Privacy Policy — VetPulse

VetPulse complies with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). This policy explains how we collect, use, store, and protect personal information.

1. Information We Collect

We collect:

• account details (name, email, role)
• clinic details (clinic name, address, ABN)
• staff information entered by the clinic
• operational data (rosters, shifts, timesheets)
• device and usage data
• support requests and communication history
• location, only at the moment you clock in on the mobile app (see section 1.1)

We do not collect payment card details; these are handled by our payment provider.

1.1 Location at clock-in (mobile app)

The VetPulse Staff mobile app reads your device location once, at the moment you tap Clock In, to identify which of your employer's clinic sites you are at. This lets your shift be recorded against the correct clinic for your timesheet and pay — for example, if you clock in at your group's Bondi clinic instead of your usual site, the entry is assigned to Bondi automatically.

• Location is read only in the foreground, at clock-in. It is never collected in the background or while the app is closed.
• We do not track your movements and we do not build a location history.
• Where the reading matches a clinic site, the approximate coordinates (rounded), the matched clinic, and the distance from that site are recorded in your employer's audit record for that clock-in, so the clinic can verify site attribution for payroll.
• You may decline the location permission. Clock-in still works, and your shift is attributed to your home clinic.
• Location is never used for advertising or tracking, and is never sold or shared with advertisers or data brokers.

2. How We Use Information

We use personal information to:

• provide and improve the VetPulse service
• authenticate users
• generate rosters, timesheets, and reports
• assign a clock-in to the correct clinic site (see section 1.1)
• send operational notifications
• provide support
• meet legal obligations

We do not sell personal information.

3. How We Store and Protect Data

• Data is stored in secure cloud infrastructure.
• Access is restricted to authorised personnel.
• Data is encrypted in transit and at rest.
• We maintain audit logs and security monitoring.

4. Disclosure to Third Parties

We may share data with:

• service providers (hosting, email, analytics)
• payment processors
• regulatory authorities when required by law

We do not share data with advertisers.

5. Access and Correction

You may request access to or correction of personal information by contacting us.

6. Data Retention

We retain information at two levels:

Clinic records. While your clinic uses VetPulse, and for a reasonable period afterward, we retain clinic and operational data (such as rosters, shifts, and timesheets) for legal, accounting, and operational purposes.

Your personal account. When you delete your account, your personal information — including your login credentials, name, email, phone number, and profile details — is permanently and irreversibly deleted. Any work records you created during your employment (for example, timesheets and pay records) are retained by your clinic only in anonymised form that no longer identifies you, as required by employment, payroll, and tax law. VetPulse does not retain your personal identifying information after your account is deleted.

7. Your Rights

Under the APPs, you have rights to:

• access your personal information
• request corrections
• make privacy complaints

We will respond promptly.

8. Contact

For privacy enquiries:
Ludamiis Pty Ltd (ABN 40 699 017 466)
support@vetpulse.cloud