Zavy 360 Data & Privacy Policy
Our team at Zavy 360 are committed to protecting your privacy and confidentiality of personal information and maintaining a robust system to protect personal information in our care. This Privacy Policy sets out our policies on the management of personal information and describes how we collect, use, store, share, process and protect your personal information and data.
Definition
In this Privacy Policy, “Personal information” has the meaning set out in the Privacy Act 1988 (Australia). Essentially, Personal Information (or “Personal Data”) is information or an opinion about a living individual who is identified or reasonably identifiable. If the data contains no identifying information, then this policy does not apply.
Personal Information
While the Personal Information we collect varies depending upon the nature of the services provided or used and our interactions with individuals – generally, the Personal information we may collect and retain include:
Visitors to Zavy 360 website who enquire or engage us from social media
We collect Personal Information such as name, telephone number, e-mail address and social media account identity.
End Users from health practices who use and subscribe to Zavy 360
Contact details, financial and transaction data such as bank and credit card details from users who are permitted to use Zavy 360 platform and other online services.
Information about patients recorded by healthcare professionals; this can include names, contact details, telephone numbers, e-mail addresses, family members, emergency contacts, health insurance details, treatment notes and other health information.
Patient communications from the practice and health professionals.
Suppliers and other health professionals recorded by the practices.
Usage information
We may collect information on how the Zavy 360 is accessed and used.
This may include information such as your online identifiers including computer’s IP address, operating system, browser type and version.
Web related such as pages you visit, the date and time, time spent and other diagnostic data.
Cookies and similar technologies are sometimes used to track activity of our service which holds limited information on your device. This functionality can be disabled on your web browser.
Other sources such as Job applicants or suppliers of Zavy 360.
Please note that by utilising Zavy 360’s platform, you are providing us with the authority to contact your patients on your behalf (for example, to send a reminder for an upcoming appointment or to complete a task).
How do we collect your Personal Information?
We collect your Personal Information in a number of ways. The most common ways we collect your Personal Information are:
Directly from you when you provide it to us or our agents or contractors;
Via our website or when you deal with us online (including when you use our video consultation services, make appointments and through our social media pages);
If you are a patient, from your doctor (including any medical records uploaded or created on our system);
From publicly available sources; and
From third parties (for example, from referees if you apply for a position as an employee or contractor with us).
For patients, your Personal Information may be held as electronic records (including in the form of text, video and audio recordings of your consultations and digital images such as x-rays).
Purposes
The purposes for which we use and disclose your Personal Information depend on the circumstances in which it is collected. Whenever practical, we inform you at the time of collection about why we are collecting your Personal Information, how we intend to use it, and to whom we may disclose it. We do not sell or share your Personal Information with any third parties.
Generally, we collect, retain, use, and disclose Personal Information to improve our products, services, and user experience. This includes:
To operate our platform and deliver services – Personal Information is primarily used for billing, identification, authentication, and customer communication.
To monitor access to our services – We track user activity to ensure security, prevent fraud, and improve system reliability.
To provide practice services – Features such as online appointment booking and educational resources may require access to user data.
To ensure system performance and prevent technical issues – We monitor system usage to maintain service continuity and address potential disruptions.
To send updates and promotions (with consent) – We may use email, in-app notifications, and social media to share news, feature announcements, educational content, or promotional offers.
To contact you about your account – This includes account status updates, invoices, statements, payment reminders, and other relevant communications.
To analyze and improve services – We may use aggregated user data to refine product features, user experience, and support services.
To process job applications – If you apply for a position with us, we will use your information to evaluate your suitability for employment.
To engage with suppliers and business partners – We may process Personal Information when working with vendors, consultants, or service providers.
You may opt out of marketing emails or notifications at any time by following the unsubscribe link in our communications or adjusting your account settings.
Privacy and Disclosure
All information we collect from you are strictly confidential. We do not rent, lease nor make available to your patient or any other information in your account to third parties, unless authorised by you.
We will not reveal, disclose, distribute, license, share or pass on your information to third parties, except to those who are employed, contracted or supply services to Zavy 360; related providers such as data centre or spam mail filtering service; your clinician’s practice and practice management system or electronic medical records system; or any third parties to whom you have directed or permitted us to disclose your Personal Information (e.g. referees). Where we disclose your Personal Information to third parties, we will use reasonable efforts to ensure that such third parties only use this information as reasonably required for the purpose we disclosed it to them and in a manner consistent with the Privacy Principles under the Privacy Act.
We may disclose Personal Information strictly permitted or required by law; in exceptional circumstances such as an emergency, or for the prevention of immediate risk of loss of life or serious harm; to various regulatory bodies and law enforcement officials and agencies to protect against fraud and for related security purposes.
If we are involved in a merger, acquisition or asset sale, your Personal Data may be transferred. We will provide notice before your Personal Data is transferred and becomes subject to a different Privacy Policy.
If you post information to public parts of our website or to our social media pages, you acknowledge that such information (including your Personal Information) may be available to be viewed by the public. You should use discretion in deciding what information you upload to such sites.
Payment Processes
As we currently use third party payment processors, your Personal Information may be collected by such third parties directly and not by us, and will be subject to the third party’s privacy policy. We have no control over, and are not responsible for third parties’ collection, use and disclosure of your Personal Information.
Security
Our team at Zavy 360 takes the security of Personal Information seriously. Data is encrypted, stored in tier-1 corporate-grade facilities, and access is restricted and monitored.
