Privacy Policy

Last updated 7 May 2026

1. Introduction

Cover Labs Pty Ltd (ACN 691 951 096) (“Cover Dental”, “we”, “us” or “our”) operates an online marketplace and mobile applications that connect dental clinics with dental professionals seeking flexible work (the “Platform”). This Privacy Policy explains how we collect, hold, use, disclose and protect your personal information when you visit our websites, use our mobile or web applications, or otherwise interact with us.

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Policy describes how we comply with those obligations. By using the Platform you consent to the collection, use and disclosure of your personal information in accordance with this Policy.

2. Who this Policy applies to

This Policy applies to:

Clinic users — dental practices and the individuals who manage clinic accounts, post shifts, approve timesheets and pay for services through the Platform.
Dental professionals — dentists, dental hygienists, dental therapists, oral health therapists, dental assistants and other registered or qualified dental workers who create a professional profile, accept shifts and provide services through the Platform.
Visitors — anyone who browses our public websites, signs up for marketing, or contacts us.

3. Personal information we collect

The personal information we collect depends on how you interact with the Platform. We only collect personal information that is reasonably necessary for our functions and activities.

3.1 Information you provide directly

Account information — name, mobile phone number and email address. Authentication is handled by our identity provider using one-time passcodes (OTP) delivered to your phone or email; we do not collect or store account passwords.
Clinic profile information — clinic name, address (including geolocation), primary contact name, role and phone number, clinic phone number, website, logo and cover images, sign-in instructions for professionals, amenities, timezone, and your selected payroll-integration option.
Professional profile information — first name, last name, preferred name, profile photograph, bio, dental role, years of experience, timezone, emergency contact name and phone number, and any other content you upload to your profile.
Health-condition indicator (Professionals) — a single yes/no flag you can set on your profile to alert clinics that you have a health consideration relevant to your work. We do not collect, store or display details of any health condition. The flag itself is sensitive information under the Privacy Act and we handle it accordingly.
Identity verification information (Professionals) — to verify your identity, our identity-verification provider (Stripe Identity) collects government-issued identity documents and a selfie directly from you. We receive only the verification outcome and a session reference; we do not retain your identity documents or biometric data ourselves.
Payroll and payment information (Professionals) — date of birth, gender, residency status, residential address, Tax File Number (encrypted at rest) or TFN exemption reason, tax-free-threshold election, superannuation fund details (fund name, member number, USI; or SMSF details where applicable), and bank account details (BSB, account number and account name). We collect this information to pass through to the clinic's nominated payroll provider and to facilitate payouts via our payment processor; we do not run payroll ourselves.
Payment information (Clinics) — billing contact and payment method details. Card details are collected and stored by our payment processor (Stripe); we receive only a customer reference and the metadata needed to issue invoices.
Communications — messages sent through in-app chat between clinics and matched professionals, support tickets, emails, SMS replies and feedback.
Operational data — shifts you post or accept, timesheets and lunch breaks you submit, ratings and reviews you give and receive, dispute submissions, and shift-start codes used to confirm attendance at the clinic.

3.2 Information collected automatically

Device and usage data — IP address, device identifiers, operating system, browser type, app version, language settings, referring URLs, pages and features used, search queries, and crash logs.
Location information — approximate location derived from your IP address, and (with your consent) precise device location used to surface nearby shifts, calculate travel time, and verify check-in/check-out at the clinic site.
Cookies and similar technologies — see Section 8.

3.3 Information from third parties

Identity verification — verification outcomes (and a session reference) from our identity-verification provider.
Payment and payroll partners — transaction status, payment confirmations, payout records and reconciliation data from our payment processor and from any payroll integration a clinic has connected.
Referrals — if another user refers you, we receive their referral code and your associated sign-up so we can credit any rewards.
Public sources — publicly available business information (such as ABN details from the Australian Business Register, and bank/branch details from the BSB directory) used to validate accounts.

4. How we use your personal information

We use personal information to:

create, operate and secure your account, and authenticate you when you sign in;
match clinics with suitable dental professionals based on role, location, availability and ratings;
facilitate the formation and performance of shift contracts between clinics and professionals (we are not a party to those contracts — see our Terms of Service);
verify a professional's identity through our identity-verification provider before allowing them to accept shifts;
process payments via our payment processor, calculate platform fees and GST, and generate invoices and receipts;
transmit timesheet, pay and personal-detail information to the clinic's nominated payroll provider where the clinic has connected an integration (we do not run payroll or pay PAYG / superannuation ourselves);
send transactional notifications via push, SMS, email and in-app — including shift offers, reminders, timesheet approvals, payment receipts, dispute updates and security alerts;
handle disputes (including timesheet disputes), respond to support enquiries, and enforce our Terms;
maintain the Platform's ratings and reviews so users can make informed decisions about who to work with;
monitor and improve the Platform — including debugging, performance monitoring, fraud and abuse detection, and product development. We use de-identified or aggregated data for these purposes wherever practical;
send marketing communications about Cover Dental (you can opt out at any time);
comply with our legal obligations and respond to lawful requests from regulators, courts or law enforcement.

