This Privacy Policy of WAIT ONCE Pty Ltd ACN 674 857 071 (us, we or our) sets out how we treat the Personal Information that we collect, use and disclose and our procedures regarding the handling of Personal Information and/or Sensitive Information, including the collection, use, disclosure and storage of information, as well as the right of individuals to access and correct that information.
We operate the web platform WaitOnce (Platform) at the domain name https://waitonce.com.au, which enable clients (Clients) and allied health practices (Health Practitioners) (collectively, users, you or your), to access cancelled appointments, increase visibility, and streamline the booking process (Services).
We are responsible for the management of Personal Information and/or Sensitive Information collected through the Platform.
Health Practitioners may separately collect or generate personal information (such as medical records or clinical notes) as part of their professional practice. In these instances, they may be APP entities in their own right and responsible for managing access or correction requests relating to that data.
If you are unsure whether your request relates to information held by WAIT ONCE or by a Health Practitioners, please contact our Privacy Officer for guidance.
From time to time, we may revise or update this Privacy Policy or our information handling practices. If we do so, the revised Privacy Policy will be published on our Platform.
We may collect Personal Information and/or Sensitive Information to conduct our business, to provide and market our services and to meet our legal obligations. By using our Platform or our services, or by providing any Personal Information and/or Sensitive Information to us, you consent to the collection, use and disclosure of your Personal Information and/or Sensitive Information as set out in this Privacy Policy.
The Privacy Act 1998 (Cth) (Privacy Act) defines types of information, including Personal Information and Sensitive Information.
Personal Information means information or an opinion about an identified individual or an individual who is reasonably identifiable:
If the information does not disclose your identity or enable your identity to be ascertained, it will in most cases not be classified as "Personal Information" and will not be subject to this privacy policy.
Sensitive Information is defined in the Privacy Act as including information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
Sensitive Information will be used by us only:
The types of Personal Information we may collect and hold includes (but is not limited to) personal information about:
The types of Sensitive Information we may collect and hold includes (but is not limited to) Sensitive Information about:
You are not obliged to provide Personal Information or Sensitive Information to us. However, in many cases, if you do not provide us with the necessary information, we may not be able to supply the relevant functionality of the Platform or our services effectively.
In some circumstances, you may provide to us, and we may collect from you, Personal Information or Sensitive Information about a third party. Where you provide the Personal Information and/or Sensitive Information of a third party, you must ensure that the third party is aware of this Privacy Policy, understands it and agrees to accept it. If you are providing us with Personal and/or Sensitive Information on behalf of a person who is under the age of 18 that you are the parent or guardian of, you understand that you are consenting to this Privacy Policy on their behalf as their legal guardian.
If it is necessary to provide specific services to you, we may collect Sensitive Information about you. However, we will only collect Sensitive Information from you if you agree to provide it to us, you authorise us to obtain it from a third party or where the collection of the information is required or authorised by or under an Australian law or a Court/Tribunal order or otherwise where the collection is not prohibited under Australian law.
We collect Personal Information and Sensitive Information in the following ways:
While we limit the collection of Sensitive Information to what is necessary for our services, we may collect Sensitive Information as outlined above. When we collect Sensitive Information, we will always comply strictly with the Privacy Act and obtain your explicit consent unless otherwise permitted or required by law.
Information that may identify you as a user may be gathered during your access to the Platform.
The Platform may include pages that use "cookies". A cookie is a unique identification number that allows the server to identify and interact more effectively with your computer or device. The cookie assists us in identifying what our users find interesting on the Platform.
A cookie may be allocated each time you use the Platform. The cookie does not identify you as an individual in our data collection process; however, it does identify your internet service provider.
You can configure your access to the Platform to refuse cookies. If you do so, you may not be able to use all or part of the Platform.
We collect, hold, use and disclose Personal Information and Sensitive Information for a variety of business purposes including:
We use your information only for the purpose for which it was collected, or a related purpose you would reasonably expect. Otherwise, we will ask for consent or rely on another APP exception.
We also collect, hold, use and disclose your Personal Information to:
By using the Platform, you consent to the receipt of direct marketing material. If you do not wish to disclose your Personal Information for the purpose of direct marketing or you would like to opt-out of receiving direct marketing communications, you can do so by contacting us using the contact details set out below, or by following the instructions to unsubscribe which are contained in a communication that you receive from us.
We may use your Personal Information (but never Sensitive Information) to contact you about our services, updates, and promotions.
We may disclose your Personal Information to third parties who work with us in our business to promote, market or improve the services that we provide, including:
We use third-party payment service providers to process transactions securely. These providers may collect and store your payment details in accordance with their own privacy policies.
We may also combine your Personal Information with information available from other sources, including the entities mentioned above, to help us provide better services to you.
Where we do share information with third parties, we require that there are contracts in place that only allow use and disclosure of Personal Information to provide the service and that protect your Personal Information in accordance with Australian law. Otherwise, we will disclose Personal Information to others if you have given us permission, or if the disclosure relates to the main purpose for which we collected the information, and you would reasonably expect us to do so.
We store Personal Information and Sensitive Information in computer storage facilities and paper-based files.
We take reasonable steps to protect your Personal Information and Sensitive Information against loss, unauthorised access, use modification or disclosure. Some examples of the steps we take to protect your Personal Information and Sensitive Information include:
However, most of the Personal Information and Sensitive Information that is stored in our Client's records will be retained for a minimum of seven years to fulfil our record-keeping obligations.
The Australian Privacy Principles (APP):
Where you would like to obtain such access, please contact us in writing on the contact details set out at the bottom of this Privacy Policy.
We store, process, and retain your information only for as long as we need it for the purposes described in this Privacy Policy. When we no longer need your information, we take reasonable steps to destroy or de-identify it, unless we are required or authorised by law to retain your information for a longer period.
You have a right to request access to your Personal Information and Sensitive Information which we hold about you and to request its correction. You can make such a request by contacting us using the contact details set out in this policy.
We will respond to any such request for access as soon as reasonably practicable. Where access is to be given, we will provide you with a copy or details of your Personal Information and Sensitive Information in the manner requested by you where it is reasonable and practicable to do so.
We will not charge you a fee for making a request to access your Personal Information and Sensitive Information. However, we may charge you a reasonable fee for giving you access to your information.
In some cases, we may refuse to give you access to the information you have requested or only give you access to certain information. If we do this, we will provide you with a written statement setting out our reasons for refusal, except where it would be unreasonable to do so.
We will take such steps (if any) as are reasonable in the circumstances to make sure that the information we collect, use or disclose is accurate, complete, up to date and relevant.
If you believe the information that we hold about you is inaccurate, irrelevant, out of date or incomplete, you can ask us to update or correct it. To do so, please contact us using the contact details listed below.
If you have any questions about this Privacy Policy, if you wish to correct or update information we hold about you or if you wish to request access or correction of your Personal Information or make a complaint about a breach by us of our privacy obligations (including the way we have collected, disclosed or used your Personal Information and Sensitive Information), please contact:
Attention: Privacy Officer
Email: admin@waitonce.com.au
We will acknowledge and investigate any complaint about the way we manage information as soon as practicable. We will take reasonable steps to remedy any failure to comply with our privacy obligations. If we agree that your complaint is well founded, we will, in consultation with you, take appropriate steps to rectify the problem. We will take reasonable steps to remedy any failure to comply with our privacy obligations. If you remain dissatisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner (OAIC).