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Privacy Policy

Privacy Policy – Intelligen

Effective Date: 01/01/2024

At Intelligen, we are committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy outlines how we collect, use, store, and disclose your personal information when you use our software and services.

1. What We Collect

We collect personal and sensitive information that is necessary to deliver our services, including:

  • For NDIS Providers and Support Workers:
    • Names, contact details, email addresses
    • Roles, employment records, training completion
    • Rostering preferences, availability, and timesheets
    • Audit logs and system usage data
  • For Clients (Participants):
    • Full name, contact details, NDIS number
    • Health and care-related data, including support plans, risk assessments, incident reports, and compliance documentation
    • Budget information, services delivered, mileage/KMs
  • Technical Information:
    • IP address, browser type, device data
    • Log-in and usage history
    • Location data if enabled

2. How We Collect It

We collect data via:

  • Direct input by users (e.g. through onboarding forms, rostering, or compliance uploads)
  • Third-party integrations (e.g. Fillout, Xero, HR systems)
  • Automated tools (e.g. AI rostering, budget monitoring)
  • Website forms and demo submissions

3. Why We Collect It

We collect your information to:

  • Deliver and maintain the functionality of the Intelligen CRM
  • Enable AI-powered rostering, compliance tracking, and business intelligence insights
  • Ensure secure access and user-based permissions
  • Manage customer support, onboarding, and software customisations
  • Meet legal and regulatory obligations (e.g. NDIS audits, data retention)

4. Disclosure of Personal Information

We may disclose information to:

  • Third-party service providers (e.g. hosting, analytics, form and signature tools) under strict confidentiality agreements
  • Regulatory authorities as required by law
  • Your organisation’s designated admin users (for internal audits and compliance)

We do not sell, rent, or trade personal information.

5. Data Storage and Security

We store data on secure servers located in Australia. We implement industry-standard security measures including:

  • Data encryption in transit and at rest
  • Role-based access controls
  • Regular security audits and vulnerability testing
  • Activity tracking for system changes and data access

6. Access and Corrections

You have the right to:

  • Access your personal information
  • Request correction of incorrect or outdated data
  • Request deletion or de-identification where lawful and appropriate

Requests can be submitted via our contact details below.

7. Cookies and Tracking

Our website and platform may use cookies and similar technologies to:

  • Enhance your user experience
  • Analyze website traffic and performance
  • Personalize interactions and service offerings

You can manage cookie preferences through your browser settings.

8. International Data Transfers

All data is hosted in Australia. If we ever need to transfer data overseas (e.g. for future integrations or support services), we will take reasonable steps to ensure it complies with Australian privacy laws and that appropriate safeguards are in place.

9. Changes to This Policy

We may update this Privacy Policy from time to time. All changes will be posted on our website and, where appropriate, notified to users.

10. Contact Us

If you have any questions or concerns about this policy or our handling of personal information, please contact:

Intelligen Privacy Officer
Email: [email protected]
Address: 4 Reliance Drive, Tuggerah