To comply with data and privacy regulations, all Personal Information is stored within an Australian-located data center. Zavy 360 adheres to ISO accreditation standards and implements strong encryption protocols to safeguard your information. Each customer database is individually encrypted, and Zavy 360 does not have direct access to your stored data.
We take reasonable steps to keep all personal information secure. However, no method of data storage or transmission can be deemed 100% secure, and therefore, we cannot guarantee absolute security. We are committed to regularly reviewing and improving our security measures to address evolving risks.
Except where liability cannot be excluded under applicable law, Zavy 360 is not responsible for any unauthorized access, disclosure, misuse, loss, or corruption of Personal Information, including incidents caused by external cyber threats or customer-side security vulnerabilities. Nothing in this policy restricts, excludes, or modifies any statutory consumer rights under the Competition and Consumer Act 2010 (Cth) or other applicable laws.
If you become aware of any breach of security, please notify us immediately so that we can investigate and take appropriate action.
Direct Marketing
Direct marketing involves communicating directly with you for the purpose of promoting goods or services to you and to provide you with special offers. We may use the Personal Information you provide to directly market to you via a range of methods including mail, telephone, and email or video. You can unsubscribe from our direct marketing, or change your contact preferences, by contacting us.
Data Retention
We will retain your Personal Data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy.
In certain cases, we are required to retain Personal Data beyond the period of active service use, including:
Compliance with legal and regulatory obligations – To meet data retention laws, tax regulations, and other legal requirements.
Dispute resolution – To address billing issues, complaints, or legal claims that may arise after service termination.
Enforcement of legal agreements and policies – To protect Zavy 360’s rights, prevent fraud, and maintain security.
If you terminate your account, your data will be retained for 60 days, after which it will be permanently deleted, unless retention is required for the reasons stated above. You may request data extraction within this period, subject to an administrative fee. For customers on an Annual Commitment Plan, any remaining balance of the 12-month term must be paid in full before data extraction is processed.
Beyond the retention period, Personal Data will be securely deleted, anonymised, or aggregated, ensuring it is no longer identifiable.
Accuracy of Personal Information and Access
We try to maintain your Personal Information as accurately as reasonably possible. We rely on the accuracy of Personal Information as provided to us both directly (from you) and indirectly. Please note that you may seek access to Personal Information which we hold about you by contacting us as described in section 13 of this Privacy Policy. We will provide access to that information in accordance with the Privacy Act, subject to certain exemptions which may apply. We may require that the person requesting access provide suitable identification and where permitted by law we may charge an administration fee for granting access to your Personal Information.
We encourage you to contact us if the Personal Information we hold about you is incorrect or to notify us of a change in your Personal Information (see section 13 of this Privacy Policy).
End-User Responsibility
End users of our service play a critical role in keeping their data secure. You are responsible for maintaining the confidentiality of your account details and password. Your passwords protect your Personal Information, and you are fully responsible for all activities conducted under your account, whether authorized by you or not. Zavy 360 is not liable for unauthorized access resulting from weak passwords, credential sharing, or local security failures.
To protect your account, we strongly recommend enabling Multi-Factor Authentication (MFA), using strong, unique passwords, and ensuring your devices and network environments are secure. If you suspect that the security of your password or account has been compromised in any way, you must notify us immediately so that we can investigate and take appropriate action.
As an end user, you acknowledge that you control how you wish to be contacted. It is your responsibility to update your communication preferences within your Zavy 360 profile if you do not wish to receive emails, calls, SMS, or other notifications.
If your account is compromised due to a security breach on your local system (e.g., hacked PC, phishing attacks, malware, or unauthorized access by a third party), you remain fully liable for any resulting actions or unauthorized transactions performed under your account.
Links, Cookies and use of our Website
Our website may contain links to other sites. This Privacy Policy applies to our website and any Zavy 360 platforms and not any linked sites which are not operated or controlled by us. We encourage you to read the privacy policies of each website that collects your Personal Information.
We use “cookies” on our website which enable us to monitor traffic patterns and to serve you more efficiently if you revisit the site. A cookie does not identify you personally but it does identify your computer. You can set your browser to notify you when you receive a cookie and this will provide you with an opportunity to either accept or reject it in each instance.
The use of such technologies is an industry standard, helps to monitor the effectiveness of advertising and how visitors use our websites/applications. We may use such technologies to generate statistics, measure your activity, improve the usefulness of our websites/applications and to enhance the ‘customer’ experience.
If you prefer not to receive cookies, you can adjust your Internet browser to refuse cookies or to warn you when cookies are being used. However, our website may not function properly or optimally if cookies have been turned off.
Policy Changes and Feedback
We may periodically update this policy. We will post any changes on this page and, if the changes are material, we will provide an update through the notification in your Zavy 360 account.
If you have any feedback, question, concern or any comment about this Privacy Policy, please contact our Data Privacy Officer at privacy@zavy.com. When contacting us, please provide as much detail as possible in relation to your question, comment or feedback. We take your privacy and security seriously and will respond to you as soon as possible. We request that you cooperate with us during this process and provide us with any relevant information that we may need.
If you are not satisfied with the outcome of our assessment of your complaint, you may wish to contact the Office of the Australian Information Commissioner.
Governing Law
By choosing to visit our Website or provide information to us, you agree that any dispute over privacy or the terms contained in this Privacy Policy will be governed by Australian Law. You also agree to submit to the jurisdiction of the courts of Australia in respect of any proceedings in connection with this Privacy Policy and terms of services.
