Privacy Policy

We collect information you voluntarily provide, as well as certain data automatically when you use our platform:

• Account Information: When you create an account, we collect your name, email address, and password.
• Quote Details: When you upload a dental or medical quote, we extract procedure names, codes, prices, and clinic details to provide our matching service.
• Contact Information: Phone number and email you provide for clinic contact and notifications.
• Location Data: Your suburb, postcode, or precise location (if you grant permission) to find clinics near you.
• Usage Data: Pages visited, features used, referral source, and device information collected via cookies and analytics tools.
• Payment Information: When clinics subscribe, payment details are processed and stored by Stripe, Inc. We do not store full credit card numbers on our servers.

We use your information for the following purposes:

• To match your treatment quote with suitable clinics in your area.
• To send you notifications about new matches, savings opportunities, and account updates.
• To improve our platform through analytics and usage analysis.
• To process clinic subscription payments through Stripe.
• To comply with legal obligations and enforce our Terms of Service.

We only share your data with third parties where necessary to provide our service:

• Clinics: When you request a match, we share your quote details, location, and contact information with participating clinics so they can provide you with a quote or offer.
• Stripe:Payment processing for clinic subscriptions is handled by Stripe, Inc. Your payment data is subject to Stripe's privacy policy.
• Service Providers: We use third-party services for hosting (Vercel / Supabase), email (Resend), analytics, and AI processing. These providers are contractually bound to protect your data.
• Legal Compliance: We may disclose information if required by law or to protect our rights, property, or safety.

We never sell your personal information to third parties for their marketing purposes.

We retain your personal data only as long as necessary to fulfil the purposes described in this policy:

• Account data is retained for the duration of your account plus 12 months after deletion for legal compliance.
• Quote data and associated match results are retained for 3 years to improve our matching algorithms.
• Analytics data is retained in aggregated form indefinitely; individual-level data is retained for 26 months.
• Payment records are retained as required by Australian tax law (7 years).

Under the Australian Privacy Act 1988 (Cth), you have the following rights regarding your personal information:

• Access: You may request a copy of the personal information we hold about you.
• Correction: You may ask us to correct any inaccurate or incomplete information.
• Deletion: You may request deletion of your account and associated data, subject to legal retention requirements.
• Opt-Out: You may opt out of marketing emails at any time by clicking the unsubscribe link in any email or contacting us directly.
• Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, please contact us at the email below. We will respond within 30 days as required by the Privacy Act.

We use cookies and similar tracking technologies to improve your experience and analyse platform usage:

• Essential Cookies: Required for platform functionality, including authentication and session management.
• Analytics Cookies: We use first-party and third-party analytics (e.g., Google Analytics) to understand how our platform is used and improve it.
• Preference Cookies: Remember your settings and preferences.

You can control cookie settings through your browser preferences. Disabling certain cookies may affect platform functionality.

We implement appropriate technical and organisational measures to protect your personal information, including:

• Encryption in transit (TLS 1.3) and at rest (AES-256).
• Access controls and authentication for all databases and administrative functions.
• Regular security audits and vulnerability assessments.
• Staff training on data protection and privacy obligations.

While we take reasonable precautions, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

FreeCare complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This includes:

• APP 1 — Open and transparent management of personal information.
• APP 3 — Collection of solicited personal information.
• APP 5 — Notification of collection of personal information.
• APP 6 — Use or disclosure of personal information.
• APP 7 — Direct marketing.
• APP 8 — Cross-border disclosure of personal information.
• APP 11 — Security of personal information.

If you believe we have breached the Privacy Act, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

Your data may be processed on servers located in Australia, the United States, and other jurisdictions where our service providers operate. Where data is transferred outside Australia, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses) to protect your information in accordance with Australian privacy law.

We may update this Privacy Policy from time to time. Material changes will be notified via email or by a notice on our platform. The “Last updated” date at the top of this page indicates when the policy was last revised.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: privacy@freecare.com.au
• Post: FreeCare Pty Ltd, PO Box 123, Sydney NSW 2000, Australia
• Complaints: If you are unsatisfied with our response, you may lodge a complaint with the OAIC at oaic.gov.au