Privacy Policy

Last updated: December 2025

This Privacy Policy explains how we collect, use, disclose, and protect personal information related to our reports and AI services in the aged care industry. We are committed to safeguarding the privacy of individuals and ensuring the security of their data.

1. Information We Collect

1.1 Personal Information: We may collect personal information that you voluntarily provide to us, such as names, contact information, and any other relevant data necessary to provide our reports and AI services in the aged care industry.

1.2 Aged Care Data:
In order to generate accurate reports and provide AI services, we may collect and process data related to aged care, including health records, medical history, care plans, medication information, and other relevant information necessary for our services. This data may be processed through secure AI systems to generate insights and responses.

1.3 Camera and Microphone Access:
With your explicit permission, we may access your device’s camera and microphone for specific features within the app, such as capturing photos for documentation, scanning QR codes, or recording voice notes to support aged care assessments and communication. We do not collect or use audio, video, or images unless you initiate the action, and no data is transmitted or stored without your confirmation.

1.4 Usage Information: We may automatically collect certain information about how users interact with our services, including IP addresses, device information, browser type, operating system, usage patterns, and other analytical data to improve our services and user experience.

1.5 Cookies and Similar Technologies: We may use cookies and similar technologies to enhance user experience, personalize content, and analyze user behavior. Users can manage their cookie preferences through their browser settings.
1.6 AI Interaction Data:
When you use the chat functionality, we collect the content of your messages, prompts, and any contextual data required to generate responses through our AI systems.

2. How We Use Your Information

2.1 Provision of Services: We use the information we collect to deliver, maintain, and improve our reports and AI services in the aged care industry. This includes generating personalized reports, providing AI-based insights and recommendations, and facilitating communication between caregivers and relevant stakeholders.

2.2 Camera and Microphone Use: Images and audio data captured using the app are only used for the purposes you authorise (e.g. visual assessments, documentation, or progress notes). These features are optional and only activated when chosen by the user.

2.3 Data Analysis and Improvement: We may analyze aggregated and anonymized data to improve our services, develop new features, and conduct research in the aged care industry. This analysis will not include personally identifiable information.

2.4 Communication: With user consent, we may send relevant communications, updates, and promotional materials related to our reports and AI services in the aged care industry. Users can opt out of these communications at any time.

2.5 Data Security and Integrity: We take reasonable measures to protect the security and integrity of personal information collected and stored. We implement technical and organizational measures to prevent unauthorized access, use, or disclosure.
2.6 AI Processing:
We use artificial intelligence to process user inputs and generate responses. This may involve transmitting user-provided data to secure AI processing services hosted on Microsoft Azure and AWS. This processing is necessary to provide the functionality of the application.

3. Data Sharing and Disclosure

3.1 Service Providers: We may engage trusted third-party service providers to assist us in operating our services, including cloud infrastructure providers such as Microsoft Azure and Amazon Web Services (AWS), data analytics platforms, and customer support tools.
These providers process data on our behalf and are contractually obligated to maintain confidentiality, security, and data protection standards consistent with this Privacy Policy.

3.2 Legal Requirements: We may disclose personal information if required by law, regulation, legal process, or governmental request, or to protect our rights, property, or safety, as well as the rights, property, or safety of our users or others.

3.3 Business Transfers: In the event of a merger, acquisition, or sale of our assets, personal information may be transferred or disclosed as part of the transaction. We will notify users via email and/or prominent notice on our website regarding any change in ownership or control of personal information.
3.4 AI Data Processing

To provide AI-powered functionality, user inputs and relevant contextual data may be processed by third-party artificial intelligence services hosted on Microsoft Azure and Amazon Web Services (AWS), which are used as secure cloud infrastructure providers.

Data that may be processed includes:
- User messages and prompts
- Contextual data necessary to generate responses
- Limited system metadata required for functionality

These services act as data processors on our behalf and process data strictly in accordance with our instructions.

We do not use user data to train public or shared AI models. Our third-party providers, including Microsoft Azure and AWS, are contractually and technically restricted from using customer data to train public or shared AI models when providing services to us.

Microsoft Azure and AWS are responsible for securing the infrastructure, systems, and services under their control, including implementing appropriate technical and organisational measures to protect data. We remain responsible for how data is collected, used, and transmitted within our application, and ensure that all processing complies with applicable data protection and privacy requirements. All data processing occurs within secure, enterprise-grade environments configured for each client, and is subject to strict access controls, encryption, and compliance with applicable data protection standards.

In some cases, data is processed within the customer’s own Microsoft Azure environment, ensuring full data isolation and control by the organisation. Where applicable, data is stored and processed within Australian data centres to support data sovereignty requirements.

4. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

5. Your Rights and Choices

5.1 Consent for AI Processing:
By using the AI features within the application, you acknowledge and consent to the processing of your data as described in this Privacy Policy, including the transmission of data to secure third-party AI processing services.

Where required, explicit consent will be requested before such processing occurs.
5.2 Users have the right to access, correct, update, and delete their personal information. Users may also have the right to object to or restrict certain processing activities or to request a copy of their personal information in a portable format.

6. Third-Party Links

Our services may contain links to third-party websites or services that are not operated or controlled by us. This Privacy Policy does not apply to third-party websites or services. We encourage users to review the privacy policies of any third-party websites or services they visit.

7. Security Measures

We implement reasonable security measures to protect the confidentiality, integrity, and availability of personal information. However, please be aware that no method of transmission or storage is completely secure. We cannot guarantee absolute security but will make every effort to prevent unauthorized access, use, or disclosure of personal information.

8. Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify users of any material changes by posting the updated Privacy Policy on our website or sending a notification. Please review this Privacy Policy periodically for any updates.

9.Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices in the aged care industry, please contact us at: enquiries@AgedCareAI.com.au