Privacy Policy - Daobook

Daobook is operated by Emba Digital Pty Ltd (ACN 683 319 486, ABN 89 683 319 486) from Melbourne, Australia. We provide practice-management software for registered Traditional Chinese Medicine practitioners. This Privacy Policy explains what personal information passes through Daobook, why, where it goes, and what choices you have.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). For a clause-by-clause description of how we apply each APP, see our Australian Privacy Principles statement.

Who this policy is for

Practitioners and clinic staff who hold a Daobook account.
Clients (patients) whose information is entered into Daobook by the clinic that treats them. The clinic is the primary holder of those records — Daobook hosts and processes that information on the clinic's behalf.
Visitors to daobook.com.au and to public booking and prescription pages a clinic chooses to expose.

What we collect

From practitioners and clinic staff

Name, email address, phone number
Profession, qualifications, and AHPRA registration number
Login credentials (passwords are stored as bcrypt hashes; two-factor secrets are encrypted)
Billing details for the Daobook subscription, processed by Stripe
Communication preferences and the contents of support requests you send us
Technical information such as IP address, browser, device, and pages visited

About clients (patients) entered by clinics

Name, contact details, date of birth, and demographic information
Health information: clinical history, consultation notes, prescriptions and formulas, treatment outcomes, intake-form answers
Appointments and attendance history
Invoices, payments, and (where used) health-fund details
Consent records — what consent was given, when, and through which channel

Automatically

Standard server logs (IP address, user agent, timestamps)
Cookies and local storage as described in our Cookie Policy
Error and performance data (sent to Sentry, see below)

How we use information

For practitioners and clinic staff:

To provide the Daobook platform and the features you turn on
To bill you for your subscription and any usage-based add-ons (e.g. SMS top-ups)
To respond to support requests and notify you of service-impacting issues
To send transactional and (where you've opted in) educational or product-update emails
To monitor security, prevent abuse, and meet our legal obligations

For client/patient information entered by clinics:

Only to operate the practice-management features the clinic uses (records, appointments, prescriptions, communications, invoicing), and to check the quality of the AI Scribe's drafts (see Anthropic below).
We do not use patient information for marketing, profiling, model training, or sale, and we do not share it across clinics.
Every clinic's privacy policy ends with a section Daobook writes and keeps current, naming the services below that handle that clinic's clients' information, so the policy a patient accepts says where their information goes.

Third parties that process information for us

Some processing is performed by reputable service providers acting on our instructions. We rely on each provider's contractual commitments and applicable privacy framework. The current list:

Amazon Web Services — application hosting, database, file storage, and the newsletters a clinic sends to clients who have agreed to receive them. Australia (ap-southeast-2, Sydney).
Stripe — billing and payment processing for Daobook subscriptions and SMS top-ups, and card payments from their own clients for clinics that connect it. United States.
Square — used by clinics that opt in to take card payments from their own clients. United States.
Mobile Message — SMS to Australian mobiles (appointment reminders, confirmations, and other clinic-to-client SMS). Australia.
Twilio — SMS to overseas numbers and when Mobile Message cannot deliver one, and video consultations. United States.
ZeptoMail (Zoho) — transactional email delivery (account emails, receipts, intake forms, appointment notifications). India / global.
Sentry — application error and performance monitoring. May incidentally include practitioner user IDs and request context. United States.
Google — only when a practitioner opts in to Google Calendar sync; appointment details (time, duration, client name and contact details, location) are sent to that practitioner's own Google Calendar. United States.
Deepgram — turns an AI Scribe recording into text, only when a practitioner records a consultation with the patient's agreement. Processed and stored in Australia, and opted out of Deepgram's model improvement. The recording is deleted once the draft note is written, or after seven days if drafting fails. Australia.
Anthropic — AI for features a practitioner starts: drafting notes from the AI Scribe's transcript; tidying and translating consultation notes; case summaries; drafting case reports and finding a case's visits; reading supplier invoices and a practitioner's own CPD certificates, and drafting CPD reflections and goals; the in-app help assistant; sorting support messages; and suggesting column mappings during a data import. A patient's name, date of birth, contact details and address are not added to what the AI is given, and a data import's sample rows go only as the shape of each value, never the value. Notes, transcripts and questions go as written, so a name typed or spoken in them goes too. To check the quality of the AI Scribe's drafts, we may run a transcript and its draft through Anthropic again from our own systems in Australia; they are used for nothing else. Nothing is used for model training. United States.
Slack — internal alerts to the Daobook team: new sign-ups, urgent support messages (the sender's name, email and a summary of the message) and failed AI Scribe recordings. United States.
Xero — only when a clinic connects its accounts: the client's name, contact details, and their invoices and payments. United States.
Shopify — runs Empirical Health's herb store. When a practitioner who has linked their Empirical Health account orders a prescription, the patient's name goes on the order, and their address and phone number when it is sent straight to them. Global.
Brevo — only when a clinic connects its own Brevo account: the name and email of clients who have agreed to its newsletters. European Union.
HighLevel — only when a clinic connects its own HighLevel account: the name, contact details and a summary of visits and invoices of clients who have agreed to hear from it. United States.
Cliniko — only when a clinic imports its records from Cliniko. Australia.

