1Two different kinds of information

This policy covers two situations that are easy to confuse, so they are kept separate throughout.

• Information about you. If you visit this website, request a discovery call, or become a customer, I collect information about you and your business and am responsible for it.
• Information about your patients. If you are a customer, the dashboard reads data from your practice management system, which includes information about your patients. You remain the entity responsible for that information under the Privacy Act. I process it on your behalf, under your instructions, only to provide the service.

2What I collect about you

When you submit the discovery-call form: your name, clinic name, email address, phone number if you give one, how many chiropractors and locations you have, what practice software you use, when you'd like to talk, and anything you type in the message field.

If you become a customer: billing contact details, business name and ABN, correspondence with me, and the account details of the staff you set up with logins.

Automatically, when you visit this site: the pages you request and standard server log information. This site does not use advertising or analytics cookies, and does not track you across other websites.

I collect this directly from you. I do not buy contact lists or scrape them.

3What I do with it

• Reply to your enquiry and arrange a call.
• Provide, configure and support the service.
• Send invoices and account notices.
• Tell you about material changes to the service, its pricing, or these policies.

I will not add you to a marketing list because you requested a call. If I ever start a mailing list it will be opt-in, and unsubscribing will be one click.

If you don't give me your name, clinic and email, I can't arrange a call — the rest of the form is optional and only exists so the call is useful.

4Patient information the dashboard processes

Health information is sensitive information under the Privacy Act and is treated accordingly.

What is read: patient name and identifier, appointment records (date, time, type, practitioner, location, and whether the patient arrived), invoice and payment records, referral source, and practitioner records. This is what the metrics are built from.

What is not read: clinical notes, treatment notes, imaging, correspondence, and any other clinical content. The connection does not request them and the dashboard has no screen that would display them.

The connection is read-only. The dashboard cannot create, amend or delete anything in your practice management system.

Data is cached in your instance's database so screens load quickly, and is refreshed from your source systems. It is used for one purpose: producing your reports.

You instruct this processing by connecting your systems, and you can end it at any time by revoking the API credentials you issued.

5How it is protected

• Each customer has a separate instance with its own database and its own credentials. Customer data is not pooled or co-mingled.
• Data is encrypted in transit (TLS) and at rest.
• Access to the dashboard requires an individual login. Roles limit what a user sees — a practitioner account sees only its own page.
• API keys and other secrets are held as environment configuration, not in source code, and are not visible in the application.
• Administrative access to production is limited to me.

No system is perfectly secure. If a data breach occurs that is likely to result in serious harm, I will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme, and I will tell you what happened without waiting to be asked.

6Who else is involved

I do not sell personal information, and I do not disclose it for anyone else's marketing.

The service depends on these providers, which necessarily handle data as part of delivering it:

• Hosting and database — the infrastructure your instance runs on.
• Your practice management system — the source of the practice data, under your existing agreement with them.
• Your accounting software — where you connect it, for the profit screens.
• Your advertising and analytics accounts — where you connect them, for the marketing screens.
• Email delivery — for notifications and account correspondence.

If the business is restructured or transferred to a successor entity, personal information moves with it, and remains subject to this policy. You would be told in writing before that happened.

I may also disclose information where required by law.

7Where it is stored

Your instance and its database are hosted in Australia.

Some supporting services may store limited information overseas — for example email delivery and error logging. Where that happens I take reasonable steps to ensure the recipient handles the information consistently with the Australian Privacy Principles. Ask me and I will tell you exactly which providers are in use for your instance and where each one stores data.

8How long it is kept

Discovery-call requests are kept for two years, so I have a record of what we discussed, then deleted.

Customer practice data is kept while your subscription is active. After cancellation, your instance and database are permanently deleted within 30 days, after you receive your export.

Billing records are kept for seven years, as tax law requires.

9Your rights

You can ask me to give you a copy of the personal information I hold about you, correct it if it is wrong, or delete it. Email me and I will respond within 30 days. There is no charge.

For information about your patients, requests from those patients should go to you — you are the entity responsible for it and you hold the source record. If you need my help to answer one, ask and I will help.

10Complaints

If you think I have mishandled personal information, email hello@askstatli.com with the details. I will acknowledge within 5 business days and give you a written answer within 30 days.

If you are not satisfied with my answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au, by phone on 1300 363 992, or by post to GPO Box 5218, Sydney NSW 2001.

11Changes to this policy

If this policy changes, the version number and date at the top change with it. For a change that materially affects how customer data is handled, I will give customers at least 30 days' written notice.