Privacy Policy
Last updated: August 2026
Introduction
eva365 (“eva365”, “we”, “us”, or “our”) provides appointment scheduling software that connects Australian businesses with their customers. This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you access or use our website, mobile app, booking pages, and related services (collectively, the “Service”). This Privacy Policy should be read together with our Terms and Conditions and, where applicable, our Cookie Policy. By accessing or using the Service, you acknowledge the practices described in this Privacy Policy. Where consent is required by applicable law, we will obtain it in accordance with that law.
Who This Privacy Policy Applies To
The Service is used by two main categories of users: Business Users / Subscribers — businesses or individuals who use the Service to create schedules, publish booking pages, and accept bookings; and End Clients / Bookers — individuals who view a Business User’s booking page and book services through the Service. This Privacy Policy applies to both categories, although the information we collect and the way we handle it may differ depending on how you use the Service. Business Users are generally responsible for their own collection and use of End Client personal information. Where we process End Client personal information on behalf of a Business User, we may act as a processor or service provider on that Business User’s behalf, subject to applicable law and any applicable Data Processing Addendum.
Personal Information We Collect
The types of personal information we collect depend on how you interact with the Service. 2.1 Information You Provide Directly We may collect information you provide when you: create or manage an account; subscribe to or purchase the Service; create a business profile or booking page; create or manage schedules, services, availability, or booking rules; make or manage a booking; communicate with us; submit an enquiry or contact form; request customer support; or otherwise use features of the Service. This information may include: your name; email address; telephone or mobile number; business name and business details; account and login information; billing and subscription information; booking details; appointment dates and times; service or schedule information; communications and correspondence with us; and other information you choose to provide. Business Users may also upload or otherwise process personal information relating to their End Clients through the Service. 2.2 Information Collected Automatically When you use the Service, we may automatically collect information about your device and how you interact with the Service, including: IP address; browser type and version; operating system; device type and identifiers; pages or features accessed; dates and times of access; referring and exit pages; approximate location derived from technical information; booking and interaction activity; and diagnostic, performance, and usage information. We use this information to operate, secure, maintain, troubleshoot, analyse, and improve the Service. 2.3 Cookies and Similar Technologies We use cookies and similar technologies to: keep you signed in; remember your preferences; maintain sessions; understand how the Service is used; analyse performance; improve functionality; and support security and fraud prevention. For more information about the cookies and similar technologies we use and how you can manage them, see our Cookie Policy.
How We Use Personal Information
We may use personal information for the following purposes: providing, operating, maintaining, and improving the Service; creating and managing accounts; processing subscriptions and payments; enabling Business Users to create schedules and booking pages; facilitating bookings between Business Users and End Clients; sending booking confirmations, reminders, updates, and other appointment-related communications; responding to enquiries and providing customer support; communicating important information about accounts, subscriptions, security, or changes to the Service; monitoring and improving the performance and functionality of the Service; detecting, preventing, investigating, and addressing fraud, abuse, security incidents, and technical issues; enforcing our Terms and Conditions and other applicable policies; complying with legal and regulatory obligations; and protecting our rights, property, users, and the security of the Service. Where permitted by applicable law, we may also use information in aggregated or de-identified form for analytics, research, reporting, and improving our products and services.
Business Users and End Client Information
The Service allows Business Users to collect and manage information about End Clients for the purpose of providing their services and managing bookings. A Business User may collect information such as an End Client’s: name; email address; telephone number; booking and appointment information; service preferences or other information provided during booking; and other information requested by the Business User through the booking process. Where a Business User collects personal information through the Service, the Business User is generally responsible for determining why and how that information is collected and used. Business Users must: comply with applicable privacy and data protection laws; provide appropriate privacy notices to End Clients; obtain any consents required by law; only collect and use personal information for lawful purposes; and comply with their own obligations concerning access, correction, deletion, retention, and other individual rights. If you are an End Client and your information was collected by a Business User, you should generally contact that Business User first regarding questions about how your information is used or to exercise applicable privacy rights. Where required, we will reasonably assist a Business User with privacy requests relating to information we process on its behalf.
Our Role in Processing Personal Information
Our role depends on the context in which personal information is processed. When you provide personal information directly to us for purposes such as creating an account, managing a subscription, obtaining support, or using our own services, we generally determine how and why that information is processed. When a Business User uses the Service to collect and manage End Client information, the Business User generally determines the purposes for which that information is collected and used. In those circumstances, we may process that information on the Business User’s behalf as a processor, service provider, or equivalent role under applicable privacy law. Where required, our processing on behalf of Business Users may be governed by a Data Processing Addendum.
How We Share Personal Information
We do not sell personal information. We may disclose personal information to third parties where reasonably necessary to operate the Service, provide requested services, comply with legal obligations, or protect our legitimate interests. These parties may include: hosting and cloud infrastructure providers; payment processors and billing providers; email, SMS, and communications providers; analytics and performance providers; security and fraud-prevention providers; customer support and service providers; calendar, scheduling, and other integration providers; professional advisers, including lawyers, accountants, and auditors; and regulators, government agencies, courts, or law enforcement where required or permitted by law. We require service providers that process personal information on our behalf to handle that information in accordance with appropriate contractual, confidentiality, security, and data-handling obligations. We may also disclose information: where required or authorised by law; to protect our rights, property, users, or the security of the Service; to investigate suspected fraud, abuse, or unlawful activity; in connection with a merger, acquisition, financing, restructuring, or sale of all or part of our business or assets; or with your consent or at your direction.
