This information supports launch preparation and is not legal advice. Customer contracts must be professionally reviewed before paid activation.
Service terms summary
CARE WEST FLOW is hosted care-provider operations software supplied by Care West Pty Ltd to an organisation under an accepted order form. It supports workforce records, participant records, rostering, case notes and billing administration. It does not provide legal, accounting, clinical or NDIS compliance advice.
Customers must have lawful authority to enter personal and sensitive information, approve and remove users, protect credentials, verify claims and comply with their care, employment, privacy, recordkeeping and funding obligations. Customers own their data and license Care West Pty Ltd to process it only to provide, secure and support the service.
Fees, GST, billing, trial conditions and included usage will appear in an accepted order form. Nothing excludes rights or guarantees that cannot be excluded under the Australian Consumer Law. Liability, termination, export, deletion and transition terms require final solicitor-approved wording. Victorian law governs the agreement.
Privacy policy summary
Information
The platform may handle account and contact details, identity and NDIS details, rosters, case notes, incidents, medication, disability and health information, documents, travel, invoices, staff compliance records and technical security logs. Health and disability information is sensitive information.
Purpose and disclosure
Information is used to provide and secure the service, authenticate approved users, support authorised care operations, maintain records, process authorised billing, respond to support requests and meet legal obligations. It may be provided to authorised customer users and contracted hosting, authentication, storage, communication, payment or support providers, or where disclosure is legally required. Data is not sold for advertising.
Security, retention and breaches
CARE WEST FLOW uses access controls, encrypted HTTPS connections, controlled storage and security logging. No online service can guarantee absolute security. Information is retained only while required for the service, contract and applicable law, then deleted or de-identified under an approved schedule. Suspected breaches are assessed and eligible data breaches are notified under the Notifiable Data Breaches scheme.
Access, correction and complaints
Contact admin@carewest.com.au to request access or correction, or make a privacy complaint. If a customer organisation controls the record, CARE WEST FLOW will refer or assist the request. Unresolved privacy complaints may be raised with the Office of the Australian Information Commissioner.
Acceptable use and communications
- Do not access another organisation’s workspace, share accounts, bypass security, upload unlawful material or use the service for false claims.
- The platform is not an emergency service. Clinical, medication and emergency decisions must follow the customer’s approved procedures.
- Marketing email and SMS require consent, sender identification, current contact details and an easy working unsubscribe process.
- Customers must promptly remove access for departed users and report suspected security incidents.
Data-processing responsibilities
The customer decides why its records are collected and who may access them. CARE WEST FLOW processes those records only to provide the contracted service and follow lawful instructions. Both parties must restrict access, protect exports and cooperate on privacy requests and security incidents. A verified subprocessor register, retention schedule and incident-response process must be approved before paid launch.
Legal operator
Care West Pty Ltd
ABN 73 127 994 673 · ACN 661 444 382
60 Griffith Street, Maddingley VIC 3340
admin@carewest.com.au · 03 4301 4152
Draft effective date: 9 September 2026