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Privacy Policy

Last updated: September 2026

CPD Sorted ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, disclose and protect your personal information when you use the CPD Sorted website and application (the "Service"). We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By creating an account or using the Service, you consent to the practices described in this policy. If you do not agree with this policy, please do not use the Service.

1. What information we collect

We collect information you provide directly, including:

  • Account information: your name, email address, password (stored only in hashed form), and sign-in credentials.
  • Profile information: preferred name, phone number, AHPRA registration number (optional), profession, location/state, time zone, years practising, current workplace, professional links, areas of practice, qualifications, and profile photo.
  • CPD records: CPD activities you record, dates, hours, categories, costs, learning goals, reflections, SWOT entries, and AI-generated content you choose to save.
  • Practice records: recency of practice hours, workplaces, scope of work descriptions, and parental leave pay calculations you choose to save.
  • Uploaded documents: certificates, insurance documents, degrees, evidence files and other files you upload to your Evidence Vault.
  • Subscription information: your selected plan, billing frequency, trial status and discount code redemptions. Payment card details, when payments are enabled, are processed by our payment provider and are never stored on our servers.
  • Communications: messages you send us, including support requests and feedback.

We also collect limited technical information automatically, such as your browser type, device, approximate region, and how you use the Service, to keep the Service secure and improve it.

2. Why we collect your information

We use your information to:

  • create and manage your account and authenticate your sign-in;
  • store, organise and display your CPD records, learning goals, reflections, evidence and portfolios;
  • generate portfolios, reminders and AI-assisted content you request;
  • manage your subscription, free trial and billing;
  • send you service-related communications, such as renewal reminders you have enabled and important account notices;
  • maintain the security of the Service, prevent fraud and misuse, and enforce our Terms & Conditions;
  • meet our legal obligations.

We will not use your personal information for purposes unrelated to the Service without your consent, and we will never sell your personal information.

3. Sensitive information and your professional records

Some information you may choose to record — such as reflections about your work — could be sensitive. The Service is designed as a professional record-keeping tool, not a clinical record system. You must not enter information that identifies a client or patient (such as names, dates of birth, addresses, or details that could reasonably identify them) into any part of the Service, including reflections, learning goals, AI prompts, or uploaded documents. De-identify all client information before entering it. We are not responsible for client-identifying information you choose to enter contrary to this requirement.

4. AI features

The Service includes optional AI-assisted features (for example, reflection drafting and learning goal generation). When you use these features, the text you enter and relevant context is sent to our AI processing provider solely to generate your requested output. Do not include client-identifying or other sensitive personal information in AI prompts. AI-generated content is provided as a drafting aid only; you are responsible for reviewing it before saving or relying on it.

5. How your information is stored and secured

  • Your records are stored in a secure, access-controlled database and private file storage. Uploaded documents are only retrievable through your signed-in account using time-limited signed links.
  • Access to your records is restricted so that only you can view or modify them through the application.
  • Passwords are hashed; optional two-factor authentication is available and recommended.
  • We use industry-standard technical and organisational measures to protect your information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your data may be stored or processed on servers located outside Australia. Where this occurs, we take reasonable steps to ensure the recipient handles your information consistently with the APPs.

6. When we disclose information

We do not share your personal information with third parties except:

  • with service providers who help us operate the Service (secure hosting, database, file storage, AI processing, and payment processing), bound by confidentiality and data protection obligations;
  • where required or authorised by Australian law, regulation, or court order;
  • to protect the rights, property or safety of CPD Sorted, our users, or the public.

Your AHPRA registration number is stored privately and is hidden from generated portfolios by default. Nothing in the Service automatically transmits your records to AHPRA or any regulator; you control what you export and share.

7. Access, correction and deletion

You can view and correct most of your information at any time through your Profile and Settings. You can delete individual records and uploaded documents yourself. You may request a copy of your personal information, ask us to correct it, or request deletion of your account by contacting us. When you delete your account, we will delete or de-identify your personal information within a reasonable period, except where we are required by law to retain it (for example, billing records).

8. Data retention

We retain your information for as long as your account is active so that your records remain available to you, including across registration periods. If your subscription ends, you may lose the ability to add new records but can request an export of your data. We recommend you export important records before closing your account.

9. Cookies and analytics

We use essential cookies and local storage to keep you signed in and to operate the Service. We may use privacy-respecting analytics to understand how the Service is used in aggregate. We do not use advertising trackers and we do not share your data with advertisers.

10. Children

The Service is intended for registered health professionals and is not directed at anyone under 18. We do not knowingly collect personal information from children.

11. Data breaches

If a data breach occurs that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme.

12. Changes to this policy

We may update this Privacy Policy from time to time. The current version will always be available on this page with its revision date. If we make material changes, we will notify you through the Service or by email. Continued use of the Service after changes take effect constitutes acceptance.

13. Contact and complaints

If you have questions about this policy, wish to access or correct your information, or wish to make a privacy complaint, please contact us through the contact details provided in the Service. We will respond within a reasonable time. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (oaic.gov.au).