Privacy Policy
This Privacy Policy describes how PratixBI Pty Ltd ("PratixBI", "we", "us", or "our") collects, uses, stores, and discloses personal information in connection with our platform and website. We are committed to compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
Last updated: 1 March 2025 · Questions? Contact us
1. Who we are
PratixBI Pty Ltd (ABN 00 000 000 000) provides the PratixBI performance platform — a software-as-a-service (SaaS) tool that helps Australian healthcare practices track operational and financial KPIs through automated data integrations with practice management systems.
We are an "APP entity" for the purposes of the Privacy Act 1988 (Cth) and are bound by the Australian Privacy Principles. Our platform is operated from Australia and our data is stored in Australia.
2. What personal information we collect
We collect the following categories of personal information:
Account and user information
Name, email address, job title, and role (e.g., practice owner, practice manager, clinician). Collected when you register for or use the platform.
Practice information
Practice name, address, practice type (dental, GP, cosmetic, etc.), and subscription plan. Collected at registration and through account management.
Performance data
Aggregated and de-identified practice metrics derived from your practice management system (PMS) via authorised API integrations. This data is used solely to generate your practice's KPI dashboards and reports. We do not store individually identifiable patient records.
Usage data
Log data, IP addresses, browser type, pages visited, and feature interactions. Collected automatically when you use our platform or website.
Communications
Records of communications you send us (support tickets, contact form submissions, emails), including their content and metadata.
3. How we use personal information
We use personal information for the following purposes:
- Providing, maintaining, and improving the PratixBI platform
- Generating KPI dashboards and performance reports for your practice
- Managing your account, subscription, and billing
- Responding to support requests and communications
- Sending transactional and service-related communications
- Sending product updates and educational content (with opt-out available)
- Complying with our legal obligations
- Detecting and preventing fraud, security incidents, and misuse
We do not use personal information to make automated decisions with legal or significant effects on individuals.
4. Disclosure to third parties
We do not sell, trade, or rent personal information to third parties. We may share personal information with:
- Service providers — third-party vendors who assist us in operating the platform (e.g., cloud hosting, payment processing, transactional email). These providers are bound by confidentiality agreements and are not permitted to use personal information for their own purposes.
- Legal and regulatory bodies — where required by law, court order, or regulatory demand.
- Business transfers — in the event of a merger, acquisition, or sale of all or part of our business, personal information may be transferred to the acquiring entity, subject to equivalent privacy protections.
5. Storage and security
All customer data is stored in Australian data centres (Amazon Web Services, Sydney region). We implement industry-standard security measures including AES-256 encryption at rest, TLS 1.3 in transit, role-based access controls, multi-factor authentication for administrative access, and regular security testing.
For full details, see our Security page. Despite these measures, no transmission of data over the internet is completely secure. We cannot guarantee absolute security but we take all reasonable precautions.
6. Overseas transfers
PratixBI stores all data in Australia. Certain sub-processors (such as transactional email providers) may process limited contact information (name and email address) outside Australia. Where this occurs, we take reasonable steps to ensure those parties are bound by privacy obligations at least equivalent to the APPs.
By using our platform, you acknowledge that your information may be transferred to overseas sub-processors in these limited circumstances.
8. Your rights
Under the Australian Privacy Principles, you have the right to:
Access
Request access to the personal information we hold about you.
Correction
Request that inaccurate or outdated information be corrected.
Opt out of marketing
Unsubscribe from marketing communications at any time.
Complaint
Lodge a complaint with us or with the OAIC if you believe your privacy has been breached.
To exercise any of these rights, contact our Privacy Officer at privacy@pratixbi.com. We will respond within 30 days.
9. Retention
We retain personal information for as long as necessary to provide our services and meet our legal obligations. Specifically:
- Account information is retained for the duration of your subscription plus 7 years (for tax and accounting purposes)
- Practice performance data is retained for the duration of your subscription and deleted within 90 days of account closure
- Usage logs are retained for 12 months and then deleted
You may request deletion of your personal information at any time (subject to legal retention requirements) by contacting us.
10. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page and, for material changes, notify active users by email. Continued use of our platform after any changes constitutes acceptance of the revised policy.
11. Contact us
For privacy questions, access requests, correction requests, or complaints, contact our Privacy Officer:
ABN 00 000 000 000