Effective Date: January 25, 2026 Last updated: January 25, 2026
1. Scope and our role
This Privacy Policy explains how QUBS International Pty Ltd (ACN 618 205 351) ("QUBS") collects, uses, discloses, and protects personal information when you use our website and services.
QUBS is an Australian company. We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) where applicable.
QUBS provides software to clinics. When a clinic uses QUBS to manage appointments or patient data, QUBS acts as a service provider for that clinic. In those cases, the clinic controls the data and you should direct requests about your patient information to the clinic.
Our services may interoperate with third-party services or integrations. Third-party services are governed by their own terms and privacy policies. QUBS does not control third-party services and cannot guarantee their privacy practices. We encourage you to review the privacy policies of any third-party services you use.
2. Information we collect
Information you provide. This includes account details, contact information, billing details, and any content you submit through our website or support channels.
Patient or clinical data submitted by clinics. Our services may process appointment details, referral information, and other health-related information provided by clinics on behalf of patients. Health information is treated as sensitive information under Australian privacy law.
Usage and device data. We collect log data, device identifiers, IP addresses, and usage analytics to operate, secure, and improve our services.
AI feature data. If AI Features are enabled, we process inputs you provide (such as form entries or referral text), related usage data, and AI outputs to provide the features.
Cookies and similar technologies. We use cookies and similar tools to remember preferences, measure performance, and improve the user experience.
3. How we use information
We use personal information to provide and support the services, process payments, communicate with you, improve features, secure our systems, and comply with legal obligations.
3A. AI features
QUBS offers optional AI-assisted features (such as report drafting, patient forms, online bookings assistance, and referral data extraction). If enabled by a clinic, we process the information provided to generate AI outputs.
We do not send patient health information to third-party AI vendors unless a clinic explicitly enables such processing and appropriate safeguards are in place. If a clinic enables AI Features, we may use that clinic's data to improve AI Features consistent with this Privacy Policy and applicable law. Where feasible, we use de-identified or aggregated data.
Clinics can disable AI Features in their account settings or by contacting us.
4. How we share information
We may share information with service providers who help us operate the services (e.g., hosting, analytics, payment processing), with clinics as part of delivering the services, and with integrations you enable. We may also disclose information to comply with law, protect our rights, or in connection with a business transfer.
5. Security
We maintain reasonable administrative, technical, and organizational safeguards to protect personal information. No security measure is perfect, so we cannot guarantee absolute security.
6. Data retention
We retain personal information as long as needed to provide the services, meet legal obligations, resolve disputes, and enforce agreements. Clinics control retention of patient data stored in the service.
7. Overseas disclosures
We store and process personal information primarily in Australia. Some service providers we use to deliver our website and services may be located overseas or host infrastructure overseas (for example, content delivery networks that serve site assets). As a result, limited personal information such as IP address and device data may be transferred overseas. Where this occurs, we take reasonable steps to ensure appropriate safeguards. We do not transfer patient health information overseas unless permitted by law and with appropriate safeguards.
8. Your rights and choices
You may request access to, correction of, or deletion of your personal information. If your information is held by a clinic using QUBS, please contact that clinic directly. You can opt out of marketing communications at any time.
If your clinic has enabled AI Features, you may request that the clinic disable AI Features.
If you have a complaint about how we handle personal information, please contact us first and we will work to resolve it. If you are not satisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).
9. Cookies
Most browsers let you remove or reject cookies. If you do, some site features may not function properly.
10. Children's privacy
Our services are not intended for children, and we do not knowingly collect personal information directly from children.
11. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version and revise the "Last updated" date above.
12. Contact us
For privacy questions or requests, contact us via our Contact Us page or email [email protected].
