Privacy Policy

At Inerva Software Pty Ltd ACN 654 040 552 (Inerva Software) we take the privacy of your data seriously.

This Privacy Policy describes what data we collect, use, disclose, store, and handle your personal information, and how we do so.

Latest version: 20 November 2024

What is personal information?

Meanings of terms used

‘We’, ‘us’ or ‘our’ – refer to Inerva Software Pty Ltd (ABN: 53 654 040 552).
‘You’ or ‘your’ refer to the reader of this policy
‘Our products’ refers to the software applications that we provide
‘Our services’ refer to the provision of our products and the services we provide to you in support of you using our products
‘Personal Information’ has the meaning given to it in the Privacy Act 1988 (Cth) (“Privacy Act”). In general terms, it is any information that can be used to personally identify you. If the information we collect personally identifies you, or you are reasonably identifiable from it, the information will be considered Personal Information. Some types of Personal Information are designated as being ‘sensitive information’, and these are subject to additional protection under the Privacy Act.

What Personal Information do we collect and store?

We collect and store information that includes personal information for the delivery, improvement and security of our services. The Personal Information we collect and store will depend on how you and your employer or provider interacts with our services. If you are a:

1. User of our products or services:

General Personal Information: includes name and email address that allows you to access our products or services
Device information: this includes device type and details, IP address

2. Employee or contractor of one of our customers using our roster and/or payroll module:

General Personal Information: includes name, gender, phone number, date of birth, and mailing and email addresses that allows you to access the our products or services
Employment related information: this includes job title, salary and payroll information, superannuation information, professional skills, medicare details, employment screening checks and certification, bank details and tax file number

3. Client of one of our customers, whose billing is managed through our products:

General Personal Information: includes name, gender, date of birth, languages and country of birth, religion, marital status, and mailing and email addresses
Financial and billing information: includes government funding and subsidy arrangements, fee payments, bank details, Medicare details

4. Contact of a staff member or client of one of our customers:

General Personal Information: includes name, and mailing and email addresses

5. Prospective customer:

General Personal Information: includes name, title, phone number, place of employment and mailing and email addresses

6. Prospective employee of Inerva Software:

General Personal Information: includes name, employment history, phone number, email addresses, qualifications and certificates.
Sensitive Personal Information: including results of screening, tax file numbers, payroll information

How do we collect Personal Information?

We collect your Personal Information when you engage with our products or services. We collect information directly from you when you:

input information into our products;
access and interact with our products;
submit enquires to our support teams and engage with Inerva Software staff;

As well as information we receive directly from you, we may also collect Personal Information about you from:

other users of our services, including your employer or aged care provider (our customers) who input Personal Information about you into our products in the course of using our services;
other third-party service providers that our customers may use where data is transferred from that system into ours;
promotional and marketing activities.

To improve our services and maintain security, we may also collect audit data and usage tracking information. This includes cookies on our website, which collects information such as your browser type, operating systems; and also activity logging within our products which collects device and user account details information.

Choosing not to disclose your Personal Information to us

When interacting with us, you may choose not to provide your personal details. However, this will impact our ability to deliver our services to you or we may not be able to respond to you with the information you have requested.

How do we use your Personal Information?

We use your Personal Information to deliver and improve our products and services. This includes:

Access: we need your Personal Information to validate your access to our products and services;
Delivery of our products and services: your Personal Information may be processed by our products as part of their operation;
Support: your Personal Information is required for us to be able to provide you with the information you need;
Marketing: we may use your Personal Information to send marketing communication and business updates;
Alerts and updates: if we need to alert you of important information we will use your Personal Information to deliver that alert;
Improvement of our services and quality control: we may use your information to improve our services and functionality. Personal Information will be anonymised when data is being used to improve our services;
Employment: we will use your Personal Information to validate your job application.

Who do we disclose Personal Information to?

When required to deliver our products and services to you, we may share your Personal Information with:

our employees, contractors and related companies;
your employer or service provider who use our products or services, for which the information is required
third party suppliers and service providers (including providers for the operation of our products or services);
anyone to whom our assets or businesses (or any part of them) are transferred through acquisition;
our professional advisers;
specific third parties authorised by you to receive information held by us;
other persons, including government agencies, regulatory bodies and law enforcement agencies, or as required, authorised or permitted by law

Where we are required to disclose Personal Information to third parties we will ensure that we have relevant and suitable privacy and confidentiality clause in our agreement with the third-party.

Direct marketing communications

If you are a user of our products or services we may send you direct marketing communications and information about our services or products. This will generally be in the form of email communication.
If you do receive a direct marketing message from us, you'll be able to opt out at any time by using the unsubscribe facility in the relevant message or by contacting our support team.

Where is your Personal Information stored?

Your Personal Information is stored on servers in Australia. Please note that some functionalities of our services depend on third-party services, whose servers may be located internationally. Therefore, there may be instances where pieces of your information are disclosed to the operators of those third party services in the ordinary course of operating our products and services; and those third party services may be operated from outside of Australia.

How do we protect your Personal Information?

We take the responsibility of protecting your Personal Information seriously. We ensure the management and monitoring of our products and services is ongoing, adapting where necessary to address changes in the information and cyber security environment. Our system of security includes:

Ensuring our staff are equipped with the right knowledge and tools to keep your information safe
Secure storage and management of your information in our cloud environment, hosted by the leading cloud service providers
Robust access controls ensuring only the right people can get access to data they need to deliver our services
A focus on operational process and tools that allow us to build secure and robust products.

How long do we keep your Personal Information?

Once the agreement that permits our customer to use our product has been terminated, we retain your Personal Information for no more than 90 days from the day the agreement ends, or until the customer requests to the data to be deleted, whichever is the shortest period of time. On occasion we may require a longer retention period if required by law. When the retention period is over, we follow secure industry practices to dispose of our customers data, including ensuring the removal of your Personal Information from our assets.
For Personal Information of our employees, we retain data in line with the applicable laws and regulations.

How can you access and correct your Personal Information?

We will provide you access to your Personal Information in accordance with the Privacy Act, subject to any exemptions that may apply. To request access, you can contact our support team (see our website for details), or your point of contact in Inerva Software, at any time.

Making a complaint about a breach of privacy?

If you have any questions, concerns or complaints about our collection, use, storage or disclosure of your personal information, please contact us in writing using the contact details available on our website. Any enquiry will be assessed by an appropriate person, who will work with you to resolve your question, concern or complaint.
Should we be unable to resolve the matter to our satisfaction, you may seek to have the matter reviewed by the Privacy Commissioner within the Office of the Australian Information Commissioner.

Changes to this Privacy Policy

We may change this Privacy Policy from time to time at our discretion. You will always be able to view the latest version of our Privacy Policy through our website. If we make a substantial change to this policy, we will alert users of our services.

How to contact us
If you have any questions, concerns or complaints about our collection, use, storage or disclosure of your personal information, please contact us in writing using the contact details available on our website.