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Privacy policy

Essential Software website (essentialsoftware.com.au). Last updated 7 October 2026.

Who we are

Essential Software is a product of Essential Medical Accounts (EMA) Pty Ltd, ABN 83 702 402 962 (“we”, “us”). This policy explains what personal information we collect through this website, why, and what we do with it.

What this policy covers

This policy covers the essentialsoftware.com.au website, its contact form and our mailing list. It does not cover the Essential Software application or the practice and patient records held in it.

What we collect

When you use the contact form, we collect what you choose to give us:

  • your name, position and email address (required)
  • your practice name and phone number (optional)
  • whether you would like us to keep you informed or to get in touch with you

When you visit the site, we also collect limited technical information:

  • visit statistics through a privacy-focused analytics tool hosted in Australia. It does not use cookies and does not identify you
  • standard server and security logs, which record your IP address, browser type and the pages requested. These are used to keep the site secure and working

Why we use it

  • to reply to you, if you ask us to get in touch
  • to send you news about Essential Software, but only if you chose “Keep me informed”
  • to keep the website secure and understand how it is used

We do not sell your information, and we do not use it for advertising.

Our mailing list

We only add you to the mailing list if you choose “Keep me informed” on the contact form. Every email includes a way to unsubscribe, and you can also ask us to remove you at any time. Mailing list emails are sent using Microsoft 365.

Who we share it with

We share your information only with the services that run the website and our email, and only so they can provide that service:

  • Actually Works, our web developer, which hosts the website on servers in Sydney, Australia, with backups stored in Australia.
  • Cloudflare, which protects the website from attacks and speeds up page loading. Cloudflare is a US company and may process technical information, such as your IP address, outside Australia
  • Microsoft 365, which hosts our email, including contact form notifications, in Australia

We will only disclose your information to anyone else if the law requires it.

Storage and security

Contact form submissions are stored in the website’s database on servers in Sydney and sent by email to our office inbox. Access to the website’s admin area requires a password and two-step login. We keep enquiries for 24 months and then delete them, unless you become a customer.

Cookies

The website does not use advertising or tracking cookies. Cloudflare may set a short-lived security cookie to tell people apart from automated traffic. Staff who log in to manage the site receive a login cookie.

Seeing or correcting your information

You can ask what information we hold about you, ask us to correct it, or ask us to delete it. Contact us using the details below and we will respond within 30 days.

Questions and complaints

Contact our privacy contact, Mark Laforest, at [email protected]. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Changes to this policy

We may update this policy, for example if we change the services we use. The date at the top shows when it was last changed.