Privacy Policy

My Allied Circle ("we", "us", "our") is operated by Melbourne Online (ABN 86 433 101 336). We are committed to protecting your privacy and handling your personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our platform at myalliedcircle.com.au.

1. Information We Collect

Information you provide directly

• Account information: Name, email address, password (hashed), user type (patient or provider)
• Provider details: Professional specialisation (e.g., physiotherapist, psychologist, exercise physiologist)
• Treatment notes: Clinical notes, comments, and observations entered by providers and patients within care circles
• File attachments: Images (JPG, PNG) and PDF documents attached to treatment notes
• Billing information: Payment details are collected and processed directly by Stripe; we do not store your credit card number
• Support requests: Information you provide when contacting our support team

Information collected automatically

• Session data: Authentication tokens and session identifiers
• Usage data: Pages visited, features used, and general interaction patterns

2. How We Use Your Information

We use your personal information to:

• Provide care coordination: Enable patients and their allied health providers to share treatment notes and collaborate within care circles
• Communicate with you: Send email notifications about new notes, invitation requests, account activity, and support responses
• Process billing: Manage subscriptions, process payments, and send receipts
• Improve our service: Analyse usage patterns to enhance features and user experience
• Maintain security: Protect accounts from unauthorised access and monitor for misuse

3. Data Storage and Security

• Australian-hosted servers: Your data is stored on servers located in Australia
• Encrypted connections: All data transmitted between your browser and our servers is encrypted using TLS/SSL (HTTPS)
• File encryption: All file attachments are encrypted at rest using AES-256 encryption
• Password security: Passwords are securely hashed and never stored in plain text
• Session management: Sessions expire after periods of inactivity to prevent unauthorised access
• Access controls: Treatment notes and attachments are only accessible to the patient and their approved circle members

4. Third-Party Services

We use the following third-party services to operate My Allied Circle:

• Stripe (stripe.com) — Payment processing for subscriptions. Stripe handles all credit card data under their own privacy policy. We do not store your card details.
• Brevo (brevo.com) — Transactional email delivery for notifications, invitations, and support messages. Brevo processes your email address and name for delivery purposes.
• Google Sign-In (accounts.google.com) — Optional authentication method. If you sign in with Google, we receive your name and email address from your Google account. We do not access any other Google data.

These services have their own privacy policies governing how they handle your data. We recommend reviewing them.

5. Data Sharing and Disclosure

• Within your care circle: Treatment notes are shared only with the patient and the providers the patient has approved to be in their circle. Patients control who is in their circle and can remove members at any time.
• Never sold: We never sell, rent, or trade your personal information to third parties.
• No marketing sharing: We do not share your information with third parties for their marketing purposes.
• Legal requirements: We may disclose information if required by law, court order, or to protect the safety of our users or the public.

6. Data Retention and Deletion

• Active accounts: We retain your data for as long as your account is active.
• Account deletion: You can permanently delete your account and all associated data (treatment notes, attachments, provider connections) from the Manage Account page. This action is irreversible.
• Inactive accounts: We may delete accounts that have been inactive for an extended period, with prior email notice.
• Deletion requests: You can also request account deletion by contacting us at [email protected].

7. Cookies

My Allied Circle uses the following cookies:

• Authentication token (auth_token): A session cookie used to keep you signed in. This is essential for the platform to function. If you select "Remember Me", this cookie persists for up to 30 days.
• Google Sign-In: If you use Google Sign-In, Google may set cookies as part of their authentication process.

We do not use advertising cookies, tracking pixels, or third-party analytics cookies.

8. Children's Privacy

My Allied Circle is not designed for use by individuals under the age of 18 without the involvement of a parent or legal guardian. If a minor needs to use the platform, a parent or guardian must create and manage the account on their behalf. If we become aware that we have collected personal information from a child under 18 without appropriate consent, we will take steps to delete that information.

9. Your Rights

Under the Australian Privacy Principles, you have the right to:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete personal information
• Deletion: Request deletion of your account and personal data
• Complaint: Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe your privacy has been breached

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify users via email and update the "Last Updated" date at the top of this page. Your continued use of the platform after changes are posted constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have a concern about how your information is handled, please contact us:

• Email: [email protected]
• Phone: 1300 721 821
• Online: Support page

Operator: Melbourne Online (ABN 86 433 101 336)