Privacy policy

Effective date: 12 October 2026
Last updated: 12 October 2026

Samuel Suite is an Australian business based in Brisbane, Queensland (“we”, “us”). We provide repertorisation and practice management software for qualified homeopaths and students. We will update this policy with our company name and ABN once our company registration is complete.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This policy explains what we collect, why, and what your rights are — in plain language, because you’re busy and we want this to be easy.

Contact for anything in this policy: hello@samuelsuite.com

The two kinds of information we hold

1. Information about you (the practitioner). You give this to us directly when you create an account and use the service.

2. Information about your clients. You enter this into your client and case records. Your clients are your clients — you hold the treating relationship and the consents that go with it. We store and process their information on your instructions so the service works, and we access it only where necessary to operate, secure, and support the service. We treat everything inside a client or case record as health information — the most protected category under Australian privacy law — regardless of what it contains.

What we collect

About you:

• Account details — your name, email address and mobile number, your two-factor authentication settings, and the name of the authenticator app you use (so we can show it in your security settings). Your password is stored only as a cryptographic hash; we cannot see it.
• Your mobile number is used only to help you recover your account if you lose access. We never use it for marketing, and we never use it to sign you in by text message.
• Subscription details — your plan and subscription status. We don’t take payments through the service yet. Before we do, we will update this policy to name our payment provider. We will never see or store your full card number.
• Practice settings — for example your consult types and fees, follow-up and check-in timings, and your message templates.
• Rubric flags and feedback you submit about repertory content.
• Security logs — sign-in events and IP addresses, kept for security purposes.
• Your known devices — for each browser or device you sign in from: a short label (for example “Chrome on Mac”), when it was first and last seen, and a scrambled (hashed) copy of a random device code. We store that code in a cookie on your device for up to 400 days, renewed each time you sign in. We don’t record your location for this. We use it to recognise your devices and to email you when you sign in from one we haven’t seen before.
• Google Calendar (optional — see Google Calendar below).
• Support correspondence if you contact us.

About your clients (entered by you):

• Client records — your client’s name (first, last and preferred name), and any of the following you choose to add: date of birth, phone number, email address, postal address (for sending remedies), time zone, and your notes about them.
• Case narratives — free-text intake notes, which may contain health information.
• Rubric selections, remedy results, case notes, and follow-up records.
• Prescription records — the remedy and potency, review timing, when the remedy was posted or picked up, and the outcomes you record at follow-up.
• Consult records you create — date, time, and the client and case they relate to.
• Sticky notes you write in the app. We treat them with the same protections as case notes.
• Client lists you import from a spreadsheet. We keep only the client fields listed above.

We collect no information about your clients directly, and we have no relationship with them.

Messages to your clients. When you send a booking or check-in reminder, Samuel Suite opens your own phone’s messaging app with your template filled in. You send the message from your phone — it does not pass through our servers, and we don’t keep a copy.

Google Calendar

Connecting Google Calendar is optional. If you connect it:

• Your calendars and account. We read your list of Google calendars so you can choose one, and your Google account email address so we can show which account is connected.
• Showing your schedule. We read event titles, start and end times, and whether an event is all-day, from the calendar you choose, so we can show your schedule alongside your consults inside the app. We show them only to you.
• Sync (off unless you turn it on). If you turn on Google Calendar sync, we create, update and delete only the consult events Samuel Suite makes, in the calendar you choose. Each event we send to Google contains only the consult type (for example “Consult · Follow-up”), the start and end time, and the words “Created by Samuel Suite”. We never send your client’s name, case details or notes. Consult type names are sent as you set them, so keep them non-clinical. We never touch events we didn’t create.
• Connection token. We store a secure connection token, encrypted, so the connection persists. You can disconnect at any time in settings, which revokes our access and deletes the stored token.

Samuel Suite’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google Calendar data only to show your schedule and keep your consults in sync. We don’t use it for advertising, we don’t sell it, we don’t use it to train AI models, and no person at Samuel Suite reads it unless you ask us to for support, it’s needed for security, or the law requires it.

How we use information

• To provide and operate the service — storing your client and case records, running repertorisation, showing your results back to you.
• To generate AI-assisted suggestions (see the next section).
• To show your Google Calendar and your consults together, and to keep your consults in sync with it if you turn on Google Calendar sync.
• To manage your subscription.
• To keep the service secure and investigate suspicious activity — including emailing you when your account is signed in from a new device, or when your password, email or authenticator app changes.
• To help you recover your account if you lose access to it.
• To respond when you contact us for support.
• To meet our legal obligations.

We do not sell personal information. We never use client or case records for advertising or marketing. We do not currently use case data to train AI models — see Case contributions below for how that may change, and only ever with consent.

AI processing — what it is and what it isn’t

When you use repertorisation features, your case content is sent to our AI provider, Anthropic, to generate suggested rubrics and remedy rankings.

What we mean by case content: the case narrative and symptom detail you type in, sent with our own instructions and a list of repertory rubrics. Nothing else is sent — not your client records (your client’s name, date of birth, contact details or address), not your sticky notes, not your account details, not your sign-in or security logs, not your calendar, and not your consult records.

Case content is sent as you typed it. We strip formatting only. If you type a client’s name or other identifying details into the case narrative, that text is transmitted along with the rest of the narrative. We do not remove it, and we cannot detect it reliably. Your client’s details already live in their client record — please avoid repeating them in case narrative text.

