Valenia Pty Ltd Privacy Policy

Last updated: 7th October 2024

Valenia Pty Ltd (“we”, “us”, or “our”) is committed to protecting your privacy and upholding your rights under the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (“Privacy Act”). This Privacy Policy outlines how we collect, use, store, share, and disclose your personal information when you use our website, products, and services.

By accessing and using our website, products, and services, you agree to the terms of this Privacy Policy.

Definitions

Personal Information: Information or an opinion about an identified individual or an individual who is reasonably identifiable.

Sensitive Information: A subset of personal information that includes information or an opinion about an individual's health, genetic or biometric data, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, and criminal record.

Health Information: A type of sensitive information that relates to the health or disability of an individual.

Website and Platform: Refers to our website at www.valenia.ai and any associated platforms or applications.

Collection of Personal Information

How We Collect Information

• Directly from You: When you fill out forms, communicate with us, use our services, or provide feedback.
• Automatically: Through cookies and similar technologies when you visit our website.
• From Third Parties: Such as allied health professionals, service providers, or publicly available sources.

Types of Information Collected

• Full name
• Email address
• Date of birth
• Phone number

Sensitive Information:

• Health information, including disabilities or diagnoses
• Therapy goals and interests
• National Disability Insurance Scheme (NDIS) number and funding details
• Assessments and health history from allied health professionals
• Employment history and experience (for support providers)
• Clinical areas of interest and client types
• Reviews and availability information

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. These may include:

• Essential Cookies: Necessary for the website to function.
• Performance Cookies: Collect information about how you use our website.
• Functional Cookies: Remember your preferences and settings.
• Targeting Cookies: Deliver content relevant to your interests.

You can manage your cookie preferences through your browser settings. However, disabling cookies may affect the functionality of our website.

Use of Personal Information

We use your personal information for purposes including:

• Providing and improving our website, products, and services
• Personalizing your experience
• Communicating with you about updates, promotions, and events
• Billing and account management
• Compliance with legal obligations
• Conducting data analytics and research (using de-identified data)

Legal Basis for Processing

• Consent: When you have given clear consent for us to process your personal information.
• Contractual Necessity: When processing is necessary for a contract you have with us.
• Legal Obligations: When processing is necessary to comply with the law.
• Legitimate Interests: For purposes related to our business interests, provided they do not override your rights.

Disclosure of Personal Information

We may disclose your personal information to:

• Service Providers: Third parties who assist us in delivering our services, such as IT providers, marketing agencies, and payment processors.
• Allied Health Professionals: With your consent, to professionals involved in your care.
• Legal and Regulatory Authorities: When required by law.
• Business Partners: With your consent, for joint marketing initiatives or promotions.
• International Recipients: Specifically, service providers located in the United States for secure data storage and access.

Cross-Border Data Transfers

By using our services, you consent to the transfer of your personal information overseas. We take reasonable steps to ensure overseas recipients handle your information in accordance with this Privacy Policy and the APPs.

Data Security and Retention

Security Measures

• Encryption and secure data storage
• Access controls and authentication protocols
• Regular security assessments and audits
• Employee training on privacy and data protection
• Confidentiality agreements with staff and contractors

Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected or as required by law. When no longer needed, we securely delete or anonymize your information.

Your Rights and Choices

You have the right to:

• Access: Request access to the personal information we hold about you.
• Correction: Request corrections to any inaccurate, incomplete, or outdated information.

To exercise these rights, please contact us using the details provided in the "Contact Information" section.

Withdrawing Consent

You may withdraw your consent for us to process your personal information at any time. This may affect our ability to provide you with certain services.

Opting Out of Marketing Communications

You can opt out of receiving marketing communications by:

• Following the unsubscribe instructions in the communication
• Contacting us at hi@valenia.ai

Making a Complaint

If you have concerns about how we handle your personal information, please contact our Privacy Officer using the details below. We will investigate your complaint and respond within a reasonable timeframe.

Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from minors without parental consent. If you believe a minor has provided us with personal information, please contact us to have it removed.

Third-Party Links and Services

Our website may contain links to external websites or services operated by third parties. This Privacy Policy does not apply to those websites. We recommend reviewing the privacy policies of any third-party sites you visit.

Automated Decision-Making

We do not use automated decision-making processes that produce legal effects or significantly affect individuals without human intervention. If this changes, we will update this Privacy Policy accordingly.

Data Breach Notification

In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.

Employee and Contractor Obligations

• Undergo privacy training
• Comply with our internal privacy policies and procedures
• Sign confidentiality agreements

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on our website, and we will notify you of significant changes by email or through our services.

Contact Information

Privacy Officer

Email: hi@valenia.ai

Phone: +61 3 7037 0344

Mailing Address:

Valenia Pty Ltd
Suite 350, 585 Little Collins Street
Melbourne, VIC, Australia, 3000

Australian Privacy Principles (APPs) Compliance

We are committed to complying with the APPs. For more information on the APPs, you can visit the OAIC website.

Feedback and Continuous Improvement

We welcome your feedback on this Privacy Policy and our privacy practices. Please contact us if you have suggestions or questions.

Note

By using our website, products, and services, you acknowledge that you have read and understood this Privacy Policy.

Effective Date: 7th October 2024