Where information is processed outside Australia, we take reasonable steps to ensure overseas recipients handle it consistently with the Australian Privacy Principles, but you acknowledge that your information may be subject to the laws of those jurisdictions.

How we protect information

Daobook is hosted on AWS in Sydney. Data is encrypted in transit (TLS) and at rest (AWS-managed AES-256). Database, cache, and file storage sit on private subnets. Two-factor authentication and passkey sign-in are available for every account, and access inside the application is restricted by role. The full set of technical and operational measures is described in our Data Security page.

No system is impenetrable. If we become aware of an eligible data breach affecting personal information, we will assess and notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as required by the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act.

When we share information

Outside the third-party processors listed above, we share personal information only:

With your consent, including any integration you turn on yourself.
Through the Daobook API, when a clinic connects its own software (a website, an app, a phone receptionist, a CRM), or a member of the clinic connects an app they use themselves, such as an AI assistant, to act as them. Within what the clinic's owner or the member allowed, that software can read what is bookable and make, move and cancel bookings; read the clinic's diary; read and update the clinic's client list (names, contact details, addresses and contact preferences, never clinical notes); put callers on the waiting list; and, for a phone receptionist, learn a caller's first name from their phone number and, once the caller is verified, see and change that caller's upcoming bookings. Each read of a client's record through the API is recorded on that record. It does so under the clinic's API Terms of Use, and the clinic is responsible for it wherever that software is hosted.
When required by law — for example, in response to a valid court order, subpoena, or regulator request.
To protect rights or safety where we reasonably believe disclosure is necessary to prevent fraud, harm, or unlawful activity.
In the event of a sale or restructure of Emba Digital. Any successor would be bound by privacy terms no less protective than these.

We do not sell personal information.

Your rights

Under the Australian Privacy Principles you can ask us to:

Access the personal information we hold about you (APP 12)
Correct information that is inaccurate, out of date, incomplete, irrelevant, or misleading (APP 13)
Stop direct marketing from us at any time
Receive a copy of your data in a portable format (we provide CSV exports for the main entities in Daobook)

Email admin@daobook.com.au to make a request. We aim to respond within 30 days. If you're not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

If you're a patient of a clinic that uses Daobook

The clinic that treats you is the primary controller of your record. To access, correct, or request deletion of information held about you, contact the clinic directly. If the clinic is unable or unwilling to help and you have already contacted them, you can email us with the clinic's name and we will assist where we are able to do so under privacy law.

Data retention

Active accounts: information is retained for as long as the account is active.
Trial accounts that never subscribe: the account and all data in it are permanently deleted 60 days after the trial ends. The date is shown during and after the trial, and the account owner is emailed once, seven days before.
After cancellation: data enters a structured retention lifecycle (active → grace period → optional paid retention → scheduled deletion). The lifecycle is designed to give clinics time to export or migrate, and to support the long retention obligations TCM practitioners have under Australian health-records legislation (commonly seven years from the last entry, or until age 25 for minors).
Billing and tax records: retained for the period required by Australian tax law.
Server logs and error data: retained for short, rolling windows for security and operational purposes.
De-identified usage data may be retained for product analytics.
Destruction: when data reaches the end of its retention lifecycle it is securely deleted from our systems, and any usage data retained for analytics is first de-identified.

Children

Daobook accounts are for adult practitioners and clinic staff. Clinics do, of course, treat children — when they do, the child's information is held in the clinic's record and protected by the same measures as any other patient record. A parent or guardian should make access or correction requests through the treating clinic.

Changes to this policy

We will update this policy from time to time. The "last updated" date at the top of the page reflects the most recent revision. Material changes will be communicated through the Daobook platform.

Contact

Questions, requests, and complaints about privacy can be sent to:
Emba Digital Pty Ltd — admin@daobook.com.au
14 Christmas Street, Northcote VIC 3070, Australia
ACN 683 319 486 · ABN 89 683 319 486