Privacy Policy

1. Introduction

EzyTCM is a practice management platform operated by EZY TCM Pty Ltd (“EzyTCM”, “we”, “us”, or “our”).

We are committed to protecting the privacy and confidentiality of personal information, including sensitive health information, handled through the EzyTCM platform.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy applies to all users of the EzyTCM platform, including clinics, practitioners, administrative staff, and visitors to our website.

2. Roles and Responsibilities

EzyTCM acts as a data processor / service provider in relation to patient data stored on the platform.

Clinics using EzyTCM act as data controllers and are responsible for:

• Determining how and why patient information is collected and used
• Ensuring compliance with applicable healthcare and privacy laws
• Managing patient consent, access, correction, and deletion requests

EzyTCM does not control or make decisions regarding the clinical use of patient data.

3. Types of Information We Collect

3.1 Patient Information (entered by clinics)

• Names, contact details, and dates of birth
• Health information, clinical notes, diagnoses, treatment records, prescriptions
• Appointment history and clinical communications
• Medicare or private health fund information (where applicable)

EzyTCM processes this information only on behalf of clinics.

3.2 Clinic and User Information

• Practitioner and staff names and contact details
• Professional and registration information
• User account credentials and role permissions
• Login history, access records, and audit logs

3.3 Billing and Transaction Information

• Subscription details and billing records
• Invoices, payment status, and transaction references

EzyTCM does not store full payment card details. Payments are handled by secure third-party payment providers.

3.4 Technical and Usage Information

• IP addresses, browser and device information
• System usage data and interaction logs
• Cookies and similar technologies

4. How We Collect Information

We collect information through:

• Direct input by users and clinics
• Platform usage and system-generated logs
• Website forms and support communications
• Integrated third-party services required for platform functionality

5. How We Use Information

We use personal information to:

• Provide, operate, and maintain the platform
• Enable clinical workflows, scheduling, and billing
• Manage user accounts and authentication
• Provide customer support
• Improve platform performance, security, and usability
• Comply with legal and regulatory obligations

Patient data is used only as directed by the clinic.

6. AI and Automated Features

EzyTCM may provide AI-assisted features such as transcription and workflow tools.

• AI features are provided for assistance only
• Outputs may be incomplete or inaccurate
• AI does not replace clinical judgment
• EzyTCM makes no guarantees regarding the accuracy or reliability of AI outputs

Patient data is not used to train AI models without explicit authorisation.

Clinics and practitioners remain solely responsible for reviewing all AI-generated outputs before clinical use.

7. Disclosure of Information

We may disclose information:

• To the relevant clinic and its authorised users
• To trusted third-party service providers (e.g. hosting, payment processing) under confidentiality obligations
• Where required or authorised by law
• With user consent where applicable

We do not sell personal or health information.

EzyTCM is not responsible for how clinics use or disclose patient information outside the platform.

8. Data Storage and Location

EzyTCM uses Amazon Web Services (AWS) infrastructure.

• Primary data storage is located in Sydney, Australia (ap-southeast-2)
• Data is generally stored within Australia

In limited circumstances, some data may be processed by third-party service providers located overseas.

Where this occurs, EzyTCM takes reasonable steps to ensure such providers handle data in accordance with standards comparable to the Australian Privacy Principles.

9. Data Security

EzyTCM implements administrative, technical, and organisational safeguards to protect personal information.

These include:

• Secure cloud infrastructure
• Access controls and authentication mechanisms
• Encryption and system monitoring

However, no system is completely secure.

EzyTCM does not guarantee absolute security of information.

10. Data Retention

Personal information is retained only for as long as necessary to:

• Provide platform services
• Meet legal and professional obligations
• Maintain operational and security requirements

Further details are set out in the Data Retention & Deletion Policy.

11. Access and Correction

Individuals may request access to or correction of their personal information.

In most cases:

• Patient requests must be directed to the relevant clinic
• Clinics are responsible for managing patient records

EzyTCM may assist where appropriate but may redirect requests to the clinic.

12. Cookies and Analytics

Our website may use cookies and similar technologies to:

• Enable functionality
• Analyse usage
• Improve user experience

Users can manage cookies through browser settings.

13. Complaints

If you have a privacy concern, please contact us.

We will respond within a reasonable timeframe.

If you are not satisfied, you may contact the:

Office of the Australian Information Commissioner (OAIC)
https://www.oaic.gov.au

14. Changes to This Policy

We may update this Privacy Policy from time to time.

The latest version will always be published on our website with the updated date.

15. Contact Us

For privacy-related enquiries:

Email: privacy@ezytcm.com

Operator: EZY TCM Pty Ltd

Location: Adelaide, South Australia