Privacy Policy

Last Updated: November 2026

Welcome to ClarivoIQ. This Privacy Policy explains how ClarivoIQ ("we," "us," or "our") collects, uses, discloses, and protects your personal information when you use the ClarivoIQ platform and services (the "Service").

We are committed to protecting your privacy and complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Information We Collect

We collect personal information that is reasonably necessary for us to provide you with the Service. This includes:

• Account Information: Name, email address, password (stored as a secure hash), and professional credentials.
• Profile & Role Data: Your role (e.g., Nurse, Manager, Educator), unit assignments, and organisational affiliations.
• Educational & Assessment Data: Scenarios completed, AI-generated debriefs, capability passports, CPD records, and competency data.
• Technical & Usage Data: IP address, device type, browser information, and activity logs.
• Book Purchases: If you buy our ebook, your email address and order details. Payments are processed by Stripe — we never see or store your card details.
• Free Book Sample: If you ask us to email you the free sample of our book, your email address and the date you asked.

Automated checks. To help you keep patient information out, the Service checks what you write for things that could identify someone, such as names, health or record numbers, dates of birth and contact details. It warns you before you save, asks you to confirm before saving text that contains a number or date of birth, and replaces anything it flags with a placeholder before your text is sent to our AI providers. For journal entries, we keep a record of the type of item flagged and whether you confirmed it, but not the flagged text itself. These checks are a safeguard, not a guarantee. They can miss identifying information, and keeping patient information out of the Service remains your responsibility.

2. How We Collect Information

We collect personal information:

• Directly from you when you register, complete your profile, or interact with scenarios.
• From your Organisation if your account is provisioned by your employer or educational institution via Single Sign-On (SSO) or administrative invite.
• Automatically through cookies and system logs as you navigate the platform.
• Through usage and performance measurement using Vercel Web Analytics and Speed Insights, which record which pages are visited, key actions such as starting a sign-up, page load speed, and general device, browser and country information. These tools don’t use cookies or identify you personally. Before anything is sent, we remove record numbers from page addresses and strip everything else in the address except campaign tags (such as utm_source).

3. How We Use Your Information

We use your personal information to:

• Provide, operate, and maintain the Service.
• Generate educational insights, capability passports, and AI-driven debriefs.
• Manage user authentication and strict role-based access control.
• Communicate with you regarding updates, support, and administrative matters.
• Send you the free book sample you request, followed by up to three short emails about the book. Every email includes an unsubscribe link, and the follow-ups stop as soon as you unsubscribe or buy the book.
• Improve our AI models and educational content (using aggregated and de-identified data only).

4. AI and Automated Processing

ClarivoIQ uses Artificial Intelligence (AI) to generate scenarios and debriefs.

• Your prompts and interactions with the AI are processed to deliver educational feedback.
• We do not use your personal information to train third-party foundational AI models.
• Before your text is sent to our AI providers, anything our automated checks flag as possibly identifying someone (such as a name or patient number) is replaced with a placeholder. The checks can miss things, so don’t rely on them to remove patient information.
• AI interactions are subject to strict tenant isolation to prevent data leakage.

5. Disclosure of Your Information

We may disclose your personal information:

• To Your Organisation: If you use an Organisational Account, your managers, clinical educators, and administrators may view your assessment data, capability passport, and CPD records. (Note: Data in a strictly Personal Account remains private to you).
• To Service Providers: Such as our cloud hosting providers (Supabase, and Vercel, which also provides our website analytics), AI infrastructure partners (Anthropic), payment processor (Stripe) and email delivery provider (Resend), who are contractually bound to safeguard your data.
• For Legal Reasons: If required or authorised by Australian law, or to protect our rights and safety.

We do not sell your personal information to third parties.

6. Data Storage and Security

• Location: Your data is securely hosted in Australia (ap-southeast-2 region) to ensure data sovereignty.
• Security Measures: We use industry-standard security measures including encryption in transit (TLS) and encryption at rest. We implement strict Row-Level Security (RLS) to ensure tenant isolation.
• Data Retention: We retain your educational and capability data for a standard period of 7 years to support your ongoing professional development and compliance requirements, after which it will be securely deleted or anonymised unless otherwise requested by you or required by law.
• You can delete your account yourself in your account settings. We lock it straight away and permanently delete your personal data after 14 days, during which you can log in to restore it. An organisation you work with keeps its own training records with your name removed, we keep payment records as required for tax, and backups clear on their normal cycle.
• Book sample emails: if you asked for the free book sample, we keep your email address after you unsubscribe so we can make sure you don’t receive further emails. You can ask us to delete it entirely at any time.

7. Access and Correction

Under the APPs, you have the right to request access to the personal information we hold about you and to request corrections if you believe it is inaccurate, incomplete, or out-of-date. You can update most of your profile information directly within the platform. For other requests, please contact us.

8. Complaints

If you believe we have breached the APPs or this Privacy Policy, please contact us. We will investigate your complaint and respond within a reasonable timeframe (usually 30 days). If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

9. Changes to this Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the updated policy on our platform or via email.