Policies, privacy & terms

Privacy policy

Care Resource Management Pty Ltd (ABN 60 701 831 889) provides MyCarerHub. This policy covers our website, tester portal, support and current Windows beta. It does not describe a future agency-hosted or household-server product.

1. What stays on your computer

The Windows beta stores the care records, contacts, documents and selected emails you save in its local encrypted workspace. They are not automatically uploaded to the tester portal. Backups are files you choose where to store. A cloud backup location you select, email you send, a report you share, or information you send to support can leave your computer.

Use fictional care information only during this beta. Account details must still be accurate enough to manage access. Do not enter real children’s information or send it in feedback. Using invented names alone does not make a real case anonymous.

2. Information we collect

• Accounts and applications: email address, preferred name, user/account identifiers, email-verification and authentication records, tester application, decision and trial status, and terms acknowledgement information.
• Access and security: an app-generated installation identifier, device-registration/check times, trial permissions, session information and security events. Online infrastructure can process IP addresses, request times and browser/device information.
• Support and feedback: messages, contact details, release information, error descriptions and any attachments you choose to send. Please remove personal care information and secrets before sharing.
• Service emails: destination address, message content and sending/delivery-status information for verification, recovery, applications and access decisions.

Website passwords and authenticator information are processed by the authentication service. The desktop unlock password and backup recovery code have separate local purposes. We do not ask you to email passwords, authenticator codes or recovery codes.

3. Why we use it

We use account and operational information to create and secure accounts, assess applications, administer the trial, communicate access decisions, diagnose problems, respond to requests and improve MyCarerHub. We do not sell your personal information. We do not use saved Gmail content for advertising or general AI-model training. Feedback may inform product improvements; publishing your identity, quote or testimonial requires separate permission.

Necessary account and security messages are separate from optional marketing. We will seek appropriate permission for marketing and provide a way to unsubscribe. Withdrawing marketing permission does not disable essential account messages.

4. Who receives information

Access is limited to authorised personnel and service providers needed for the purpose. Current services include Supabase for authentication and trial records, Cloudflare for the account/recovery service, Resend for transactional notifications, and website hosting and email providers for the website and support mailbox. Google processes Gmail connections and correspondence when you choose that feature. We may disclose information where required or authorised by law, or as reasonably necessary to address a security incident or legal claim, subject to applicable law.

We do not claim that all online information remains in Australia. A selected Australian database region does not cover every supplier’s logs, support or processing. Supplier processing may involve the United States, Singapore and European locations, as well as other locations used by their services. The complete deployment-specific country list is still being checked. Contact us before providing information if location is important to your decision.

5. Cookies, sessions and connected services

The website and portal use browser storage or cookies to maintain sessions and security. Blocking necessary storage can prevent sign-in. Hosting and content-delivery services can receive technical request information. The website’s full cookie and analytics inventory is still under review; this policy does not represent that the website is tracking-free. Gmail is optional and has its own connection notice.

6. Security and retention

The prepared Windows beta uses encrypted local storage, a desktop unlock password and inactivity locking. Account authentication and trial checks use separate online services. No system or backup is risk-free. Protect your computer, credentials and recovery code, keep checked backups, and review recipients before sharing.

We retain company-held information only while reasonably needed for its stated purpose, security, handling a complaint or meeting legal obligations. We assess deletion or de-identification when that need ends, including copies held by suppliers. Some information may remain in protected backups until their retention cycle ends, or under a legal hold. We do not promise immediate deletion from every backup. The operational retention schedule is being finalised; ask us about your particular records.

Closing your website account does not delete the workspace, exported files, emails already sent, or backups on your devices/cloud storage. Uninstalling is not a guarantee of secure deletion. Before deleting anything, consider any applicable agency, legal or records-preservation obligations. This beta is not authorised for real care records.

7. Access, correction and deletion requests

Email admin@managingcare.com.au with “Privacy request” in the subject. Tell us which account and information are involved. We may need proportionate identity verification; never send a password or recovery code. We will explain what we can provide, correct or delete and any lawful reason for refusal. We cannot retrieve local records we do not hold. You can ask about our handling without creating a tester account, although we need a usable email/account to administer testing.

8. Complaints and updates

Use the complaints process below. Where applicable, you may also contact the Office of the Australian Information Commissioner. We will date material policy updates and take reasonable steps to notify affected users. This policy does not grant blanket consent to new uses of sensitive information.

Privacy collection notices

Account creation and tester applications

Care Resource Management Pty Ltd collects your email address, preferred name, authentication and application information to create and secure your account, assess your application, manage trial access and send related messages. Providing this is voluntary, but without the required information we cannot provide an account or assess testing access. This is a service requirement, not a statement that the law requires you to apply.