What the AI actually does: it matches your everyday case language to rubrics in our repertory — the classical book language. Its suggestions are drawn from that repertory content, not generated from the AI’s general knowledge, and it does not search the internet. Remedy rankings are calculated by our software from the repertory’s own gradings.

Three things to be clear about:

• AI output is repertorisation assistance only. It is information retrieval and suggestion — it is not a diagnosis, not clinical advice, and not a treatment recommendation. You remain fully responsible for all clinical decisions.
• Anthropic processes this content as our service provider, on our instructions, to return results to you.
• Under our agreement with Anthropic, content sent through the service is not used to train Anthropic’s models.

Case contributions (de-identified)

We are building a program where practitioners can contribute de-identified cases to improve repertorisation for every practitioner. How it works:

• Optional, per case. A tick box on each case — never pre-ticked, never required to save your case, never bundled with anything else.
• You confirm you have your client’s consent to contribute the case in de-identified form.
• You can untick it at any time before the case is contributed. Once a case has been contributed, the contribution is irrevocable — it has been de-identified and merged into an aggregate dataset and can no longer be separated or traced back to any individual.
• De-identification removes names, dates of birth, contact details, addresses, and identifying particulars before any use. Client records and sticky notes are never contributed.

The contribution program has not yet commenced. Consent is collected now, at case intake; contributed data will only be used once the program begins, and this policy will be updated when it does.

Who we share information with

We share information only with the service providers that run the platform:

Each provider is bound by contract to handle information securely and only for the purpose of providing their service to us.

Beyond that, we disclose personal information only if required by law (for example, a court order), and we will tell you if we lawfully can.

We never sell personal information. We never share it for marketing.

Website enquiries

If you contact us or register interest through our website:

• We collect what you submit — your name, email address, and message.
• We use it to reply to you and to send occasional updates about Samuel Suite. Every update email includes an unsubscribe link — unsubscribe anytime and we stop.
• Form submissions are received and stored by Netlify, our website host, in the United States.
• We keep enquiries only as long as we need them — email hello@samuelsuite.com any time to have yours deleted.

Overseas disclosure

Your data’s primary home is Australia — our database and authentication run in Sydney. Some processing happens outside Australia: web hosting and the app’s server functions run in the United States (so your data passes through them when you use the app), AI processing occurs in the United States, Google Calendar display and sync (if you connect Google Calendar) involve Google services in the United States, and account emails are sent via infrastructure in Japan. If you turn on Google Calendar sync, the consult times and consult type we send are stored by Google under your Google account and may be held outside Australia; client names and clinical notes are never sent. Emails we send never contain client details or case content. We take reasonable steps to ensure overseas providers handle personal information consistently with the Australian Privacy Principles, including contractual protections and security requirements.

How we keep it secure

• Two-factor authentication is mandatory for every account — no exceptions.
• Encryption in transit and at rest.
• Every practitioner’s data is scoped to their own account: all client and case data is tied to your authenticated, two-factor-verified login, and every server request is filtered to your account before any record is returned or changed.
• Sign-in and authentication activity is logged for security monitoring.
• Google Calendar connection tokens are stored encrypted, separately from client and case data.
• Daily backups of our database, kept for 7 days. Files you upload are not included in these backups.
• Access to production systems on a least-privilege basis.

No system is perfectly secure, and we won’t pretend otherwise. We design so that no single failure — including a stolen password — is enough to expose your data.

Retention and deletion

• We keep your information while your account is active.
• Archiving a client hides them from your everyday lists; it does not delete their record.
• Deletion: email hello@samuelsuite.com and we will delete your account, client records and case records from live systems within 30 days. Before deletion, we will prompt you to export your records — you likely have professional record-keeping obligations to your clients that survive your use of our software, and those are yours to meet.
• Deleted data can persist in backups for up to 7 days before rolling off permanently.
• Disconnecting Google Calendar deletes the stored connection token.
• We keep billing records for as long as tax law requires, even after your account is closed.
• Contributed de-identified cases are not deleted — they are irrevocable, no longer identify anyone, and cannot be extracted from the aggregate dataset. Once contributed, a case has been stripped of identifiers and merged with others — there is nothing left that tells us which data came from which case or client, so there is nothing we can locate to delete.

Access and correction

• You can ask for a copy of the personal information we hold about you, or ask us to correct it: hello@samuelsuite.com. We respond within 30 days.
• If one of your clients wants access to or correction of their information, they should contact you — you hold the treating relationship and the record. We will assist you in meeting that request.

Data breaches

We comply with the Notifiable Data Breaches scheme. If a breach occurs that is likely to result in serious harm, we will act promptly to contain it, assess it, and notify affected individuals and the Office of the Australian Information Commissioner as required.

Complaints

If you think we’ve mishandled your personal information, email hello@samuelsuite.com. We will acknowledge your complaint promptly and respond within 30 days.

If you’re not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).

Practitioners outside Australia

The service is operated from Australia and your data is primarily stored in Australia, under this policy and Australian privacy law. If you practise outside Australia, you are responsible for meeting any local obligations that apply to your clients’ information — including whether you may lawfully store client health records with an Australian provider. Contact us if you have questions.

Changes to this policy

We’ll update this policy as the service evolves, and note the date of the latest version above. Material changes will be notified in the app or by email before they take effect.

Contact

Samuel Suite · Brisbane, Australia
hello@samuelsuite.com