Jeeve Privacy Policy

This Privacy Policy was last updated on 20 December 2024.

1. About this Privacy Policy

This section describes the purpose of this document and explains which entities this Privacy Policy applies to.

1.1 Selectah Software Pty Ltd ACBN 641 317 955 (Jeeve, we, us or our) has implemented this Privacy Policy to provide information about what kinds of Personal Information we may collect or hold, how we collect, hold, use and disclose that Personal Information, choices you have regarding our use of that Personal Information, and your ability to access or correct that Personal Information. If you wish to make any inquiries regarding this Privacy Policy, you should contact us in any of the ways specified in paragraph 15.
1.2 From time to time, Jeeve may be related to other companies and entities (related entities). This Privacy Policy applies to the use of your Personal Information by us and by those related entities. A reference in this Privacy Policy to Jeeve, we, us or our is also a reference to those related entities.

2. Personal Information

This section explains what is meant by “Personal Information”.

2.1 “Personal Information” is information or an opinion, whether true or not, and whether recorded in a material form or not, about an identified individual or an individual who is reasonably identifiable.
2.2 If the Personal Information we collect includes sensitive information, including health information, we will ask for your consent to collect sensitive information, unless the law allows us to collect it without your consent.

3. What Personal Information do we collect and hold?

This section explains generally the types of Personal Information we collect (including a non-exhaustive list of examples), and who we generally collect that Personal Information from.

3.1 The types of Personal Information we may collect about an individual will depend upon the nature of our interaction with them. For the purposes of our products and services, the following applies:
(a) our customers include Medical Practices and Clinicians, and
(b) our Medical Practices’ customers include Clinicians and Patients.
Patients of Medical Practices and Clinicians
3.2 Jeeve only collects Personal Information about Patients indirectly, from the relevant Patient’s Medical Practice and/or Clinician. Jeeve only holds and processes this Personal Information on behalf of the relevant Medical Practice and Clinician. Any information pertaining to Patients is collected by the relevant Patient’s Medical Practice and Clinician and uploaded into the relevant Jeeve system, service or product. Medical Practices and Clinicians are responsible for the information they provide to us of their Patients and other individuals. If you are a Patient or have come into contact with a Medical Practice and/or Clinician that uses a Jeeve system, service or product, you will need to review the Medical Practice’s and/or Clinician’s Privacy Policy for details about their collection, handling and use of your Personal Information.
3.3 Personal Information that we collect may include (but is not limited to) the following:
(a) Medical Practices: information to review and process your application for our products and services, provide our products and services and monitor, identify and prevent fraud, including: full names and contact details of key personnel handling the services; current and previous addresses; financial account details including bank account and credit card / debit card numbers; geographical location; business or company details including ABN and ACN; information relating to your business and its operations
(b) Clinicians: details to verify your identity, review and process your application for our products and services, provide our products and services, and monitor, identify and prevent fraud, including: your full name; date of birth; contact details; current and previous addresses; document identification numbers and/or clinician licence numbers; geographical location; business or company details including ABN and ACN; financial account details including bank account and credit card / debit card numbers to facilitate payments between you, your Patients and the Medical Practice; information relating to your business and its operations
(c) Patients: contact details (phone number, residential address and email); health information such as procedure undertaken, medical history and Clinician notes, laboratory test results and scans etc.; transaction data when making payments to a Medical Practice or a Clinician that uses a Jeeve system, service or product, including relevant information from the Patient’s nominated health fund
(d) our suppliers, potential suppliers, and their representatives: generally information to assess your business (such as its key personnel); and business contact information (names, roles, contact details) to communicate with you, arrange and administer your provision of goods and services to us
(e) our employees past and present, including job applicants: occupation and employment details including employment status and any previous work experience; information in connection with your employment with us (which may include health information); and information from or in connection with your resume or job application if you apply for a position with us (including information from referees and to verify your qualifications, work and academic history), and
(f) any person who comes into contact with Jeeve: information about your contact with us, including: all other data and metadata produced by interactions with Jeeve, including all user interactions with our systems, products and services, Websites, and other technologies; photographs and/or images from camera footage such as CCTV cameras in our premises; and information from social media accounts and profiles, and other publicly available sources.

