Privacy Policy

1. What we collect

We collect the following categories of information:

• Account and contact details — name, email address, clinic name, and role (owner, admin, or practitioner) for anyone who registers for or is invited to the Service.
• Practitioner and clinic billing data — appointment, invoice, and billable-item data pulled from your connected practice management system, used to calculate commission splits and generate settlements. This can include patient-identifying details (such as a patient's name) where they appear on a practitioner's own settlement line items.
• Financial data synced to and from Xero — chart-of-accounts, tax rate, tracking category, and transaction data needed to post practitioner bills, invoices, and payments to your connected Xero organisation.
• Payment data — your subscription payments are processed by Stripe. Practishare does not receive or store your full card number, expiry, or CVC — these are held directly by Stripe, and we only receive limited information (such as a payment status or the last four digits of a card) needed to manage your subscription.
• Usage and support information — information you provide when contacting us for support, and basic technical information (such as browser type) generated by using the Service or this website.

2. How we use it

We use personal information to:

• provide, operate, and maintain the Service, including calculating settlements and generating documents on your behalf;
• authenticate users and manage account access and permissions;
• communicate with you about your account, billing, and material changes to the Service;
• provide customer support and respond to enquiries;
• detect, investigate, and prevent fraud, misuse, or security issues; and
• comply with our legal and regulatory obligations.

We do not sell personal information, and we do not use practitioner or patient billing data for advertising purposes.

3. Third parties we share data with

Practishare is built to work with, and necessarily shares data with, the following categories of third party:

• Xero — practitioner settlement data (bills, invoices, and payments) is pushed to your connected Xero organisation, and chart-of-accounts and tax configuration is read back, so that settlements post correctly.
• Stripe — processes your subscription payments and holds your payment card details on our behalf.
• Your practice management system ("PMS") — Practishare reads appointment, invoice, and billable-item data from whichever PMS your clinic connects (for example Cliniko or a similar system), under the authorisation you grant when connecting it.
• Infrastructure and service providers — we use reputable cloud hosting, database, and email-delivery providers to run the Service. These providers process data on our behalf and are only permitted to use it to provide their service to us.

We do not otherwise share personal information with third parties, except where required by law, to enforce our Terms of Service, or with your consent.

4. Data storage and security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, or alteration, including access controls scoped so that a practitioner can only see their own data, and encryption of data in transit. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Where reasonably practicable, we host data with providers operating infrastructure in Australia. As we expand to support clinics in other countries, some data may be hosted or processed in other regions — see Section 7 (International data transfers) below.

5. Data retention

We retain personal information for as long as your account is active, and for a reasonable period afterwards to meet our legal, accounting, and dispute-resolution obligations (for example, financial and settlement records are often required to be retained for several years under Australian tax law). Where information is no longer required, we take reasonable steps to delete or de-identify it.

6. Your rights

Subject to applicable law, you may request access to, correction of, or deletion of the personal information we hold about you. To make a request, contact us using the details in Section 11 — we will respond within a reasonable time and may need to verify your identity, or the identity of the account owner authorising the request, before acting on it. Some information (for example, financial records we are required to retain) may not be able to be deleted immediately.

7. Cookies

This website does not currently use cookies for advertising or analytics tracking. The early-access sign-up form on our homepage submits directly to our forms provider, HubSpot — using that form may result in HubSpot setting a cookie in your browser to manage the submission. We may introduce strictly necessary or analytics cookies in future; if we do, we will update this policy accordingly.

8. International data transfers

Practishare is an Australian business, and we currently host and process data primarily in Australia. As we evaluate expanding Practishare to clinics in other countries — including the United Kingdom, Canada, Ireland, and Singapore — personal information may be transferred to, stored, or processed in those and other countries where we or our service providers (including Xero, Stripe, and our infrastructure providers) operate. Where we transfer personal information overseas, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles and applicable local law.

9. Children's privacy

Practishare is a business tool intended for use by adults acting on behalf of a clinic or practice, and is not directed at, marketed to, or intended for use by children. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to the Service or our data practices. Where a change is material, we will make reasonable efforts to notify you — by email or in-app notice — before it takes effect. The "Last updated" date at the top of this page reflects the most recent version.

11. Contact

Questions about this Privacy Policy, or requests relating to your personal information, can be sent to hello@volumiserhq.com.