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 and 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. Types of Information We Collect

Depending on how the platform is used, EzyTCM may collect and process the following types of information:

2.1 Patient Information (entered by clinics)

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

EzyTCM acts as a service provider in relation to patient data.

Clinics remain the primary custodians of patient records.

2.2 Clinic and User Information

• Practitioner and staff names, contact details, and professional information
• User account credentials and role assignments
• Login history, access records, and audit logs

2.3 Billing and Transaction Information

• Invoices, payment status, and transaction references
• Subscription and account-related billing information

EzyTCM does not store full payment card details.

Payments are processed via secure third-party payment providers.

2.4 Technical and Usage Information

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

3. How We Collect Information

We collect information through:

• Direct input by clinics and users when using the platform
• Automated system logging and monitoring
• Website forms, support communications, and account setup processes
• Integrated third-party services used to deliver platform functionality

4. How We Use Information

EzyTCM uses collected information for the following purposes:

• To provide, operate, and maintain the EzyTCM platform
• To enable clinical record keeping, appointment management, and billing workflows
• To manage user accounts, permissions, and authentication
• To provide customer support and respond to enquiries
• To improve platform performance, security, and usability
• To comply with legal, regulatory, and professional obligations

Patient information is used only as directed by the clinic and within the scope of providing the platform services.

5. Use of AI and Automated Features

EzyTCM may offer AI-assisted features such as transcription or workflow support tools.

• AI features are designed to assist users and do not replace clinical judgment
• Patient data is not used to train AI models without explicit authorisation
• Clinics are responsible for reviewing and approving AI-generated outputs before clinical use

6. Disclosure of Information

EzyTCM may disclose information only in the following circumstances:

• To the relevant clinic and its authorised users
• To third-party service providers who support platform operations (e.g. cloud hosting, payment processing), under contractual confidentiality obligations
• Where required or authorised by law, including regulatory or court orders
• With consent, where applicable

We do not sell personal or health information.

7. Overseas Data Storage and Disclosure

The EzyTCM platform is hosted on Amazon Web Services (AWS) infrastructure.

Data may be stored or processed in Australia or other jurisdictions where AWS operates data centres.

EzyTCM takes reasonable steps to ensure that overseas service providers handle personal information in a manner consistent with Australian privacy requirements.

8. Data Security

EzyTCM implements administrative, technical, and physical safeguards to protect personal information against misuse, interference, loss, unauthorised access, modification, or disclosure.

Further details are set out in our Data Security Policy.

9. Data Retention

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

• Provide platform services
• Meet legal, regulatory, and professional obligations
• Resolve disputes and enforce agreements

Detailed retention and deletion practices are described in our Data Retention & Deletion Policy.

10. Access and Correction

Individuals may request access to, or correction of, their personal information held by EzyTCM.

In most cases, patient requests should be directed to the relevant clinic, as clinics control patient records within the platform.

Requests can be made by contacting us using the details below.

11. Cookies and Website Analytics

Our website may use cookies or similar technologies to:

• Enable website functionality
• Analyse usage patterns
• Improve user experience

Users may manage cookie preferences through their browser settings.

12. Complaints and Enquiries

If you have a concern about how personal information is handled, you may contact us.

We will respond to privacy-related enquiries or complaints within a reasonable timeframe.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

13. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in legal requirements, platform features, or business practices.

The current version will be published on the EzyTCM website with the updated “Last Updated” date.

14. Contact Us

For privacy-related enquiries or requests, please contact:

privacy@ezytcm.com

EZY TCM Pty Ltd

Adelaide, South Australia