Privacy policy

This policy explains what information VitalCPD collects, why, where it goes and the choices you have. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).

Who we are

VitalCPD is a registered business name in Australia, ABN 87 736 546 327 ("we", "us"). It's run by its founder, an Australian registered paramedic. For anything about privacy, email privacy@vitalcpd.com.au.

What we collect

• Account details: your email address, name, time zone, password (stored only as a secure scrambled hash) and your sign-in settings, such as two-factor authentication and passkeys.
• Registration details: your profession, registration type, dates that affect your CPD cycle, any endorsements, and your Ahpra registration number if you choose to add it.
• Your CPD records: activities, hours, reflections, learning goals and the notes you give the guided log.
• Evidence: certificates and other files you upload.
• Billing details: your plan and its status. Card details go straight to Stripe, our payment provider; we never see or store them.
• Security records: sign-ins and other security events, with the IP address and browser or device they came from.
• Messages: what you send us by email or the contact form.
• Visit statistics: counts of page views on our public pages, without cookies and without identifying you.

Patient and colleague information

Please don't enter anything that could identify a patient or a colleague, such as names, dates of birth or record numbers. Write about what you learnt, not who it involved. VitalCPD warns you when something you type looks like an identifier, but it can't catch everything, so the responsibility stays with you.

Your reflections may still count as health information. We treat everything you write as sensitive.

Why we use it

• To provide VitalCPD: work out your CPD requirements, store your records and make your exports.
• To keep your account secure and prevent misuse.
• To take payments and manage your plan.
• To send service emails, such as confirming your email address, security notices, trial and renewal reminders and failed-payment notices.
• To answer your messages.
• To send occasional product news, only if you've opted in. You can unsubscribe at any time.

We don't sell your information, and we don't use your records for advertising.

AI writing help

The guided log and "Improve wording" send the text you're working on to Google Cloud Vertex AI (a Gemini model) to draft or reword it. We use Google's global service, so this text may be processed outside Australia. Only what the request needs is sent: the text you're working on, that activity's title, provider and other answers, your profession, your Board's questions and the titles of your learning goals. Your name, email address and Ahpra number are not sent.

• The AI drafts; you decide. Nothing is saved until you've checked it.
• The AI makes no decisions about you. It doesn't affect your account, your plan or anything else.
• Google's terms say it won't use this text to train its AI models without our permission, and we haven't given it. Google may keep the text for up to 24 hours to speed up responses, and may log it to detect misuse of its service.
• You don't have to use the AI features. You can write everything yourself.

Voice dictation

The microphone buttons use your browser's own speech recognition (for example, Google in Chrome, or Apple in Safari). Your voice goes to that company under your browser's terms, not to us. We receive only the text that appears in the box.

Who helps us run VitalCPD

We use these service providers. Each only gets what it needs to do its job.

When you choose a password, we check it against known data breaches using the Have I Been Pwned service. Only the first five characters of a scrambled (hashed) version of the password are sent: never the password itself, your email or anything that identifies you.

Where information goes overseas, we choose providers with strong security and privacy commitments. We may also share information if the law requires it.

How we protect it

• Everything travels encrypted (HTTPS), and stored data is encrypted by our providers.
• Two-factor sign-in with an authenticator app or passkey, and a list of signed-in devices you can sign out of.
• Every record is locked to your account. Our back office shows account details but not your reflections or evidence files.
• Evidence downloads use short-lived private links.

If a data breach is likely to cause serious harm, we'll tell you and the Office of the Australian Information Commissioner (OAIC) as the Notifiable Data Breaches scheme requires.

How long we keep it

• Your account and records: while your account is open.
• After you delete your account: it closes straight away. You have 14 days to change your mind, and then everything is deleted. Backups roll over within 30 days after that.
• Billing records: as long as tax law requires. Stripe keeps its own records too.
• Security records: 12 months.

Cookies and storage on your device

• One essential cookie, __session, keeps you signed in and protects forms. There are no advertising or tracking cookies.
• Your browser's local storage keeps your light or dark choice and a backup of text you're typing, so a lost connection doesn't lose your work.
• Visit statistics on our public pages are counted without cookies.
• The "I'm human" check on some forms (Cloudflare Turnstile) looks at your browser to tell people from bots.

See, correct, download or delete your information

You can edit your records at any time. Settings → Your data → Download all my data gives you everything we hold about you, including your evidence files, AI use and security activity. You can delete your account in Settings. You can also email privacy@vitalcpd.com.au, and we'll respond within 30 days.

Complaints

Email privacy@vitalcpd.com.au and we'll respond within 30 days. If you're not satisfied, you can complain to the OAIC.

Changes to this policy

If we make an important change, we'll email you before it takes effect. The date at the top shows when this policy last changed.