Privacy policy

Jolly Care Services Pty Ltd (ABN 29628626791) ("we", "us") provides NDIS disability supports. This policy explains how we handle personal information in JollyCare — the web app and the JollyCare apps for iPhone and Android that our support workers and office staff use for rostering, shifts, timesheets and care records. We comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the NDIS Code of Conduct and Practice Standards.

Information we collect

• About our staff: name, contact details, address, emergency contact, employment details, availability, leave, qualifications and screening checks (such as NDIS worker screening and first aid certificates), signed onboarding documents, shifts, timesheets and the records they create.
• Location, only when clocking in or out: when a support worker clocks in or out of a shift, the app asks the phone for its location once, to confirm they are at the shift address. We store that location and its distance from the shift. We do not track location in the background or at any other time. Staff home addresses are shown on a map to the office to help plan rosters.
• About NDIS participants we support: name, date of birth, NDIS number, contact details and address, contacts and support team, NDIS plan and funding, goals, care instructions, progress notes, health charts (such as fluids, blood glucose and medications), documents and incident reports. Some of this is sensitive information, such as disability and health information.
• Photos and files you choose to upload, such as a certificate photographed with your phone's camera. The app only uses the camera when you choose to take a photo.
• Sign-in and security information: sign-in times, the IP address and device used for changes (kept in an audit log), and — in the mobile apps — a notification token so we can send you alerts about your shifts.

We do not use advertising, we do not track you across other apps or websites, and we do not sell personal information.

Why we use it

• to roster and deliver NDIS supports, and to keep participants safe;
• to record attendance, approve timesheets and pay staff;
• to check staff are qualified and screened, as the NDIS requires;
• to meet NDIS record-keeping, incident management and complaints requirements;
• to keep the app secure, investigate problems and improve our service.

We only collect sensitive information with consent, or where the law requires or allows it.

Who we share it with

• the NDIA and the NDIS Quality and Safeguards Commission, as the NDIS requires;
• a participant's plan manager, nominee or guardian, where appropriate;
• others where the law requires it, or to lessen a serious threat to someone's life, health or safety.

We use trusted service providers to run the app. Microsoft Azure hosts the app and its data in Australia (Sydney) and sends our emails. OpenStreetMap provides map images and turns addresses into map positions. Apple and Google deliver notifications to the mobile apps; notifications contain only a short alert, not care records. These providers may only use the information to provide their service to us.

Where it's stored and how we protect it

Information is stored in Microsoft data centres in Australia, and backups stay in Australia. It is encrypted in transit and at rest. Office staff need two-step verification to sign in. Support workers can only see the participants they support, and their own shifts and records. Every change is recorded in an audit log.

How long we keep it

NDIS providers must keep records of the supports they deliver, and employers must keep employee records. We keep participant records for at least 7 years after supports end — longer if the law requires, for example for a child — and employee and timesheet records for at least 7 years, then securely destroy them.

Accessing, correcting or deleting your information

You can ask to see or correct the information we hold about you; to do so, email admin@jollycare.com.au or phone +61 97853876. We reply within 30 days. You can delete your sign-in account at any time: in the app, go to My account → Delete my account, or use our account deletion page. Deleting an account removes your sign-in and login contact details. Records we must keep by law, such as care records and timesheets, are kept for the retention period above and then destroyed.

Children

The app is for our staff, who are adults. It is not intended for children.

Complaints

If you have a privacy concern, email admin@jollycare.com.au or phone +61 97853876, and we will respond within 30 days. If you are not satisfied, you can contact the Office of the Australian Information Commissioner (oaic.gov.au, 1300 363 992) or the NDIS Quality and Safeguards Commission (ndiscommission.gov.au, 1800 035 544).

Contact us

Jolly Care Services Pty Ltd, 75 Oliveri Cr, Green Valley NSW 2168
Email: admin@jollycare.com.au
Phone: +61 97853876

We may update this policy. We'll post the new version here, with the date it changed.