Privacy Policy

Agile Care Provider Portal
Last updated: 20/03/2026

1. Introduction

This Privacy Policy explains how personal information is handled within the Agile Care Provider Portal (“the Platform”), a software system used by aged care providers, including Meals on Wheels organisations, to manage meal delivery and related services.

We are committed to protecting personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Our Role

Agile Care Provider Portal acts as a technology service provider (data processor).

• Our customers (e.g. Meals on Wheels branches and aged care providers) control the personal information entered into the Platform.
• We process personal information only on behalf of and under instruction from our customers.

If you are a client receiving services, a volunteer, or staff member, your information is managed by the organisation providing your care.

3. Personal Information We Process

On behalf of our customers, we may process the following types of personal information:

Client (Service Recipient) Data:

• • Name, address, and contact details
  • Delivery instructions
  • Date of birth or age-related eligibility
  • Dietary requirements and allergies
  • Health-related information relevant to service delivery
  • Emergency contact details
  • Service and delivery history

Staff and Volunteer Data:

• • Names and contact details
  • Roles and schedules
  • Compliance or clearance information (where applicable)

System and Usage Data:

• • User login information
  • Audit logs and activity history
  • Device and access metadata

4. How Information Is Collected

We do not collect personal information directly from individuals in most cases.

Personal information is:

• • Entered into the Platform by our customers
  • Provided via integrations with approved third-party systems
  • Uploaded through customer-managed onboarding processes

5. How We Use Personal Information

We use personal information solely to provide and support the Platform, including to:

• • Host and operate the system
  • Enable meal delivery coordination and scheduling
  • Support customer workflows and reporting
  • Provide technical support and troubleshooting
  • Maintain system security and integrity
  • Improve platform performance and reliability

We do not use personal information for marketing or unrelated purposes.

1. 6. Disclosure of Personal Information

We may disclose personal information to:

• • Cloud hosting and infrastructure providers
  • Subcontractors and service providers who assist in delivering the Platform
  • Regulatory authorities where required by law

All third parties are required to:

• • Handle personal information in accordance with Australian privacy laws
  • Implement appropriate security controls

We do not sell personal information.

7. Data Storage and Security

We take reasonable steps to protect personal information, including:

• • Encryption of data in transit and at rest (where applicable)
  • Role-based access controls and least-privilege access
  • Multi-factor authentication (where enabled)
  • Monitoring, logging, and audit trails
  • Regular security testing and reviews

Data is hosted in secure, compliant cloud environments (preferably within Australia, where applicable).

8. Data Retention

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

• • Provide services to our customers
  • Comply with contractual and legal obligations

Customers control retention settings and data lifecycle decisions. Upon termination of services, data is securely deleted or returned in accordance with contractual agreements.

9. Access and Correction

Requests to access or correct personal information should be directed to the relevant care provider (e.g. Meals on Wheels organisation), as they are the data controller.

We will assist our customers in responding to such requests where required.

10. Cross-Border Disclosure

Where cloud or support services involve overseas recipients, we take reasonable steps to ensure those providers comply with the Australian Privacy Principles or equivalent safeguards.

11. Complaints

If you have concerns about how personal information is handled within the Platform, you may contact us.

We will:

• • Acknowledge your complaint promptly
  • Work with the relevant customer (data controller) to investigate
  • Respond within a reasonable timeframe

You may also contact the Office of the Australian Information Commissioner (OAIC).

12. Contact Us

Agile Digital Engineering Pty Ltd
Email: privacy@agilecare.ai
Address: Unit 9, 18 Lonsdale Street, Braddon ACT 2612, Australia
ABN: 98 106 361 273

13. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be published within the Platform or on our website.