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Privacy Policy

Welcome to Clinsoft, a product of Metaveo (Edusystems). Clinsoft is an online platform designed to streamline and simplify Practical Experience Placements (PEP) and practical assessment management for educational institutions. At Metaveo, we are committed to protecting the privacy and security of your personal information. This Privacy Policy outlines how we collect, use, disclose, and manage your data

By using Clinsoft’s website and mobile app, you agree to the terms of this Privacy Policy.

Purpose

This policy outlines how Clinsoft complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Our goal is to ensure transparency and trust in how we handle and protect your personal data.

Scope

This policy applies to all users of the Clinsoft platform, including educational institutions, students, faculty, and administrative staff. It applies to all data collected through the mobile application, website, and associated systems. The policy is technology-neutral and applies equally to paper-based and digital environments.

Collection of Personal Information

We may collect the following types of personal information:

  • Full name, email address, phone number
  • Institutional affiliation and role (e.g., student, administrator)
  • Assessment records, placement progress, documents, and academic data
  • Login credentials and usage logs
  • Technical information such as browser type, device identifiers, and IP address

Note: Clinsoft does not collect any payment or billing information.

We only collect personal information when it is:

  • Necessary for providing our services
  • Required by law or regulatory compliance
  • Relevant and directly related to the purpose of collection

We do not collect information by unlawful or unethical means.

We notify individuals at the time of collecting their personal information. This includes the purpose of collection, intended recipients, and the individual’s rights to access and correct their information

Use of Information

We use personal information to:

  • Deliver and manage placement and assessment processes
  • Track student progress and academic outcomes
  • Facilitate secure communication between users and institutions
  • Generate compliance and operational reports for educational institutions
  • Improve platform features and user experience through data insights
  • Provide user support and respond to enquiries

We do not use personal data for direct marketing unless you have given explicit consent.

Disclosure of Personal Information

Your information will not be shared with external parties except:

  • With your consent
  • When required by law, regulatory authorities, or court orders
  • When necessary to provide platform services (e.g., IT service providers under confidentiality agreements)
  • To affiliated entities within Metaveo (Edusystems) under strict confidentiality obligations

We do not sell or rent personal information to third parties.

Where personal information is transferred outside Australia (e.g., for data storage or affiliated processing), we ensure that the overseas recipient complies with obligations equivalent to the Australian Privacy Principles

Storage and Security of Information

We implement robust security measures, including:

  • Secure servers and access controls
  • Encryption of sensitive data
  • Role-based access to platform features and data
  • Regular system monitoring and audits

All user data is stored securely and is protected from unauthorized access, modification, misuse, or disclosure.

Access and Correction of Personal Information

You have the right to:

  • Access your personal information held by us
  • Request corrections to ensure accuracy and completeness
  • Withdraw consent where applicable

Requests should be submitted in writing. We may require identity verification to process these requests and will respond within 30 days

We take reasonable steps to ensure that personal information is accurate, complete, and up to date. This includes user-initiated updates and periodic verification

Cookies and Tracking Technologies

Our website may use cookies and similar technologies to:

  • Enable platform functionality
  • Track usage and improve performance
  • Understand user preferences and device compatibility

You may configure your browser to block or alert you about cookies, but some parts of the platform may not function properly without them.

Third-Party Services

If you access third-party links or services through Clinsoft, those services are governed by their own privacy policies. We are not responsible for how third-party platforms handle your personal data.

Children’s Privacy

Clinsoft does not knowingly collect personal data from individuals under the age of 16 without consent from a parent, guardian, or institution. If we become aware of such collection, we will take steps to delete the data promptly.

Data Retention

We retain personal information for a period of 7 years to:

  • Fulfill the purpose for which it was collected
  • Comply with legal and regulatory requirements
  • Support operational and academic reporting needs

After this period, the information will be either retained or securely deleted in accordance with national and regulatory data retention policies.

Complaints and Inquiries

If you have any questions, concerns, or complaints regarding this policy or how your information is handled, please contact us:

We aim to respond to all inquiries within 30 days. If you are not satisfied with our response, you may escalate the matter to the Office of the Australian Information Commissioner (OAIC).

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website and mobile app. Continued use of the platform after changes are made constitutes acceptance of the revised policy.

Contact Information

Enhancing the Efficiency of Simulation and Placement Management