Privacy Policy

At Splose, we respect your privacy and data protection rights and recognise the importance of protecting Personal Information we collect and process. This Privacy Policy is intended to outline what information we collect, how we store it, what we do with it, what your rights are and how you can get in contact with us. If you do not agree with this policy, do not access or use our Service or interact with any other aspect of our business.

Read the following definitions before getting started:

'Splose', 'we', 'us', 'our' refers to Splose Pty Ltd (ACN 614 286 636), a company registered in Australia with a registered address at Suite 24, Allied Health Building, Lot Fourteen, Adelaide, South Australia 5000.

'Personal Information' means information that can identify an individual.

'Customers' are users of Splose who have agreed to our Terms of Service.

'Customer data' is the information you submit through usage of our Service, for the purposes of hosting, which may contain sensitive information.

'Service' means the provision of Splose cloud-based software we provide and other forms of Service, such as customer support or online and social media engagement.

What Information we collect

We collect information about you in a number of different forms, like when you send it to us, when you use our Service, and when we receive it from other third-party providers, as outlined below.

Information you provide to us

We collect Personal Information about you when you enter it into the Service or directly provide it to us.

Account information: We collect Personal Information when you create an account for a new workspace, create an account for an existing workspace, sign in, subscribe to our blog or update your subscription. This information can include your first name, last name, business name, timezone, email address and billing information.

Billing information: We collect billing information when you sign up or use the Service which can include your legal business name, name, address and credit card information (that we collect using a secure payments provider).

Information you provide when you engage with us: We may collect Personal Information on our website and social networking pages we operate. For example, when you write a comment on one of our pages, respond to a post, provide feedback or participate in surveys, promotions, activities or events.

Personal Information you provide us for customer support: We collect information when you contact us regarding a problem you encounter, such as when you provide us with screenshots and information that may help us identify and resolve the issue.

Information we collect automatically when you use the Service

We collect information about you when you use our Service, including browsing our website and taking certain actions within the Service.

Customer Data through your use of the Service: As our Service is practice management software, one of its intended purposes is to store Customer data for hosting and processing purposes. This information can include names, genders, birthdays, addresses, phone numbers, email addresses, government related identifiers, health fund details, emergency contacts, related clients, treatment notes, financial transactions, appointment information and sensitive information like health records. We may access Customer Data only for the purpose of providing the Service, preventing or addressing service or technical problems, if required by law, or with your explicit permission. We provide you with all the tools you need to help exercise the rights of individuals whose data you hold, including the ability to access, correct, amend, or delete such information directly.

Cookies and other tracking technologies: Splose and trusted third-party providers use cookies, local storage and pixels to help operate the Service. Personal information we collect may include pages visited, time spent on pages, language preferences, browser and hardware data, IP address, device type, operating system and screen resolution as well as the versions of the above mentioned services.

More about Cookies can be found at https://splose.com/cookies.

Other services you link to your account: We collect information about you when you grant Splose permission to access third-party services you use, such as Google Calendar. The information we collect depends on the settings, permissions and privacy policy controlled by that third-party service.

Transactional data: We collect details about your Splose subscription, including payment dates and renewal dates.

How we use information we collect

Generally speaking, the Information we collect is used for the purposes of operating Splose and providing the best customer experience for you. We use the information we collect in the following ways.

To provide our Service and personalise your experience: We may display tailored features to you in order to personalise your experience and enhance your productivity. For example, we may send support articles that we think are relevant based on your account role.

To communicate with you about the Service: We use your contact information to send communications via email and within the Service, including transactions relating to your subscription, an upcoming credit card expiration, updates to our Terms of Service, Privacy Policy, technical notices and product updates.

To provide customer support: We use your information to resolve technical issues you encounter, to respond to your support requests and to solve issues and improve the Service. Where you give us express permission to do so, we may share your information with a third-party expert for the purpose of responding to your support requests urgently.

For safety and security: We use information about you to authenticate you, to detect, prevent, and respond to potential or actual security incidents and to monitor and protect against other malicious, fraudulent, deceptive, or illegal activity, including violations of Service policies.

To protect our legitimate business interests and legal rights: Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition by an actual or potential buyer (and its agents and advisers) in connection with an actual or proposed purchase, merger or acquisition of any part of our business.

