Privacy
Policy.

1. Overview

HealthcareRooms is committed to protecting your privacy. This Policy explains how we collect, use, disclose, and safeguard personal information in connection with the HealthcareRooms platform, operating across Australia, New Zealand, Singapore, and Malaysia.

We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles, the New Zealand Privacy Act 2020, Singapore's Personal Data Protection Act 2012, and Malaysia's Personal Data Protection Act 2010, as applicable to your jurisdiction.

2. Information We Collect

Account information: Name, email address, and password when you register.

Profile information: For Practice Managers - practice name, address, phone number, and billing details. For Practitioners - professional registration number, specialty, and professional bio.

Listing information: Room details, photos, pricing, and availability that you upload to the Platform.

Enquiry and messaging data: Messages sent between users through the Platform.

Usage data: Pages visited, search queries, clicks, and device/browser information collected automatically via cookies and analytics tools.

Payment information: Billing and payment data processed by Stripe. We do not store full card details on our servers.

3. How We Use Your Information

• To operate the Platform and provide our services
• To connect practitioners with practice managers
• To process payments and manage subscriptions
• To send transactional emails (account confirmation, enquiry notifications, password resets)
• To send product updates and marketing communications (you can opt out at any time)
• To improve the Platform through usage analytics
• To comply with legal obligations and enforce our Terms of Service

4. Information Sharing

We do not sell your personal information. We share information only in these circumstances:

• Between users: When a Practitioner submits an enquiry, their name, email, and message are shared with the relevant Practice Manager.
• Service providers: We use Supabase (database and authentication), Stripe (payments), and PostHog (analytics). These providers have their own privacy policies and data processing agreements.
• Legal requirements: We may disclose information if required by law, court order, or to protect the safety of users or the public.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Practitioner Profile Visibility

When a Practitioner creates a public profile, their name, professional specialty, biography, and location preference are visible to all visitors on the Platform. Registration numbers or credential information marked as public are also visible.

Practitioners can hide their profile from public listing at any time via their profile settings.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide our services. If you close your account, we will delete or anonymise your personal information within 90 days, except where we are required to retain it for legal or compliance purposes.

Enquiry records and messages may be retained for up to 3 years for dispute resolution purposes.

7. Security

We use industry-standard security measures including encryption in transit (TLS), encrypted data storage, and access controls. However, no internet transmission is completely secure and we cannot guarantee the absolute security of your data.

If you become aware of any security issue or unauthorised access to your account, contact us immediately at security@healthcarerooms.com.

8. Cookies and Analytics

We use cookies and similar tracking technologies to operate the Platform, remember your preferences, and understand how the Platform is used. We use PostHog for product analytics.

You can disable cookies in your browser settings, although this may affect Platform functionality.

9. Your Rights

Depending on your jurisdiction, you may have rights to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Object to or restrict certain processing
• Data portability (receive your data in a machine-readable format)
• Withdraw consent for marketing communications at any time

To exercise any of these rights, email us at privacy@healthcarerooms.com. We will respond within 30 days.

10. Children

The Platform is not directed at children under 18. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with personal information, contact us and we will delete it.

11. Changes to This Policy

We may update this Policy from time to time. We will notify registered users of material changes by email or by prominent notice on the Platform. Your continued use of the Platform after changes are posted constitutes acceptance.

12. Contact

For privacy inquiries or to exercise your rights, contact our Privacy Officer at privacy@healthcarerooms.com.