Third-Party Services and Integrations
The Service may integrate with or link to third-party services, including payment processors, calendar services, email or messaging providers, analytics services, and other technology platforms. Where you choose to use a third-party service or integration, information may be shared with that third party as necessary to provide the requested functionality. Your use of third-party services is subject to the relevant third party’s privacy policy and terms. We are not responsible for the privacy practices of third parties that operate independently from us.
International Disclosure and Storage
We may use service providers, contractors, or infrastructure located outside Australia. As a result, personal information may be disclosed to, stored in, or processed in countries other than Australia. Where required by applicable law, we will take reasonable steps to ensure that overseas disclosures are subject to appropriate safeguards. If Australian privacy law applies to the handling of your personal information, we will comply with applicable requirements concerning overseas disclosure.
Legal Bases and Consent
Where applicable privacy law requires a lawful basis for processing personal information, we will process information on an appropriate lawful basis, which may include: providing or performing the Service you have requested; complying with a legal obligation; pursuing our legitimate interests where permitted by law; protecting the security and integrity of the Service; obtaining and relying on your consent where required; or another lawful basis available under applicable privacy law. Where we rely on consent, you may withdraw that consent where permitted by law. Withdrawal of consent does not affect the lawfulness of processing that occurred before withdrawal.
Direct Marketing
Where permitted by law, we may send you information about our products, services, features, or other updates that we believe may be relevant to you. You can opt out of marketing communications by using the unsubscribe mechanism included in the relevant communication or by contacting us through our Contact page. We may continue to send non-marketing communications that are necessary to provide the Service, such as account, security, billing, booking, or service notifications.
Data Retention
We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to: provide and maintain the Service; comply with legal, accounting, tax, or regulatory requirements; resolve disputes; enforce our agreements; prevent fraud and abuse; and protect our legal rights. When personal information is no longer reasonably required, we may delete it, anonymise it, or securely dispose of it, subject to applicable legal requirements and legitimate business needs. Business Users are responsible for determining appropriate retention periods for End Client information they collect through the Service, subject to applicable law. Following termination of an account or Subscription, information may be deleted or retained in accordance with this Privacy Policy, our Terms and Conditions, applicable agreements, and legal obligations.
Data Security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration, disclosure, or destruction. These measures may include access controls, authentication mechanisms, security monitoring, encryption where appropriate, and other safeguards appropriate to the nature of the information and the risks involved. However, no method of electronic transmission or storage is completely secure. We cannot guarantee that personal information will always be completely secure. If we become aware of an eligible data breach or other incident requiring notification under applicable law, we will respond and provide notifications as required by law.
Your Privacy Rights
Depending on your location and the privacy laws that apply to you, you may have rights relating to your personal information, including the right to: request access to personal information we hold about you; request correction of inaccurate or incomplete information; request deletion of personal information in certain circumstances; object to or request restriction of certain processing; withdraw consent where processing is based on consent; request information about how your personal information is handled; and make a complaint about our handling of your personal information. These rights are subject to applicable legal exceptions and limitations. To exercise a privacy right, please contact us through our Contact page. We may need to verify your identity before responding to a request. Where your personal information is controlled by a Business User, we may direct your request to that Business User or assist the Business User in responding to it, as appropriate.
Australian Privacy Law
If the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles apply to our handling of your personal information, we will handle that information in accordance with our obligations under applicable Australian privacy law. Nothing in this Privacy Policy is intended to exclude, restrict, or modify any right or remedy that cannot lawfully be excluded, restricted, or modified.
Children's Privacy
The Service is not directed to children for the purpose of creating Business User accounts. Business User accounts may only be created by individuals who are at least 18 years old, or the age of majority in their jurisdiction, in accordance with our Terms and Conditions. We do not knowingly collect personal information from children in circumstances where collection is prohibited by applicable law. If you believe that a child has provided personal information to us improperly, please contact us through our Contact page. We will take reasonable steps to investigate and, where appropriate, delete the information.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to the Service, our practices, technology, legal requirements, or other circumstances. When we make material changes, we will take reasonable steps to notify affected users, where required by law. We will also update the Last updated date at the top of this Privacy Policy. We encourage you to review this Privacy Policy periodically.
Contact Us
If you have questions about this Privacy Policy, want to exercise a privacy right, or wish to make a privacy complaint, please contact us through the contact details provided on our Contact page. We will handle privacy enquiries and complaints in accordance with applicable law and will take reasonable steps to investigate and respond to them. If you are not satisfied with our response to a privacy complaint, you may have the right to contact the relevant privacy regulator, including the Office of the Australian Information Commissioner (OAIC) where applicable.