Privacy Policy

Last updated: January 15, 2024

1. Introduction

S8Easy Pty Ltd (ABN: 26 691 444 265) ("we", "our", or "us") is committed to protecting your privacy and maintaining the confidentiality of veterinary client information. This Privacy Policy explains how we collect, use, store, and safeguard your information when you use our digital Schedule 8 drug register service ("S8Easy").

This policy complies with the Australian Privacy Act 1988, the Australian Privacy Principles (APPs), and relevant veterinary confidentiality requirements. By using S8Easy, you consent to the collection and use of information as described in this policy.

2. Information We Collect

2.1 Practice Information

• Veterinary clinic name, address, and contact details
• Australian Business Number (ABN) or Australian Company Number (ACN)
• Practice type (small animal, large animal, mixed, equine, etc.)
• Number of veterinarians and support staff
• Billing and payment information

2.2 User Account Information

• Veterinarian names, email addresses, and phone numbers
• Professional qualifications and registration numbers
• User roles and access permissions
• Login credentials and authentication data
• Usage patterns and system interactions

2.3 S8 Drug Records

• Schedule 8 drug administration records
• Patient information (animal names, species, breed, age)
• Drug quantities, dosages, and administration details
• Stock levels, batch numbers, and expiry dates
• Disposal records with witness verification
• Audit trails and correction histories

2.4 Technical Information

• IP addresses and device information
• Browser type and version
• Session data and login timestamps
• System performance and error logs
• Security event logs and access attempts

3. How We Use Your Information

3.1 Service Provision

• Provide and maintain the S8Easy digital register
• Enable secure user authentication and access control
• Generate APVMA-compliant reports and audit trails
• Send important service updates and notifications
• Provide technical support and customer service

3.2 Compliance and Legal Requirements

• Meet APVMA record-keeping requirements
• Comply with Australian veterinary regulations
• Respond to lawful requests from authorities
• Maintain audit trails for regulatory inspections
• Preserve records as required by law

3.3 Service Improvement

• Analyze usage patterns to improve functionality
• Develop new features and enhancements
• Conduct security assessments and updates
• Provide training and educational resources
• Optimize system performance and reliability

4. Data Storage and Security

4.1 Security Measures

• Encryption: All data encrypted using AES-256 encryption at rest and TLS 1.3 in transit
• Access Controls: Multi-factor authentication and role-based access permissions
• Network Security: Firewalls, intrusion detection, and regular security assessments
• Data Centers: Servers located in Australian data centers with physical security controls
• Backup Systems: Automated daily backups with encrypted storage and disaster recovery procedures

4.2 Data Location

All S8Easy data is stored exclusively in Australia using certified data centers that comply with Australian data sovereignty requirements. We do not transfer your data outside Australia without your explicit consent and appropriate safeguards.

4.3 Security Monitoring

• 24/7 security monitoring and incident response
• Regular penetration testing and vulnerability assessments
• Employee security training and background checks
• Compliance audits and certifications
• Incident response procedures and breach notification protocols

5. Data Sharing and Disclosure

5.1 We Do Not Sell Your Data

We never sell, rent, or trade your personal information or veterinary records to third parties for marketing or commercial purposes.

5.2 Limited Sharing Circumstances

We may share information only in the following limited circumstances:

• With Your Consent: When you explicitly authorize information sharing
• Legal Compliance: To comply with court orders, subpoenas, or regulatory requirements
• APVMA Inspections: To facilitate official veterinary drug register inspections
• Service Providers: With trusted third parties who assist our operations under strict confidentiality agreements
• Business Transfers: In case of merger, acquisition, or sale of business assets
• Emergency Situations: To protect the safety of animals, users, or the public

5.3 Service Provider Agreements

When we work with third-party service providers (such as hosting, payment processing, or support services), we ensure they meet our security standards and are bound by strict confidentiality agreements that prohibit them from using your information for any purpose other than providing services to us.

6. Data Retention

6.1 Retention Periods

• Active Accounts: Data retained while your account is active and for 30 days after cancellation
• S8 Drug Records: Minimum 7 years as required by APVMA regulations
• Audit Trails: 7 years to maintain compliance and regulatory requirements
• Backup Data: 90 days after account deletion for disaster recovery purposes
• Legal Requirements: Extended retention when required by law or ongoing legal proceedings

6.2 Data Deletion

When you cancel your account, we will delete your personal information within 30 days, except for S8 drug records which must be retained for 7 years as required by APVMA regulations. You can export all your data before cancellation.

7. Your Rights and Choices

7.1 Access and Correction

• Access your personal information and veterinary records
• Correct inaccurate or incomplete information
• Update your account details and preferences
• Request copies of your data in standard formats

7.2 Data Management

• Export your S8 records and practice data
• Request data deletion (subject to legal requirements)
• Opt-out of marketing communications
• Manage notification preferences

7.3 Privacy Complaints

If you have concerns about how we handle your privacy, you can:

• Contact us at admin@s8easy.com.au with "Privacy Inquiry" in the subject line
• File a complaint with the Office of the Australian Information Commissioner (OAIC)
• Seek resolution through our internal complaint procedures

8. Cookies and Tracking Technologies

8.1 Essential Cookies

We use essential cookies for:

• Session management and user authentication
• Security features and fraud prevention
• Service functionality and performance
• Remembering your preferences and settings

8.2 No Tracking or Analytics

We do not use tracking cookies, third-party analytics, or behavioral advertising. We do not track your browsing activity outside of S8Easy or share data with advertising networks.

9. Children's Privacy

S8Easy is designed for use by qualified veterinary professionals and is not intended for children under 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

10. International Data Transfers

All S8Easy data is stored and processed in Australia. If you access S8Easy from outside Australia, you consent to the transfer of your data to Australia for processing and storage. We ensure appropriate safeguards are in place to protect your data during any international transfers.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. We will notify you of significant changes by:

• Email notification to your registered email address
• In-app notifications when you log in
• Posting the updated policy on our website
• Providing advance notice for material changes

Continued use of S8Easy after changes constitutes acceptance of the updated policy.

12. Contact Information

Privacy Inquiries

General Contact

• General Inquiries: admin@s8easy.com.au
• Technical Support: support@s8easy.com.au
• System Notifications: noreply@s8easy.com.au
• Contact Form: s8easy.com.au/contact

13. Australian Privacy Act Compliance

This Privacy Policy is designed to comply with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs). We are committed to protecting your privacy rights and maintaining the confidentiality of veterinary client information.

Your Privacy Rights Under Australian Law

• Right to access your personal information
• Right to correct inaccurate information
• Right to request data deletion (subject to legal requirements)
• Right to make privacy complaints
• Right to opt-out of direct marketing
• Right to data portability

For more information about your privacy rights in Australia, visit the Office of the Australian Information Commissioner at www.oaic.gov.au.