4. How and when do we collect Personal Information?

This section describes the general situations and interactions through which we collect Personal Information. It also describes some scenarios where we will collect your Personal Information from other people or sources. This section also describes the consequences if we are unable to collect Personal Information.

4.1 We collect your Personal Information to allow us to conduct our business functions, to provide, market and sell our products and services and for the specified purposes set out in paragraph 6. In some circumstances the collection of Personal Information may be required by law.
4.2 We may collect Personal Information:
(a) when you enquire about, or purchase, our products and services: when a potential Medical Practice or Clinician submits a request for our products and services, purchases our products and services or when you request general information about our products and services
(b) when you use our products and services: when a Medical Practice or Clinician uses our products and services, we collect information about that use to assist the Medical Practice or Clinician to carry out their operations
(c) when you visit or use our Website (see paragraph 5)
(d) when your Patients interact with you: when a Patient interacts with you (including attending an appointment), Jeeve will have access to the information you upload to your Jeeve account about that interaction, including Patient health information and related data
(e) when we receive goods and services from you: when you provide that information to manage our relationship with your business; and when we communicate with you
(f) when you attend our premises: when you visit or attend our premises we may collect visitor information and information from our security cameras and systems
(g) when you manage your relationship with us or otherwise communicate or interact with us: for example, when you provide feedback or information to us; when you submit a job application; or when you otherwise contact us by any means, and
(h) in other situations: when otherwise required or authorised by law.
4.3 Connecting third party services to Jeeve
If you chose to connect a third party service such as your practice management software and/or your accounting software, you authorise us to have access to the information contained within your account of those third party services. This may include but is not limited to, information about your practice including Patient and Clinician information and your banking data and statements. We may use and disclose such information for the purposes described in paragraph 6. However, the main purpose for which we access such information is to match the transactional and account data held in your third party service account against the records held in your practice management system for reconciliation, fraud detection and to ensure it is correctly receipted in your practice management system. If you wish to remove Jeeve’s access to your accounts with such third party services, you can do so at any time by contacting us via your account or by email], however you acknowledge that this will limit some of the services we can provide you.
4.4 Generally, when providing our products and services, dealing with our personnel, or obtaining goods and services from our service providers, suppliers or contractors, we collect Personal Information directly from the relevant individual where reasonable and practicable.
4.5 We may also collect Personal Information about you from third parties and other sources such as:
(a) Medical Practices or Clinicians (for Clinician or Patient information, as described in paragraph 3)
(b) a Patient’s nominated health fund
(c) your nominated representatives (eg spouse, accountant, power of attorney, brokers and other professional advisors)
(d) publicly available sources of information, or
(e) related entities, companies and businesses of Jeeve.

but we will only collect your Personal Information in this way if it is unreasonable or impracticable to collect this information directly from you or if we are otherwise permitted to do so.

4.6 Where we engage with you multiple times over a short period in relation to the same matter, we may not provide you with a separate notice about privacy each time we engage with you.
4.7 If you choose not to provide your Personal Information to us for the purposes set out in this Privacy Policy, or if we do not or are unable to collect the Personal Information we require, we may not be able to provide you with some requested information, products or services, or to effectively conduct our relationship with you.

5. Information collected via our Website and other technology.

This section describes generally the ways we may automatically collect information (including Personal Information) through the operation of our Website and other technologies.

