Privacy policy

Last updated: 28 August 2026

About this policy

This policy explains how CareMin (referred to as CareMin, we, us, or our) handles personal information through the public CareMin website, the CareMin application, product demonstrations, support, and related business activities. We handle personal information in accordance with applicable Australian privacy law, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.

A customer agreement may contain additional privacy, confidentiality, retention, and data handling commitments. If a customer agreement provides stronger protections, those protections continue to apply.

Information we collect

Website enquiries and business contact information

When you arrange a walkthrough or contact us, we may collect your name, work email address, organisation, number of homes, message, consent to be contacted, and subsequent correspondence. The public form is intended for business contact information only. Do not submit resident information, health information, payroll records, or other sensitive operational data through the website form.

Account and user information

When an organisation uses CareMin, we may collect authorised users' names, work contact details, organisation and facility associations, account roles, authentication records, preferences, and support communications.

Customer operational data

Customers may provide facility, workforce, roster, worked-hours, role-classification, occupied bed-day, reporting, source-file, evidence, and calculation information. This data may contain personal information about staff, contractors, residents, or other individuals. The customer controls what is submitted and is responsible for ensuring it has authority to collect and provide that information to CareMin.

Technical and security information

We and our infrastructure providers may process IP addresses, browser and device information, request timestamps, authentication events, system logs, error records, and security events. We use this information to deliver the service, diagnose faults, prevent misuse, and protect accounts and data.

How information is collected

We collect information:

• directly from individuals through forms, accounts, demonstrations, and support;
• from a customer's authorised administrators and uploaded source systems;
• automatically when the website or application is accessed; and
• from service providers where necessary to operate, secure, or support CareMin.

How we use information

We use information only where reasonably necessary to:

• respond to enquiries and arrange product walkthroughs;
• create and administer authorised accounts;
• provide CareMin's import, monitoring, calculation, evidence, and export functions;
• follow customer instructions and provide support;
• secure the service, investigate errors, and prevent unauthorised use;
• maintain business, billing, contractual, and audit records;
• improve reliability and usability using aggregated or de-identified information; and
• comply with legal obligations and resolve disputes.

We do not use customer operational data for advertising, data brokerage, or the benefit of other CareMin customers.

When information is disclosed

CareMin does not sell or rent personal information. We do not disclose customer operational data to advertisers, data brokers, other customers, or unrelated third parties. Information may be disclosed only in the following limited circumstances:

• to authorised users and administrators of the same customer organisation, according to their access permissions;
• to contracted providers that supply hosting, infrastructure, email or form delivery, security, monitoring, support, or professional services necessary to operate CareMin;
• when a customer instructs or authorises us to disclose it;
• to professional advisers who are subject to confidentiality obligations, where reasonably necessary;
• where required or authorised by law, a court or tribunal order, or a lawful government request; or
• as part of a proposed business transfer, subject to confidentiality and applicable law.

Service providers may process information only for the contracted service or another lawful purpose. Using a hosting, email, or infrastructure provider does not permit that provider to use customer operational data for its own advertising.

Australian hosting and overseas processing

Customer operational data stored by the CareMin application is hosted in Australia. We select and configure the application's primary production data stores to keep this data in Australia.

Some limited processing connected with the public website and business administration may occur outside Australia. The marketing website is delivered using Vercel's global network. Walkthrough enquiries are relayed through FormSubmit and an email provider, and may be processed in the United States or other countries in which those providers operate. FormSubmit states that form submissions may be retained in its archive for up to 30 days.

We take reasonable steps when selecting and managing providers and limit the information sent to them to what is necessary for their service. Provider locations and infrastructure may change, and we will update this policy when a material change affects how personal information is handled.

Cookies and analytics

We do not use advertising cookies or cross-site behavioural tracking. Analytics are disabled by default on the public website. If analytics are enabled, CareMin will use a privacy-focused configuration and update this policy before collecting additional information.

Security

We take reasonable technical and organisational steps to protect information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Measures may include access controls, authentication, logging, backups, secure network connections, provider due diligence, and limiting access to people who need it for their work.

No internet or storage system is completely secure. Customers must protect their login details, assign access appropriately, and notify us promptly of suspected unauthorised use.

Report a suspected security issue to security@caremin.care.

Retention and deletion

We retain personal information only for as long as it is reasonably needed for the purpose for which it was collected, to provide the service, meet contractual retention settings, resolve disputes, maintain legitimate business records, or comply with law.

Customer operational data is retained and deleted in accordance with the applicable customer agreement and authorised customer instructions. Website enquiries may remain in business email records while the enquiry or commercial relationship is active. When information is no longer required, we take reasonable steps to delete it, de-identify it, or place it beyond use, subject to backup cycles and legal retention obligations.

Access and correction

You may ask to access or correct personal information we hold about you. CareMin users may be able to update some account information directly or through their organisation's administrator. For other requests, contact us using the process below. We may need to verify your identity and may refuse a request where permitted by law, in which case we will explain the reason where required.

Privacy complaints

If you believe CareMin has mishandled personal information, contact us and writePrivacy complaint in the message. Please describe the issue and the outcome you are seeking. We will acknowledge the complaint, investigate it, and aim to respond within 30 days.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

Third-party links

The website links to government guidance, LinkedIn, and other external sites. Their privacy practices are governed by their own policies, not this policy.

Changes to this policy

We may update this policy when our services, providers, or legal obligations change. The current version will be published on this page with its updated date. We will provide additional notice where a material change requires it.

Contact

Direct privacy questions, access or correction requests, and complaints to the CareMin Privacy Officer at privacy@caremin.care. IncludePrivacy request in the subject line so it can be directed appropriately.

Operator:CareMin