1. Our commitment

Re Psychology Pty Ltd trading under the K Family Trust (Re Psychology, we, us or our) respects privacy and is committed to handling personal information responsibly. This Privacy Policy explains how we collect, use, disclose, store and protect information in connection with Collab.

2. Australian privacy framework

We intend to handle personal information in accordance with applicable Australian privacy law, including the Privacy Act 1988 (Cth) and Australian Privacy Principles (where applicable), the Notifiable Data Breaches scheme (where applicable), and other laws that apply to our activities.

Whether and how particular obligations apply can depend on the business, the information involved and the circumstances. This Policy does not itself constitute a representation that Collab is certified or approved by a regulator.

3. Information we collect

• Account information such as name, email, phone number, login and authentication information.

• Role and profile information such as organisation, professional role and relationship to a Participant/Client.

• Participant/support information such as goals, preferences, support needs, appointments, observations, progress and service information.

• Sensitive information that users choose or are authorised to enter, including health or disability information.

• Messages, documents, images and other User Content.

• Technical information such as device, operating system, application version, logs, security events and diagnostics.

• Subscription and transaction information supplied by our payment provider.

4. How information is collected

Information may be collected directly from you, from an authorised user acting for a Participant/Client, through use of Collab, from an organisation administering an account, or automatically through technical operation of the service.

5. Why we use information

• To provide and administer Collab.

• To create accounts and authenticate users.

• To enable participant-controlled invitations and collaboration.

• To transmit and store messages and documents.

• To provide customer support.

• To process subscriptions and payments.

• To protect security, prevent misuse and investigate incidents.

• To maintain, troubleshoot and improve the service.

• To comply with legal obligations and enforce our agreements.

6. Participant-controlled sharing

The Participant/Client, or an authorised parent/guardian or representative, controls invitations to their Collab space subject to applicable law and product permissions. Invited users may therefore receive access to personal or sensitive information. Users should only invite people they are comfortable having access to the relevant information.

7. Providers and professional obligations

A provider's access to a Participant/Client's Collab information does not transfer the provider's legal responsibilities to Re Psychology. Providers remain responsible for determining what participant information they collect, use, disclose and retain in the course of their own services.

8. No AI processing

At the date of this Policy, Collab does not use artificial intelligence to analyse, summarise, profile, train models on, or otherwise process Participant/Client data. If this changes, we will assess the privacy implications and update our documentation and user notices as required.

9. Disclosure

We may disclose information to authorised users within a Collab space, service providers acting for us, payment providers, professional advisers, regulators, law enforcement or other parties where required or permitted by law.

We do not sell personal information.

10. Australian hosting

Collab's hosting and primary data storage are intended to be within Australia. We will maintain appropriate records of material hosting and service arrangements. Certain third-party services may have technical operations outside Australia unless otherwise confirmed; the final list of providers should be reviewed before publication.

11. Security

We take reasonable steps appropriate to the circumstances to protect information from misuse, interference, loss, unauthorised access, modification and disclosure. Measures may include access controls, authentication, encryption, logging, monitoring, backups and secure development practices.

12. Data breaches

If we become aware of an eligible data breach, we will assess and respond in accordance with applicable law, including the Notifiable Data Breaches scheme where applicable.

13. Retention

We retain information only for as long as reasonably necessary for the purposes for which it was collected, or as required or permitted by law. Specific retention periods will depend on the information and applicable obligations and should be documented in our internal retention schedule.

14. Access and correction

You may request access to personal information we hold about you and ask us to correct inaccurate, incomplete or out-of-date information, subject to applicable exceptions. Identity verification may be required.

15. Deletion

You may request account or information deletion, subject to legal, security, dispute, accounting, record-keeping and other lawful retention requirements. Deleting a Collab account may not delete information that another organisation is legally required to retain.

16. Children and young people

Collab may be used for children and young people. A parent or guardian may create or manage an account on behalf of a child where authorised. We will handle children's information in accordance with applicable law and the rights and responsibilities of the child and authorised representative.

17. Cookies and analytics

Collab may use cookies, logs, analytics or similar technologies for security, functionality, diagnostics and service improvement. Where required, we will provide appropriate notices or obtain consent.

18. Marketing

Service messages may be sent where necessary to operate an account. Marketing messages will be handled in accordance with applicable direct-marketing and spam laws and will include an appropriate unsubscribe mechanism where required.

19. Complaints

Contact our Privacy Officer at jess@getcollabapp.com. We will investigate and respond within a reasonable period. If you are dissatisfied, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

20. Contact

Jessica Webster, Privacy Officer | Re Psychology Pty Ltd trading under the K Family Trust | ABN 28 507 384 561 | jess@getcollabapp.com | 71 Moseley St., Glenelg South SA 5045