Legal basis of processing your information

If you are an individual in the European Economic Area, we collect and process information about you only where we have legal bases for doing so under applicable EU laws. We collect and use your information only where:

  • We need it to provide you the Service, including to operate the Service, provide customer support, personalise your experience and to protect the safety and security of the Services;
  • You have given your consent for one or more specific purposes;
  • Processing is necessary for the performance of an agreement with you and/or for any pre-contractual obligations thereof;
  • Processing is necessary for compliance with a legal obligation to which Splose is subject;
  • Processing is necessary for the purposes of the legitimate interests pursued by us or by a third party.

You may change your mind to how we process your information, however, it will not affect any processing that has previously taken place, and if you reject, it may mean you can no longer use the Service.

How we share Personal Information we collect

We work with third-party providers that we grant access to Personal Information, and who may process it on our behalf strictly to help us operate the Service. We minimise the amount of information that is processed by these providers, and we demonstrate due diligence on all third-party providers, ensuring Personal Information is processed in accordance with appropriate regulations. A list of third-party providers (Subprocessors) we use can be found at https://support.splose.com/en/articles/4317944-subprocessors-list .

How we keep information we collect secure

We implement a variety of security measures to protect your information from misuse, interference and loss, as well as prevent unauthorised access, modification or disclosure. These measures include internal practices, data encryption, corporate governance, vulnerability testing procedures, information and communications technology security, access security, physical security at data centres and offices, due diligence on third-party providers we use and processes for the destruction and de-identification of information when subscriptions are cancelled or you requested to delete information about you or when required to do so by law.

In the case of a data breach we will undertake steps to contain, assess and notify you about the status of the breach not later than 72 hours after having become aware of it, unless the data breach is likely to result in a risk to your rights. Where the notification to the data breach is not made within 72 hours, it will be accompanied by reasons for the delay.

More about security can be found at https://splose.com/security.

How long we retain information

Personal Information will be processed and stored for as long as required for the purpose they have been collected for. Therefore, Personal Information collected for purposes related to the performance of a contract between Splose and you will be retained for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our retention policies.

We may retain Personal Information for a longer period whenever you have given consent to such processing, as long as such consent is not withdrawn. We may be obliged to retain Personal Information for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.

When the retention period expires, Personal Information shall be deleted or anonymised or, if this is not possible (for example, if the information has been stored in backups), then we will securely store your information and isolate it until deletion or anonymisation is possible. Further, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

Your right to access, correct or delete the information we collect

You may exercise certain rights regarding the Personal Information we hold about you. In particular, you are entitled to the following:

The right to access: You have the right to learn if Personal Information is being processed by us and obtain a copy of the Personal Information we hold about you.

The right to withdraw consent: You have the right to withdraw consent where you have previously given your consent to the processing of Personal Information.

The right to object to processing: You have the right to object to the processing of your Personal Information, under certain conditions.

The right to rectification: You have the right to have inaccurate Personal Information rectified, or completed if it is incomplete.

The right to restrict processing: You have the right to request that we restrict the processing of your Personal Information, under certain conditions. In this case, Splose will not process your personal information for any purpose other than storing it.

The right to erasure: You have the right to request that Splose erase your Personal Information. We'll take reasonable steps to do so unless we are required to keep it by law, which we will inform you, if applicable, at the time of your request. This will limit your ability to access your account.

The right to portability: You have the right to receive your Personal Information in a structured, commonly used and machine-readable format. This provision is applicable provided that your Personal Information is processed by automated means and that the processing is based on your consent.

You can exercise your rights by directing your requests to privacy@splose.com. These requests can typically be exercised free of charge and will be addressed by us as early as possible and always within one month.

How we transfer information we collect internationally

We collect information globally and may transfer, process and store your information outside of your country of residence, to wherever we or our third-party service providers operate for the purpose of providing you the Service. Whenever we engage third-party providers to process your information, we take necessary steps to ensure they meet strict privacy standards.

Changes to this Privacy Policy

We reserve the right to make changes to this Privacy Policy at any time by notifying you on this page and possibly within our Service and/or sending a notice to you via any contact information available to us. We recommended regularly checking this page, referring to the effective date listed at the bottom.

Questions or complaints

If you have any questions or complaints about our Privacy Policy or the way we handle your Personal Information, please contact us.

Splose Pty Ltd
Suite 24 Stone & Chalk
Allied Health Building
Lot Fourteen, Adelaide
South Australia, 5000
Australia
ABN 54 614 286 636
privacy@splose.com

Effective day 12 August 2020

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