Care Train — Privacy Policy

Effective date: [Insert date] Last updated: [Insert date]

Important — please read. This document is a plain-language template prepared to help Care Train get started. It is not legal advice. Before you publish it, have it reviewed by a qualified Australian privacy lawyer and tailored to how Care Train actually handles data (including your payment processor, hosting locations, and analytics tools). Replace every [bracketed placeholder] with real details.

1. About this policy

Care Train ("Care Train", "we", "us", "our") operates an online marketplace at [website URL] where people discover, list, and book healthcare events, conferences, CPD sessions and workforce training across Australia (the "Platform").

We are committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains what personal information we collect, why, how we use and disclose it, and how you can access, correct, or complain about our handling of it.

By using the Platform you agree to the collection and use of information in line with this policy.

Who we are: [Legal entity name and ABN], of [registered address].

2. What personal information we collect

Depending on how you use the Platform, we may collect:

  • Account information — name, email address, password, and (optionally) your role or

profession (e.g. registered nurse, support worker).

  • Organiser information — business name, ABN, contact details, and the payout/bank or

payment-account details needed to pay you (handled via our payment processor).

  • Employer / manager information — organisation details and the staff members you

invite or enrol.

  • Booking and attendance information — the events you register for, ticket types,

attendance status, and CPD records and certificates generated for you.

  • Payment information — for paid bookings, card and billing details are collected and

processed by our third-party payment processor ([e.g. Stripe]); we do not store full card numbers ourselves.

  • Communications — messages, enquiries, reviews, and support requests you send us.
  • Marketing preferences — including if you subscribe to event updates via our website.
  • Technical and usage information — IP address, device and browser type, pages viewed,

and similar analytics data collected automatically (see Cookies below).

We only collect sensitive information (as defined in the Privacy Act) where you provide it to us and it is reasonably necessary — for example, if an event's CPD record relates to your professional registration. We do not require you to disclose health information about yourself to use the Platform.

3. How we collect personal information

We collect personal information:

  • Directly from you — when you create an account, list an event, make a booking,

subscribe to updates, or contact us.

  • Automatically — through cookies and analytics when you use the Platform.
  • From third parties — such as our payment processor (payment confirmations),

employers who enrol you, or organisers who add you to an attendee list.

  • From public and third-party event sources (aggregated listings) — where we compile

publicly available information about healthcare events from external sources (for example event-ticketing platforms, professional bodies, training providers and public web pages) to help populate the Platform. This may include an organiser's business name and public contact details. See section 8.

If you provide us with personal information about another person (for example, a colleague you are booking on behalf of), you must ensure you are authorised to do so and that they are aware of this policy.

4. Why we collect, hold, use and disclose your information

We use personal information to:

  • create and manage your account and verify your identity;
  • publish and manage event listings;
  • process bookings, payments, refunds, and generate tax invoices;
  • record attendance and issue CPD records and certificates;
  • enable employers/managers to enrol and track their teams;
  • provide customer support and respond to enquiries;
  • send transactional messages (booking confirmations, reminders, receipts);
  • send marketing and event updates where you have opted in (see section 6);
  • maintain the security and integrity of the Platform and prevent fraud or misuse;
  • comply with our legal obligations; and
  • improve and analyse the Platform.

We handle personal information only for these purposes, for related purposes you would reasonably expect, or where you have consented or we are otherwise permitted by law.

5. Who we disclose personal information to

We may disclose your personal information to:

  • Event organisers — when you register for their event, so they can manage your

attendance, check-in, and any CPD records (organisers must handle your information in line with their own privacy obligations).

  • Employers / managers — where they have enrolled you or booked you onto an event,

we may share your registration and completion status with them.

  • Payment processors — to process paid bookings and organiser payouts.
  • Service providers — hosting, email delivery, analytics, and customer-support tools

who process data on our behalf under confidentiality obligations.

  • Professional or regulatory bodies — only where you direct us to, for example to

share a CPD record.

  • Legal and safety — where required or authorised by law, to enforce our Terms, or to

protect the rights, safety, or property of Care Train, our users, or the public.

  • Business transfers — a purchaser or successor in the event of a sale, merger, or

restructure of our business.

We do not sell your personal information.

6. Direct marketing and email updates

If you subscribe to event updates or opt in during sign-up, we may send you marketing communications about relevant events and training. Every marketing message includes an easy way to unsubscribe, and we handle marketing in accordance with the Spam Act 2003 (Cth). You can opt out at any time by using the unsubscribe link or contacting us at [privacy email]. Opting out of marketing will not stop essential transactional messages (such as booking confirmations and receipts).

7. Cookies and analytics

The Platform uses cookies and similar technologies to keep you signed in, remember your preferences, and understand how the Platform is used. We may use analytics providers such as [e.g. Google Analytics] to help us improve the service. You can control cookies through your browser settings, though some features may not work correctly if you disable them.

8. Aggregated and third-party listing information

To help build a useful directory of healthcare events, Care Train may include aggregated listings compiled from publicly available third-party sources. In relation to these listings:

  • We may collect and display factual event details (such as title, organiser name, date,

venue, price, and CPD information) and a link back to the original source.

  • Where an organiser's public business contact details are included, we handle them in

accordance with this policy and applicable law.

  • Aggregated listings are drawn from external sources and may be incomplete or out of date.

We provide tools for an organiser to claim, correct, or request removal of a listing about their event — contact us at [privacy email].

  • We aim to rely on official APIs, feeds, and permitted public information, and to respect

the terms of the sources we use.

For how aggregated listings are treated under our service terms (including accuracy disclaimers), see the Care Train Terms and Conditions.

9. Overseas disclosure

Some of our service providers (for example cloud hosting, payment processing, or email delivery) may store or process data outside Australia, including in [insert countries, e.g. the United States and the European Union]. Where we disclose personal information overseas, we take reasonable steps to ensure it is handled consistently with the APPs.

10. Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure — including access controls, encryption in transit, and using reputable service providers. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Retention of information

We keep personal information only for as long as necessary for the purposes described in this policy, or as required by law (for example, tax and financial records must be kept for a minimum period). CPD and attendance records may be retained so they remain available in your portfolio. When information is no longer needed, we take reasonable steps to destroy or de-identify it.

12. Accessing and correcting your information

You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, or incomplete, by contacting us at [privacy email]. We will respond within a reasonable time and in accordance with the APPs. In limited circumstances we may decline a request (for example where the law permits or requires us to), and we will explain why.

You can update most account information directly through your Care Train account settings.

13. Complaints

If you believe we have breached the Australian Privacy Principles or mishandled your personal information, please contact our Privacy Officer at [privacy email] with details of your concern. We will investigate and respond within a reasonable time (generally within 30 days).

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au or 1300 363 992.

14. Children

The Platform is intended for use by adults (18+) and by professionals in the care sector. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can remove it.

15. Changes to this policy

We may update this policy from time to time. The current version will always be available on the Platform, and we will indicate the "Last updated" date above. Significant changes may be notified to you by email or a notice on the Platform.

16. Contact us

Privacy Officer — Care Train Email: [privacy email] Post: [postal address] ABN: [ABN]

This template references the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the Spam Act 2003 (Cth). It must be reviewed by a qualified legal professional before use.