5.1 Personal Information may be collected by us and by our third party service providers who assist us in operating our website at https://www.jeeve.com.au/, including its subdomains and any other website we operate from time to time (collectively the Website).
5.2 We may use various technological methods from time to time to track the visiting patterns of individuals accessing our Website or using our technology including but not limited to the methods set out in this paragraph 5.
Google Analytics
5.3 We use Google Analytics to help analyse how you use our Website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated is used to create reports about the use of our Website. Google will store this information.
5.4 If you do not want your Website visit data reported by Google Analytics, you can install the Google Analytics opt-out browser add-on. For more details on installing and uninstalling the add-on, please visit the Google Analytics opt-out page at https://tools.google.com/dlpage/gaoptout.
Cookies
5.5 Our Website may use ‘cookies’ from time to time. Cookies are small text files that are transferred to a user’s computer hard drive by a website for the purpose of storing information about a user’s identity, browser type or website visiting patterns. Cookies may be used on our Website to monitor web traffic, for example the time of visit, pages visited and some system information about the type of computer being used. We use this information to enhance the content and services offered on our Website.
5.6 Cookies are sometimes also used to collect information about what pages you visit and the type of software you are using, and other purposes from time to time. If you access our Website or click-through to our Website from a link in an email we send you, a cookie may be downloaded onto your computer’s hard drive.
5.7 You can configure your browser to accept all cookies, reject all cookies, or notify you when a cookie is sent. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences.
5.8 If you disable the use of cookies on your web browser or remove or reject specific cookies from our Website or linked sites then you may not be able to gain access to all of the content and facilities in those websites.
Third party content (eg social media links)
5.9 Some of the content on our Website may include applications made available by third parties, such as social media buttons or links that allow you to share content or links to our Website through the relevant third party platforms. These third party applications themselves may facilitate collection of information by those third parties, through your interaction with the applications and sometimes even if you do not interact directly with them. We are not responsible for the technical operation of these applications or the collection and use practices of the relevant third parties. Please visit the relevant third party websites to understand their privacy practices and options they may make available to you in relation to their collection of your Personal Information.

6. How do we use your Personal Information?

This section describes the general purposes for which we collect Personal Information (including a non-exhaustive list of examples).

6.1 We use the Personal Information we collect about you for our business functions and activities, in order to operate our business efficiently, and to market our products and services for the benefit of our customers.
6.2 We may collect, hold and use your Personal Information:
(a) to communicate with you: including when you contact us or when we need to contact you
(b) to comply with any contractual and legal obligations
(c)
to assist you or to provide, manage and support your Jeeve products and services: including account creation, administration and management; providing Patient information and support; assisting with payment set ups (including to facilitate a Patient’s payment to a Medical Practice or Clinician, including relevant amounts to be paid for by the Patient’s nominated health fund); to facilitate marketing communications services to your Patients (see paragraph 10);providing our products and services; and product diagnostic and management
(d) to improve our services and for new product development: including to enhance our products or services; to enhance goods and services from our suppliers and subcontractors; to conduct research (for example to understand your needs and the needs of our customers and your customers generally); and to create new products or services
(e) to protect you and our services against fraud, theft and other unauthorised uses: including undertaking fraud monitoring and identification, and fraud analysis, risk assessment and fraud risk management
(f) to promote and market our products and services: including direct marketing; providing you information we believe you may be interested in receiving regarding Jeeve, our clients, and our business partners (see paragraph 10 for details)
(g) for Jeeve Analytics and general statistical reporting and data analytics: Jeeve Analytics is a Jeeve product that analyses a Medical Practice’s or Clinician’s practice management system, financial records, and Patient transactions and generates statistical and analytical information in relation to and provided by Medical Practices and Clinicians, including from information about Patients, health services provided, clinical trends, forecasts, financial performances, and overall practice management. Jeeve Analytics uses Personal Information as part of these analyses. The analyses may show a Medical Practice or Clinician analysis of information including Personal Information about the relevant Medical Practice or Clinician’s Patients. The analyses provided to a Medical Practice or Clinician to assist them with their practice management may also use de-identified or anonymised information about Patients of other Medical Practices or Clinicians. We may also aggregate such information for these purposes and for our business, product and service improvement purposes. This allows us to better inform ourselves and anticipate our customers’ preferences and requirements, and to monitor and improve the effectiveness of our business, products and services. We may also de-identify other information for inclusion in our aggregated databases or reports, and
(h) for other business activities such as research, recruitment and other investigations: including providing for safety and security of workers and onsite visitors; personalising your experiences on our Website; for data analytics which we may use generally for our business functions and activities, improving service quality, improving product features, and for use in connection with potential future products; managing our business operations (including business support such as maintenance, backup and audit); assessing and processing job applications; responding to queries or complaints; to submit applications to, or respond to enquiries from, corporate regulators; and investigating, reviewing, responding to and informing affected individuals of data breaches involving their personal information.
6.3 We reserve the right at all times to monitor, review, retain, and/or disclose any information as necessary to satisfy any applicable law. However this will be at our discretion, and nothing in this Privacy Policy requires us to monitor the use of the Website or to retain the content of any specific user session.
6.4 You consent to us using your Personal Information in the above ways and as set out in this Privacy Policy.
6.5 We may otherwise collect, use or disclose your Personal Information where the collection, use or disclosure is:
(a) in accordance with this Privacy Policy or any agreement you enter into with us, or
(b) required or authorised by law, including without limitation the Australian Privacy Principles under the Privacy Act 1988 (Cth).