5. Sensitive information

A small subset of the information we handle — the health-condition flag described in Section 3.1, and identity and biometric data processed by our identity-verification provider on our behalf — is “sensitive information” under the Privacy Act. We only handle sensitive information with your consent and where it is reasonably necessary for our functions and activities. We apply heightened security measures to sensitive information and only retain it for as long as we need it for the purpose for which it was collected, or as required by law.

6. When we disclose your personal information

We may share personal information with:

Other Platform users — for example, the relevant clinic and professional matched on a shift will see each other's name, profile information, ratings, contact details necessary for the shift, and content you submit (including chat messages and timesheet entries).
Service providers and processors we engage to help us operate the Platform (see Section 7).
Payroll and accounting integrations nominated by a clinic, where the clinic has connected the integration and authorised data sharing.
Professional advisers — our lawyers, accountants and auditors.
Regulators, law enforcement and courts where we are required or permitted by law, or where we reasonably believe disclosure is necessary to protect the safety of any person, prevent fraud, or enforce our Terms.
Successors in interest — if we are involved in a merger, acquisition, financing, reorganisation, sale of assets, insolvency or similar event, your information may be transferred as part of that transaction.

We do not sell your personal information.

7. Service providers and data storage

We rely on carefully selected service providers to deliver the Platform — including providers of authentication, hosting, database and storage, payments and payouts, identity verification, notifications (push, SMS, email and in-app), mapping and location services, payroll integrations, customer support, and analytics and monitoring. Each provider is bound by contractual confidentiality and security obligations and is only permitted to use your information to provide services to us.

Data residency. Our primary application data is stored in Australian data centres. Some of our service providers operate global infrastructure and may process limited personal information (such as authentication tokens, identity verification documents, payment metadata or notification delivery logs) outside Australia in the course of providing their service. Where this occurs, we take reasonable steps to ensure the recipient handles your information consistently with the Australian Privacy Principles, including by relying on contractual protections.

We may add or change service providers from time to time, and will update this Policy where the change is material. By providing personal information to us, you consent to it being disclosed to overseas recipients on the basis described above.

8. Cookies and similar technologies

We and our service providers use cookies, local storage, software development kits and similar technologies to keep you signed in, remember your preferences, secure the Platform, measure performance and understand how the Platform is used. You can configure your browser or device to refuse cookies, but some parts of the Platform may not work properly if you do.

9. Direct marketing

We may send you marketing communications about Cover Dental — for example, product updates, promotions, referral rewards and industry news. You can opt out at any time by using the unsubscribe link in the relevant email, replying STOP to a marketing SMS, or adjusting your notification settings in the app. Even if you opt out of marketing, we will continue to send you transactional or service-related messages that are necessary for your use of the Platform.

10. How we keep your personal information secure

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. These steps include encryption in transit (TLS) and at rest, role-based access controls, multi-tenant data isolation enforced at the application and database layer, audit logging, regular patching, and ongoing monitoring of our systems. No method of transmission or storage is completely secure, however, and you are responsible for keeping your account credentials confidential.

11. How long we keep your personal information

We keep personal information only for as long as we need it for the purposes set out in this Policy, or as required by law. In particular:

Account data is kept while your account is active and for a reasonable period after closure to handle disputes, satisfy regulatory obligations and maintain audit trails.
Tax, payment and payroll records are kept for at least 7 years to comply with Australian Taxation Office and superannuation obligations.
Identity verification documents are retained only as long as reasonably necessary to evidence the verification, and are typically held by our verification provider.
De-identified or aggregated data may be retained indefinitely for analytics, benchmarking and product improvement.

12. Your rights and choices

You have the right to:

Access the personal information we hold about you;
Correct personal information that is inaccurate, out of date, incomplete, irrelevant or misleading;
Withdraw consent for certain processing (for example, marketing communications or precise location data);
Close your account from within the app, or by contacting us at the address below.

We will respond to most requests within 30 days. We may need to verify your identity before acting on a request, and there are limited circumstances in which we can refuse access or correction (for example where it would unreasonably impact the privacy of another person). If we refuse, we will explain why in writing.

13. Notifiable data breaches

We have processes in place to detect, contain and assess data breaches. If a breach is likely to result in serious harm to any individual, we will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as required under the Notifiable Data Breaches scheme.

14. Children

The Platform is not intended for, and we do not knowingly collect personal information from, anyone under the age of 18. If you believe we have inadvertently collected personal information from a person under 18, please contact us so we can delete it.

15. Complaints

If you believe we have not complied with this Policy or the APPs, please contact our Privacy Officer at support@cover.dental. We will investigate and respond to your complaint within a reasonable time (usually 30 days). If you are not satisfied with our response, you can contact the OAIC at oaic.gov.au.

16. Changes to this Policy

We may update this Policy from time to time. When we make a material change we will notify you through the Platform or by email. The date at the top of this Policy shows when it was last updated. Your continued use of the Platform after a change takes effect constitutes acceptance of the updated Policy.

17. Contact us

If you have any questions about this Policy or how we handle your personal information, please contact:

Privacy Officer, Cover Dental
Email: support@cover.dental