Authorised administrators and our authentication, hosting and notification providers process relevant information. Overseas processing may occur as explained in the Privacy policy. That policy also explains access, correction and complaints. Do not include real children’s information. Contact: admin@managingcare.com.au.

Desktop trial sign-in

When you sign in or check access, the desktop app sends authentication information and an app-generated installation identifier to the account service to verify your trial and register/check the installation. This access check does not upload your care workspace. Without a valid editing permission, the beta can enter read-only mode.

Support, screenshots and feedback

We collect the contact details, problem description, app release and attachments you send so we can investigate, reply and improve the product. Please use fictional examples and remove care information, passwords, codes and tokens. We may need limited diagnostic information, but will explain the request. Support information may be processed by our email/service providers, including overseas. If you prefer not to provide an attachment, describe the issue in words first.

These notices explain collection; they are not an agreement to marketing or unrestricted access to your records.

Beta tester agreement

Version: beta-2026-10-31-v1. This agreement is between Care Resource Management Pty Ltd and an individual accepted into the MyCarerHub Windows beta. It should be presented for express acceptance before testing under this version; publication alone does not retrospectively replace an agreement you already accepted.

1. Purpose and access

The beta is an evaluation of unfinished software using fictional information. It is not an operational care-record service. Apply using your own account and keep sign-in details private. Approval is discretionary and depends on the available test release. The current standard trial is 14 days from administrator approval; your portal shows the applicable status and end date. Ask us if approval starts before the installer is available. Any extension will be confirmed separately.

2. Free participation

Beta participation is free. It does not automatically convert to a paid subscription, and we do not charge you for a later subscription without a separate explicit purchase. Your own computer, internet and optional storage/email costs remain yours. Participation does not promise a future free product or a particular release date.

3. What you agree to do

• Use only fictional care records, documents and correspondence; do not use the beta for real decisions, emergencies, medication instructions or mandatory recordkeeping.
• Use the supplied release and follow its instructions. Do not share account access or distribute the installer to unapproved testers.
• Keep backups and recovery details safe, check saved results, and report faults using sanitised examples.
• Only connect an email account you are authorised to use. Review permissions and recipients; a test send is a real email.
• Do not upload malware, deliberately attack services or access another person’s records. Report suspected vulnerabilities privately.

4. Limitations and support

Features may be incomplete, unavailable or change during testing; errors and data loss are possible. Live Gmail, native installation and some usability checks may remain outstanding for a prepared release. We will explain relevant release limitations. MyCarerHub does not provide medical, legal or child-protection decisions, and saving a record does not notify an agency or submit a claim. Contact admin@managingcare.com.au for privacy/security concerns, or the normal support channel for general assistance.

5. Feedback

You retain ownership of your original feedback material. You give us a non-exclusive, royalty-free permission to use feedback to evaluate and improve MyCarerHub. This does not transfer ownership of your records or permit publishing your identity or testimonial without separate permission. Do not include material you are not entitled to share.

6. Ending the trial

You can stop participating at any time and ask to close your account. We may end or suspend testing for a genuine security risk, material misuse, a legal requirement, or the end of the beta. Where practicable we will explain the reason, give reasonable notice and provide an opportunity to raise an error. Immediate action may be needed to contain a security incident. Ending access does not authorise us to delete files on your computer.

At expiry or loss of editing permission, the current beta is designed to retain local reading and backup access once unlocked. This is not a promise of perpetual compatibility or support. Export and check backups while the release is available. Account closure and local file deletion are separate actions.

7. Your legal rights

Nothing in this agreement excludes, restricts or modifies rights or remedies that cannot lawfully be excluded, including applicable Australian Consumer Law guarantees. The beta description is not a blanket waiver of liability. The licence terms apply alongside this agreement; for beta participation, this agreement prevails if the two conflict. Material changes requiring agreement will be presented before applying them to you.

Software licence and terms of use

1. Licence

While you have approved beta access, Care Resource Management Pty Ltd grants you a limited, non-exclusive, non-transferable licence to install and use the supplied Windows software on an approved installation for the agreed fictional-data testing. The licence is not a sale of the software or its intellectual property. Open-source components remain subject to their own licences and notices.

2. Your information

These terms do not transfer ownership of records you create or material you lawfully use. You remain responsible for choosing the correct file, entering accurate test information, checking outputs and controlling exports and recipients. They do not give you authority to collect or share somebody else’s personal information. Real care information is outside the present beta’s permitted use.