7. When do we disclose your Personal Information?

This section describes the situations in which we may disclose your Personal Information to others, including a non-exhaustive list of the types of third parties we may disclose your Personal Information to.

7.1 Jeeve may disclose, or provide access to, your Personal Information to third parties in connection with the purposes described in paragraph 6. Depending on the circumstances and the nature of your engagement with us, we may disclose your Personal Information to our related entities, to third parties that provide products and services to us or through us, or to other third parties (such as your referee(s) in connection with a job application you have submitted).
7.2 We may also disclose your Personal Information to:
(a) other parts of our organisation: including our internal teams and business units, and our related companies
(b) your nominated representatives
(c) third parties involved in providing our services to you
(d) our other supply chain partners and vendors: who supply us goods and services or assist us in providing products and services to you; or who help us administer our business (such as data storage or processing (including in cloud based data storage facilities or through cloud computing service providers), printing, mailing, marketing, planning and product or service development), banks, lenders, valuers, insurers, brokers and other IT service providers; medical providers including medical and rehabilitation practitioners for assessing and managing workplace insurance claims (in respect of our employees); employment agencies (in respect of candidates or employees they have supplied or may supply to us)
(e) our professional advisers: who provide advice or perform functions on our behalf, such as lawyers, auditors and business consultants, and
(f) law enforcement, regulatory and government bodies: such as regulatory authorities, law enforcement agencies, and other authorities or organisations as required or authorised by law.
7.3 As we continue to develop our business, we may buy, invest in, merge or partner with other companies or organisations, and in so doing, acquire customer Personal Information. In such transactions, Personal Information may be among the transferred assets. Similarly, in the event that a portion or substantially all of our business or assets are sold or transferred to a third party, or new investments are made in Jeeve, we may also disclose certain information including your Personal Information (if reasonably necessary in the context of the particular transaction) to a purchaser, potential purchaser, or potential investor in connection with the sale, potential sale, or investment, of us, our business or any of our assets, including in insolvency.

8. Interstate and Overseas disclosures

This section describes when your Personal Information may be disclosed overseas (outside of Australia). It specifies the countries or regions where it is likely that our IT facilities are located or in which third parties who receive that Personal Information from us are likely to be located.

8.1 We are a national organisation and may collect, use and disclose Personal Information generally within Australia (including between states and territories).
8.2 Generally, we do not send or disclose your Personal Information to entities located overseas. However, in future there may be certain circumstances in which some of your Personal Information may be disclosed, transferred, stored, processed or used overseas by us, or by third party service providers. For example, this may happen if:
(a) our offices or related entities are overseas
(b) we outsource certain activities overseas
(c) transactions, information, services or products have an overseas connection, or
(d) our computer systems including IT servers are located overseas.
8.3 You consent to the collection, use, storage, and processing of your Personal Information outside of Australia as set out in this Privacy Policy.
8.4 In particular, your Personal Information may be disclosed to third parties outside Australia in which those parties or their, or our, computer systems may be located from time to time, where it may be used for the purposes described in this Privacy Policy.

9. Other uses and disclosures

This section explains that we may collect, use and disclose your Personal Information for additional purposes.

9.1 We may collect, use and disclose your Personal Information for other purposes not listed in this Privacy Policy. If we do so, we will take reasonable steps to make it known to you at the time we collect or use your Personal Information.

