Privacy policy

Who we are

ooptify is operated by OOPTIFY PTY LTD, owned by OOPTIFY HOLDINGS PTY LTD, based in Melbourne, Australia. This policy covers this website (www.ooptify.com), the ooptify application (app.ooptify.com) and the sandbox environment (training.ooptify.com).

Information we collect on this website

We only collect personal information you choose to give us through this site’s forms: your name, practice name, email address, phone number, your enquiry, and — if you request a savings review — the cost figures you entered into the calculator. Browsing the site does not require an account and we do not use advertising or analytics trackers (see the cookie policy).

Information we collect in the application

When a practice uses the ooptify application, we hold two kinds of personal information. First, account details for the people who sign in — names, email addresses and role assignments for practice staff. Second, the practice’s own records, which can include patient details, appointments, clinical records, prescriptions, orders and payment history.

Patient records are collected by each practice, not by us. The practice decides what to record and remains responsible for that information; ooptify stores and processes it on the practice’s behalf under the agreement we hold with each practice. We do not use patient data for our own purposes, and we never sell it.

How we use it

Website enquiries are used to respond to you, provide the savings review you asked for, and arrange sandbox access or onboarding if you want it. Every form includes an explicit consent checkbox, and we won’t add you to marketing lists you didn’t agree to. Application data is used solely to provide the product to your practice — running appointments, records, communications, claiming and reporting — and to support you when something needs investigating. We do not sell personal information.

Sharing and third parties

We share information only with the service providers needed to run the website and the application. The ooptify application is hosted on Vercel, and our database is hosted with Supabase — both established platforms with independently audited security programs (SOC 2). Practice data is stored in the country your practice operates in. We also use systems that deliver form submissions to our team and an error-monitoring service that alerts us to application problems. Where a practice enables an integration — for example Medicare and health-fund claiming, SMS reminders or marketing audience sync — the data needed for that feature is shared with that provider to deliver it. Where a provider processes limited data outside your country, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles.

Security and retention

All ooptify services are served over HTTPS, and application data — including patient records — is encrypted in transit and at rest. Practice data is stored in data centres located in the country the practice operates in — it doesn’t leave your country to sit on servers elsewhere. Access within a practice is controlled by staff access levels and customisable visibility, and changes to practice data are recorded in an audit log. Website enquiry details are kept only as long as needed to handle your enquiry and any follow-up you’ve asked for, then deleted. Practice data is retained for as long as the practice uses ooptify, and handled in line with the practice’s agreement when they leave.

Access, correction and complaints

You can ask us what personal information we hold about you, ask us to correct it, or ask us to delete it via our contact page. If you’re a patient of a practice that uses ooptify, your records are managed by that practice, so please contact the practice first — we’ll support them with whatever they need to help you. If you’re not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).

Changes to this policy

If our data practices change — for example, if we add analytics — we’ll update this page and the cookie policy before the change takes effect.