3. Appropriate use and dependencies

Do not resell or redistribute the beta, remove proprietary notices, bypass access controls or use it unlawfully. These restrictions do not limit rights that applicable law or an open-source licence gives you. You are responsible for maintaining a compatible computer and keeping your credentials and backups secure. Internet access is needed for account checks and connected email features. Third-party services have their own terms and availability.

4. Updates and limitations

We may issue fixes and require a supported release for continued testing, particularly for security reasons. Back up before updating. We will communicate material changes affecting access where reasonably practicable. We do not promise that every beta feature will become a commercial feature or that a future release will import every beta format. The app supports recordkeeping tasks; it does not replace professional judgement, agency processes or emergency services.

5. Responsibility and remedies

We remain responsible for obligations imposed on us by law. Nothing excludes or limits a non-excludable right, guarantee or remedy. We do not impose a blanket “no refunds”, no-liability clause or an indemnity for all losses. If something goes wrong, contact us so we can investigate and provide any remedy required by law. The free beta does not establish the terms of a future paid purchase.

6. Ending use, changes and disputes

The ending provisions in the beta agreement apply. Terms are not changed retrospectively just by publishing a different version. Material changes will be communicated and, where needed, require fresh agreement. Queensland and applicable Commonwealth law govern these terms, subject to mandatory protections elsewhere. You are not prevented from using a court, tribunal or regulator available to you under law. Contact admin@managingcare.com.au to raise a complaint.

Gmail connection privacy notice

Connecting Gmail is optional. The current beta requests Google’s gmail.readonly and gmail.send permissions. The reading permission can technically permit access to mailbox messages and attachments; it is broader than permission for just one selected message. The app uses it for the email browsing, preview and selected-saving features you operate. The sending permission enables messages you review and confirm.

1. What the app processes

The app obtains your Gmail address and connection tokens, requests message lists and previews, and retrieves content/attachments when you use the email features. A preview is processed for display but is not a saved CRM record. Messages and attachments you select to save, plus drafts and outgoing correspondence records, are stored in the local encrypted workspace. Connecting does not automatically import your entire inbox.

2. Storage and transmission

Google sign-in happens through Google. The app receives connection tokens rather than your Google password. Tokens are stored locally protected by Windows for the current Windows user; they are not included in the CRM’s encrypted backup. Email operations communicate with Google over the internet. Sending also discloses content to the recipients you choose and their email providers. Optional remote images can contact the image provider when you choose to show them. Selected saved emails and attachments are included in CRM backups.

3. Limited Use

MyCarerHub’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy and applicable Google Workspace user-data requirements, including Limited Use requirements. Gmail data is used only to provide or improve the user-facing email features, as permitted by those policies. We do not sell it, use it for advertising or credit decisions, or use it to train general-purpose AI models. Any permitted transfer or human access must meet Google’s applicable restrictions. Do not send mailbox exports or real care emails for support; use fictional reproductions.

4. Disconnecting and deletion

Disconnect Gmail removes the app’s locally stored connection tokens. It does not revoke every permission on Google’s side: use Google account permissions to review/revoke access there. Disconnecting or revoking access does not delete messages already saved in MyCarerHub, their backups, emails in Gmail, or copies received by others. Contact us for guidance if you need to remove saved test material; the current beta does not provide a universal secure-delete control for all copies.

5. Your choice and beta limits

You can use other CRM features without connecting Gmail. A Google account administrator or Google’s beta verification rules may block access. Never bypass a security warning. Live connection, import, send and delivery checks remain release checks; this notice is not a claim of Google approval or completed verification. Ask privacy questions at admin@managingcare.com.au.

Privacy requests, complaints and security concerns

Contact Care Resource Management Pty Ltd at admin@managingcare.com.au. Use “Privacy request”, “Complaint” or “Security concern” in the subject so it can be directed appropriately. This is not an emergency or round-the-clock response service.

1. Tell us what happened. Include the relevant account email, page/release and a short description. Do not include passwords, authentication tokens, recovery codes or children’s information.
2. We assess and respond. We aim to acknowledge within five business days and provide a substantive response within 30 days. These are service targets, not a restriction on legal rights or a promise that every investigation finishes within that time. If more time is needed, we will explain why and the next step.
3. If unresolved. Ask for review by the company director. You may contact the OAIC for a privacy complaint within its jurisdiction, Queensland Office of Fair Trading for relevant consumer matters, or another applicable regulator or dispute-resolution body. You do not waive those options by contacting us.

For a suspected security incident, stop sharing affected information, preserve the warning/error details and contact us promptly. Do not erase possible evidence or send us the affected care database. We will assess containment and any notification obligations.

OAIC privacy complaints · Queensland Office of Fair Trading