10. Marketing

This section explains how we may use your Personal Information for sending you marketing, and how you can opt out of receiving marketing information from us.
Medical Practices and Clinicans

10.1 If you are a Medical Practice or a Clinician, you consent to us using your Personal Information for sending you information, including promotional material, about us or our products and services, as well as the products and services of our related entities and third parties, now and in the future. You also consent to us sending you such information by means of direct mail, email, telephone, SMS and MMS messages.
10.2 We may also market to Medical Practices or Clinicians who may not be current Jeeve customers but who we believe may be interested in hearing about Jeeve’s systems, products or services.
10.3 If you do not want to receive marketing information from us you can unsubscribe in any of the following ways:
(a) clicking on the ‘Unsubscribe’ or subscription preferences link in a direct marketing email that you have received from us, or
(b) contacting us using the contact details specified in paragraph 15.
Patients of Medical Practices and Clinicans
10.4 Jeeve does not market to Patients of Medical Practices and Clinicians.
10.5 Medical Practices and Clinicians may use Jeeve’s services to market to their Patients but are responsible for undertaking this. If you are a Patient of a Medical Practice or Clinician that uses Jeeve and have any queries about the way in which they have marketed to you and/or wish to opt out of such communications, you will need to contact the Medical Practice or Clinician directly.

11. Storage and security of Personal Information held by us

This section explains our security practices and that we may destroy or de-identify Personal Information once we no longer require or have no further need for it.

11.1 We aim to keep your Personal Information secure. Any Personal Information that is collected via our Website or which is held on our computer systems is protected by safeguards including physical, technical (firewalls, SSL encryption etc) and procedural methods.

12. You can access and update your Personal Information

This section explains that you have rights to access and seek correction of your Personal Information that we hold, and how you can exercise those rights.

12.1 You are generally entitled to access Personal Information that we hold about you. If you request access to your Personal Information, in ordinary circumstances we will give you full access to your Personal Information. Depending on the nature of the request, Jeeve may charge for providing access to this information, however such charge will not be excessive. However, there may be some legal or administrative reasons to deny access. If we refuse your request to access your Personal Information, we will provide you with reasons for the refusal where we are required by law to give those reasons.
12.2 You can access and correct some of your Personal Information through self-service by logging into your account and updating or editing that information at any time. Alternatively, a request for access or correction can be made by contacting our us by telephone or us by email as specified in paragraph 15.
12.3 We take all reasonable steps to ensure that any Personal Information we collect and use is accurate, complete and up-to-date. To assist us in this, you need to provide true, accurate, current and complete information about yourself as requested, and properly update the information provided to us to keep it true, accurate, current and complete.
12.4 Please contact us in any of the ways specified in paragraph 15 if you believe that the Personal Information is inaccurate, incomplete or out of date, and we will use all reasonable efforts to correct the information.
12.5 It would assist us to ensure we properly understand your request, and allow us to respond more promptly, if requests are made in writing and include as much detail as possible.

13. How do we deal with complaints about privacy?

This section explains how you may make a complaint to us in respect of our treatment of your Personal Information, and how we will deal with that complaint.

13.1 If you feel that we have not respected your privacy or that we have conducted ourselves inconsistently with this Privacy Policy, please contact us in any of the ways specified in paragraph 15 and advise us as soon as possible. We will investigate your queries and privacy complaints within a reasonable period of time depending on the complexity of the complaint.
13.2 It would assist us to respond to your complaint promptly if it is made in writing. Please detail information relevant to your complaint.
13.3 We will notify you of the outcome of our investigation.

14. Updates to this Privacy Policy

This section explains that we can make updates to this Privacy Policy, how we may notify you about those updates, and how you may otherwise ensure you are aware of our most recent version of this Privacy Policy.

14.1 We may, from time to time, review and update this Privacy Policy, including to take into account new laws, regulations, practices and technology. All Personal Information held by us will be governed by our most recent Privacy Policy, posted on our Website at: https://www.jeeve.com.au/privacy/. Any changes to this Privacy Policy may be advised to you by updating this page on our Website. We will aim to provide reasonable advance notice of such changes though this may not always be possible depending on the circumstances. We encourage you to check this page from time to time for any changes.

15. What to do if you have a question, problem or complaint, or want to contact us about our use of your Personal Information or this Privacy Policy

This section explains our contact details to allow you to contact us if you have a question, access or update request, problem or complaint about privacy, or would like to opt out of direct marketing from us.

15.1 If you:
(a) have a query or concern about this Privacy Policy or our Personal Information handling processes
(b) wish to make a complaint in relation to a breach of your privacy
(c) would like to access your Personal Information held by us
(d) would like to update or correct your Personal Information held by us, or
(e) would like to opt out of direct marketing,
please contact us in any of the following ways:
» Email Address: support@jeeve.com.au