Privacy Policy
Introduction
Welcome to ClinSoft, a product of METAVEO PTY LTD, designed to streamline and simplify practical experience placement and assessment management.
We are committed to protecting your privacy and handling personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and where relevant, other applicable privacy laws.
This Privacy Policy sets out how we collect, use, store, disclose, and protect personal information, and how you can access or correct your information.
By using ClinSoft’s website and mobile app, you agree to the terms of this policy.
Purpose
The purpose of this policy is to ensure transparency and accountability in how ClinSoft handles personal information. It demonstrates our commitment to safeguarding data, respecting individual rights, and complying with Australian privacy law.
Scope
This policy applies to:
- Students using ClinSoft during practical experience placements
- Educators, supervisors, and placement coordinators
- Institutional and administrative staff who interact with ClinSoft
- Third parties authorised to access or process data on behalf of institutions
It covers personal information collected through the ClinSoft web application, mobile application, and supporting systems, as well as any paper-based records integrated with the platform.
Collection of Personal Information
We may collect the following types of information:
- Full name, email address, phone number
- Institutional affiliation and role
- Records related to practical experience placements, assessments, and academic progress
- Login credentials and usage logs
- Technical metadata (browser type, device identifiers, IP address)
Note: ClinSoft does not collect payment or billing information.
Collection Methods : We collect information:
- Directly from you (e.g., registration, platform use)
- From your institution or placement facility (e.g., enrolment data)
- Automatically through system logs, cookies, and analytics tools
- Through communications with our support team
We will inform you at the time of collection why your information is required, how it will be used, and how you can access it.
Personal information is collected only when:
- Required to deliver ClinSoft services
- Necessary for compliance with legal or regulatory obligations
- Directly relevant to placement or assessment management
Use of Personal Information
Personal information collected through ClinSoft is used to:
- Deliver and manage practical experience placements and assessments
- Monitor student progress and educator feedback
- Facilitate secure communication between institutions, staff, and students
- Support compliance reporting for educational and regulatory standards
- Provide technical support and resolve user queries
- Improve system functionality and user experience
- Conduct business and learning analytics to improve platform functionality
- Ensure platform security and system monitoring
We may use identified or aggregated data for reporting, research, or analytics. We do not use personal information for direct marketing unless you provide explicit consent.
Disclosure of Personal Information
We do not share personal information with external parties except:
- With your consent
- As required by law or court order
- To IT service providers under confidentiality agreements
- Within METAVEO PTY LTD and affiliated entities under strict protocols
We do not sell or rent information. Where information is transferred or stored outside Australia, we ensure the overseas recipient upholds equivalent protections in line with the APPs.
Storage and Security of Information
We apply robust security measures:
- Secure servers and restricted access
- Encryption of sensitive data
- Role-based permissions
- System monitoring and audit logs
We take all reasonable steps to prevent unauthorised access, misuse, alteration, or disclosure of personal information.
In the event of a data breach, we will comply with the Notifiable Data Breaches (NDB) scheme under the Privacy Act.
Access and Correction
You have the right to:
- Access the personal information we hold
- Request correction of inaccuracies
- Withdraw consent to certain data uses
Requests must be made in writing to privacy@metaveo.io. Verification of identity may be required. Responses will be provided within 30 days.
Cookies and Tracking Technologies
ClinSoft uses cookies and similar technologies to:
- Maintain login sessions
- Analyse platform performance
- Support browser compatibility
Users may disable cookies in their browser settings, though some platform features may not function correctly.
Third-Party Services
ClinSoft may link to or integrate with third-party systems (e.g., SharePoint, learning management systems). These are governed by their own privacy policies, and we encourage you to review them.
Children’s Privacy
ClinSoft does not knowingly collect data from users under 16 without parental or institutional consent. Any such data identified will be deleted promptly.
Data Retention
We retain personal information:
- Only as long as necessary to meet operational, educational, or legal obligations
- In line with recordkeeping requirements for educational institutions
- For compliance with audit and reporting standards
Once no longer required, data will be securely destroyed or de-identified.
Complaints and Inquiries
For concerns, contact:
Operations Director,
METAVEO PTY LTD
- Email: info@metaveo.ai
- Website: www.metaveo.ai/
If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au
Updates to this Policy
This Privacy Policy may be updated periodically to reflect changes in law, technology, or operations. Updates will be published on our website and within the ClinSoft platform. Continued use of ClinSoft after changes are published will be deemed acceptance of the revised policy.
Document Control
Policy Owner: METAVEO PTY LTD - Privacy Office
Version: 2.0
Effective Date: 01/10/2025
Review Due: 01/10/2026
