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Privacy policy

Your privacy is very important to us. Please read Hdstech’s privacy policy below to understand the ways in which we use and protect your personal information.

Hdstech Website Privacy Policy

HDS Tech (“we”, “us”, “our”) is committed to protecting personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, store, use and disclose personal information relating to:

  • Visitors to our website

  • Staff of aged care, healthcare and hospitality organisations (our clients)

  • Residents whose information is entered into HDS systems

  • Users of any HDS software modules (Dietary & Menu, Food Safety, Cleaning, Meals on Wheels, Labelling)

1. Types of Personal Information We Collect

 

1.1 Client, Staff and Website User Information

We may collect personal information about individuals who interact with HDS, including:

  • Full name

  • Job title and organisation

  • Contact details (email, phone, address)

  • Login credentials and account details

  • Support request and training records

  • Billing, invoicing and contract information

  • Information you provide when requesting demos, trials or support

  • Website analytics (IP address, browser type, visited pages)

1.2 Resident Information (Provided by Client Organisations)

As part of providing dietary, menu and hospitality management services, we may hold the following information about residents:

Personal Identifiers

  • Full name

  • Date of birth

  • Resident ID or internal facility identifier

  • Photo (if provided)

Dietary & Health-Related Information (Sensitive Information)

We may also collect limited health-related information necessary for safe food, nutrition and hospitality service planning, including:

  • Allergies and food intolerances

  • Texture modifications

  • Special dietary requirements (e.g., diabetes, coeliac, renal, high-energy)

  • Cultural, lifestyle or religious dietary preferences

  • Meal choices and preferences

  • Notes relevant to meal safety or dietary requirements

This information is classified as sensitive information under the Privacy Act.

We receive resident information from the client organisation, not from residents directly.
We rely on the client organisation to ensure they have authority or consent to provide such information.

2. How We Collect Information

We collect personal information when:

  • You submit forms on our website

  • You contact us by phone, email or online

  • You register or are provided an account for HDS software

  • You participate in training, demos or onboarding

  • Our client organisation enters resident or staff information into our software

  • Via third party integrations (e.g. clinical system) authorised and approved by our client organisation

  • System activity and access logs are automatically recorded

We collect resident dietary and health-related information only when required to provide our services.

3. Why We Collect and Use Personal Information

We use personal information to:

For Clients and Staff

  • Provide access to HDS software systems

  • Manage user accounts, permissions and support needs

  • Deliver onboarding, training and implementation services

  • Manage billing, invoicing and administration

  • Communicate system updates, changes or planned maintenance

  • Respond to enquiries and provide technical support

  • Improve or enhance our services and products

For Residents / Client Organisation

We use resident information only to:

  • Generate accurate dietary profiles

  • Build personalised meal plans

  • Ensure safety through allergen, intolerance and medical dietary controls

  • Support menu selections aligned with resident needs

  • Provide operational reports to aged care and healthcare staff (our client and or their authorised and approved third part software supplier only)

  • Maintain compliance with food safety and aged-care standards

We do not use resident data for marketing, data analytics outside the service scope, or unrelated commercial purposes.

4. Sensitive Information Handling

Where we hold sensitive information (such as allergies, nutrition notes or texture requirements), we ensure additional protections are in place.

Sensitive information is only collected when:

  • It is reasonably necessary for service delivery; and

  • It has been lawfully provided by the client organisation

Sensitive data is not disclosed except:

  • To authorised staff of the client organisation

  • To approved integrations (at the client’s direction)

  • When required by law

5. Storage and Security of Information

We take reasonable steps to protect all personal information we hold against:

  • Misuse, interference or loss

  • Unauthorised access, modification or disclosure

Security measures include:

  • Encrypted data transmission (HTTPS)

  • Encrypted storage

  • Access controls and authentication

  • Role-based permissions

  • Server and database security monitoring

  • Regular backups and disaster recovery procedures

  • Audit logs

Where third-party providers are used, we ensure they apply security standards consistent with the APPs.

6. Disclosure of Personal Information

We may disclose information to:

  • Hosting and infrastructure service providers

  • Integration partners (e.g., clinical systems), when requested by the client

  • IT support contractors assisting with service delivery

  • Regulatory or legal authorities where required

We do not sell or rent personal information for advertising or commercial gain.

Overseas Disclosure

Some service providers may store or process data overseas.
Where this occurs, we take reasonable steps to ensure compliance with APP 8 regarding cross-border disclosure.

7. Access, Correction and Complaints

Individuals (residents, staff or clients) may request:

  • Access to personal information we hold

  • Correction of inaccurate or incomplete information

Residents should generally make requests through their facility.

If you have a privacy concern or complaint, contact us using the details below.
We will respond promptly and in accordance with the Australian Privacy Principles.

8. Data Retention and Deletion

We retain personal information only for as long as required for:

  • Service delivery

  • Contractual obligations

  • Legal or regulatory requirements

When data is no longer required, we take reasonable steps to:

  • Destroy it securely; or

  • De-identify it; or

  • Return it to the client organisation on request

At contract termination, a facility may request:

  • Secure data deletion

  • Data export

  • Transfer to another service provider

9. Website Usage and Cookies

Our website may automatically collect:

  • IP address

  • Device and browser information

  • Pages visited

  • Time spent on each page

This information is used to improve user experience and is not linked to resident data.

10. Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect operational or legal changes.
The latest version will always be available at:
https://www.hdstech.com.au/privacy-policy/

11. Contact Us

For access requests, corrections, complaints or more information:

HDS Tech
PO BOX 3151, Nunawading VIC 3131
Email: info@hdstech.com.au
Phone: 1300 100 437
Website: www.hdstech.com.au