HearSoft Pty Ltd is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information. We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information. A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.aoic.gov.au

What is Personal Information and why

do we collect it?

Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect include: names, addresses, email addresses, phone numbers and ABN numbers. This Personal Information is obtained when purchasing software licences. We don’t guarantee website links or policy of authorised third parties. We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We never use your Personal Information for secondary purposes. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing, by email of by telephone. When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

Sensitive Information

Sensitive information is defined in the Privacy Act to include 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. We do not collect sensitive information.

Third Parties

We will collect your Personal Information only from you; we do not collect information from third parties.

Disclosure of Personal Information

Your Personal Information may be disclosed in a number of circumstances including the following: • Third parties where you consent to the use or disclosure; and • Where required or authorised by law.

Security of Personal Information

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorized access, modification or disclosure. When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

Access to your Personal Information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing. HearSoft Pty Ltd will not charge any fee for your access request, or for providing a copy of your Personal Information. In order to protect your Personal Information we may require identification from you before releasing the requested information.

Maintaining the Quality of your Personal

Information

It is an important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

HearAid Email and Calendar Privacy

Statement

This statement applies to HearAid, the hearing aid practice management software published by HearSoft Pty Ltd, when a practice chooses to connect it to a Google Account or a Microsoft account. It explains what HearAid asks those accounts for, what it does with what it receives, and where that information is kept. WHAT HEARAID ASKS FOR Connecting an account is optional, and a practice that does not connect one loses no other part of HearAid. When a practice does connect one, HearAid asks for two things only: permission to send email, and permission to read a calendar. From a Google Account: • https://www.googleapis.com/auth/gmail.send - send email on your behalf. This permission does not allow HearAid to read your mailbox. • https://www.googleapis.com/auth/calendar.readonly - see the events in your calendars. From a Microsoft account: • Mail.Send - send email on your behalf. This permission does not allow HearAid to read your mailbox. • Calendars.Read - see the events in your calendars. WHAT HEARAID DOES WITH IT Sending email: HearAid sends only messages your practice has composed or approved within HearAid itself -- an appointment reminder, a letter or mail merge together with its PDF attachment, a clinical note, or a data export you have asked it to send. HearAid records the date, the recipient's address and the subject of each message it sends. That record is kept in your practice's own database, so that you have an account of what was sent. Reading calendar events: HearAid reads events from the calendars you have connected and records them in your practice's own database, so that they can be seen alongside your own appointments. This is one way and read only: HearAid does not create, alter or delete anything in your Google or Microsoft calendar. WHAT HEARAID DOES NOT DO • It does not read, search or download your email. The permission it asks for allows sending only. • It does not use this information for advertising, or to build a profile of anybody. • It does not sell, rent, or otherwise transfer this information to anyone. • It does not use this information to develop, train or improve machine learning or artificial intelligence models. • No person at HearSoft Pty Ltd reads your email or your calendar. WHERE THE INFORMATION IS KEPT HearAid runs on your own computers, against a database held on your own premises. HearSoft Pty Ltd does not operate a server that this information passes through, and none of it is sent to HearSoft Pty Ltd or to any other party. The authorisation that permits HearAid to send on your behalf is stored on the individual workstation that was authorised, encrypted by Windows so that only the Windows user who granted it can make use of it. It is not held in your database, and it cannot be copied to another computer -- which is why each workstation is authorised separately. Everything else described above; the record of messages sent, and the calendar events read is held in your practice's own database, and is retained and disposed of on the same terms as the rest of the information in it. Communication between HearAid and Google or Microsoft is encrypted in transit using TLS. LIMITED USE OF GOOGLE USER DATA HearAid's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. HearAid applies the same restrictions to information received from Microsoft. TURNING IT OFF You can disconnect an account from within HearAid, in System Settings under Email, which removes the stored authorisation from that workstation. You can also withdraw HearAid's access from the account itself at any time: • a Google Account, at myaccount.google.com/permissions • a personal Microsoft account, at account.live.com/consent/Manage • a work or school Microsoft account, at myapplications.microsoft.com, or through your administrator Any of these will stop HearAid sending mail or reading calendar events. None of them removes information already recorded in your own database.

Policy Updates

This Policy may change from time to time and is available on our website.

Privacy Policy Complaints and Enquiries

If you have any queries or complaints about our Privacy Policy please contact us at: P.O. Box 40, Byrneside 3617 support@hearsoft.com.au +61 4185 7915 Last updated 23 September 2026