health Information

Through our healthcare software services, we may process health information on behalf of healthcare organisations, including:

Patient identifiers: Names, dates of birth, contact details
Medical information: Health records, treatment history, care plans
Care coordination data: Appointment details, care pathway progress
Recovery tracking: Post-treatment monitoring and outcomes
Communications: Patient-provider messages and care updates

3.3 Technical Information

We automatically collect:

Device information: IP addresses, browser type, operating system
Usage analytics: System performance, feature utilization
Security logs: Access attempts, authentication events
Cookies: Website preferences and session management

4. How We Use Your Information

4.1 Primary Purposes

We use personal information for:

Service delivery: Providing and improving our healthcare software solutions
Care coordination: Enabling communication between patients and healthcare providers
Account management: Managing user accounts and providing customer support
System security: Protecting against unauthorized access and maintaining system integrity
Legal compliance: Meeting regulatory requirements and legal obligations

4.2 Health Information Uses

Health information is used only for authorized healthcare purposes:

Treatment support: Facilitating patient care and treatment coordination
Care pathway delivery: Supporting digital health journeys and recovery programs
Provider communication: Enabling secure messaging between patients and healthcare teams
Quality improvement: Analyzing aggregated, de-identified data to improve care outcomes

4.3 Marketing and Analytics

Opt-in consent required: We do not use individual health information for marketing without explicit consent
Aggregated data: De-identified, aggregated information may be used for service improvement and population health analytics
Service communications: Updates about our services, security notifications, and system changes

5. Information Sharing and Disclosure

5.1 Authorized Sharing

We may share personal information with:

Healthcare providers: Your authorized healthcare team and care coordinators
Service providers: Trusted third parties who assist in delivering our services
Family members: Individuals you have explicitly authorized to access your information
Legal requirements: When required by law, court order, or regulatory authority

5.2 Health Information Disclosure

Health information is shared only:

With your consent: Explicit authorization for specific purposes
For healthcare purposes: Treatment, care coordination, and authorized clinical activities
As required by law: Legal obligations and regulatory requirements
Business associates: Vendors with appropriate agreements and safeguards

5.3 Prohibited Uses

We will never:

Sell your personal or health information to third parties
Use individual health information for marketing without consent
Share information beyond what is necessary for the intended purpose
Disclose information to unauthorized parties

6. Data Security and Storage

6.1 Technical Safeguards

Encryption: All data encrypted in transit (SSL/TLS) and at rest (AES-256)
Access controls: Multi-factor authentication and role-based access
Network security: Firewalls, intrusion detection, and network monitoring
Regular testing: Penetration testing and vulnerability assessments
Secure infrastructure: Cloud hosting with certified security standards

6.2 Administrative Safeguards

Staff training: Regular privacy and security training for all personnel
Policy compliance: Documented procedures and regular compliance monitoring
Incident response: Established procedures for security incidents
Background checks: Screening for staff with access to sensitive information
Business associate agreements: Contracts with all third-party service providers

6.3 Physical Safeguards

Secure facilities: Controlled access to data centers and equipment
Device security: Workstation controls and secure disposal procedures
Environmental controls: Fire suppression, power backup, and climate control

7. Your Rights and Choices

7.1 Access and Control

You have the right to:

Access your information: Request copies of personal information we hold
Correct inaccuracies: Update or correct personal information
Account management: Modify your account settings and preferences
Withdrawal of consent: Revoke consent for specific uses where applicable

7.2 Communication Preferences

Email notifications: Unsubscribe from marketing communications
Service updates: Receive important security and service notifications
Care communications: Manage healthcare-related messages and alerts

7.3 Data Portability

Information export: Request copies of your data in portable formats
Account closure: Delete your account and associated information
Transfer requests: Facilitate authorized transfers to other providers

12. Contact Information

Privacy Inquiries

Privacy Officer

Admission.com.au

Email: [email protected]

Phone: +61 2 7252 2022

General Support

Customer Support