Privacy Policy – HealthTech.Systems

Effective Date: 20 October 2025

1. Introduction

HealthTech.Systems (“we”, “us”, or “our”) is committed to protecting the privacy of our clients, users, and partners. This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), and, where applicable, the Health Records Act 2001 (Vic).

We operate an online software platform and related services designed for health and wellness professionals. Protecting your information and maintaining trust are central to our business.

2. Our Commitment to Privacy

We handle personal and, in some cases, health information responsibly and transparently. HealthTech.Systems has internal policies and data-protection practices to ensure compliance with the APPs and Victorian privacy obligations.

3. What Information We Collect

We may collect the following categories of information:

- Personal information: name, business name, contact details (email, phone, address), and demographic data.

- Business and payment information: billing details, subscription preferences, and transaction history.

- Technical data: login credentials, IP address, device identifiers, browser type, and platform usage analytics.

- Client data (uploaded by users): information about your clients that you enter into the HealthTech.Systems platform (e.g. contact details, appointment history, notes, forms, or communications).

- Sensitive information: in limited cases, such as when users manage health-related data through our platform, this may constitute “health information” under Victorian law.

4. How We Collect Information

We collect information when you:

- Register or subscribe to our platform.

- Participate in training, support sessions, or marketing activities.

- Communicate with us by email, phone, chat, or social media.

- Visit our website or use our applications (cookies and analytics may be used).

We may also collect information indirectly from integrated systems (e.g. Stripe, Google Workspace, or other connected tools) when

you authorise those connections.

5. Purpose of Collection

We collect, hold, and use personal information to:

- Provide, operate, and improve the HealthTech.Systems platform and services.

- Communicate with you about your account, support, and product updates.

- Process payments, subscriptions, and contracts.

- Ensure security and integrity of our systems.

- Meet legal and regulatory obligations.

- (With consent) send marketing communications about new features, training, or events.

- Conduct aggregated, de-identified analytics to improve performance and user experience.

We will only collect and use sensitive or health information for the primary purpose for which it was provided or a directly related

secondary purpose that you would reasonably expect, or as otherwise permitted by law.

6. Information Security and Storage

We store data on secure, access-controlled servers located in Australia and/or trusted overseas data centres (e.g. the United States) through reputable providers such as Google Cloud or Amazon Web Services.

Measures include encryption in transit and at rest, multi-factor authentication, restricted employee access, and regular security reviews. While we take reasonable steps to protect your information, no online service can guarantee absolute security.

7. Disclosure of Information

We may disclose personal information:

- To service providers who support our operations (hosting, analytics, payment processing, customer support).

- To professional advisers (e.g. accountants, lawyers) under confidentiality agreements.

- As required by law, regulation, or court order.

- With your consent, to third-party integrations you enable (e.g. email marketing tools, calendar apps).

- Where information is shared overseas (for example to a cloud provider in the U.S.), we take reasonable steps to ensure that the recipient complies with privacy standards substantially similar to those of the APPs.

8. Marketing Communications

With your consent, we may use your contact details to send information about new features, events, or special offers. You may opt out at any time by using the unsubscribe link in our emails or contacting us directly.

9. Access and Correction

You may request access to, or correction of, the personal information we hold about you by contacting us. We will respond within a reasonable timeframe, subject to legal exceptions (e.g. information that would unreasonably impact others’ privacy or legal matters).

If you believe information is inaccurate, incomplete, or out of date, please let us know and we will take reasonable steps to correct it.

10. Website Usage and Cookies

Our website uses cookies and analytics tools (such as Google Analytics) to improve functionality and measure engagement. Cookies can be disabled in your browser, though this may affect site functionality.

We do not use cookies to collect sensitive personal data.

11. Data Retention

We retain personal information only as long as necessary for business or legal purposes. When information is no longer required, it is securely destroyed or de-identified in accordance with our data-retention policy.

12. Managing Client Data (for Platform Users)

As a HealthTech.Systems customer, you remain the data controller of any client records you store within our platform. We act as a data processor, managing that data on your behalf under our Terms of Service. You are responsible for ensuring that your own collection and use of client information complies with applicable privacy and health-records laws.

13. Complaints and Feedback

If you have concerns about how your personal information has been handled, please contact us first at the details below. We take privacy complaints seriously and will respond within 30 days.

If you are unsatisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

14. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in law or operations. The latest version will always be available at www.healthtech.systems/privacy-policy.

Material updates will be notified by email or platform message.

15. Contact Us

Email: [email protected]

Address: PO Box 495, Port Melbourne VIC 3207

Website: www.healthtech.systems