Scrubmee Privacy Policy

Version: 2026-10-07 Applies to: the Scrubmee mobile and web app

1. Who we are

Scrubmee is built and operated by an Australian sole trader based in Western Australia. In this policy, "we", "us" and "our" mean that operator. "You" means the person using the app, which in almost every case is a nurse, a midwife or a nursing student working in Australia.

Scrubmee is a personal organiser. It helps you keep your roster, your pay picture, your certifications, your CPD hours, your work related tax deductions and your shift notes in one place. It is not a clinical system, it is not a payroll system and it is not connected to any hospital, health service, employer or regulator.

We are contactable at the address in section 17.

2. Why we do not rely on the small business exemption

The Privacy Act 1988 (Cth) contains a small business exemption for organisations with an annual turnover under three million dollars. Scrubmee is a small operation and would ordinarily fall inside that exemption.

We do not rely on it.

Scrubmee holds information about your role, your grade, your specialty, where you work and what you have written in your CPD reflections. That is health adjacent and, in parts, sensitive information about your working life. So we have chosen to handle all personal information you give us as though we were a full APP entity. That means we comply with the 13 Australian Privacy Principles (APPs) in Schedule 1 of the Privacy Act, including the extra protections that apply to sensitive information.

If a future version of Scrubmee ever handles clinical or patient information, this policy will be rewritten before that happens, not after.

3. What we collect

3.1 Account information

Your email address.
A password. Your password is handled by our authentication provider. It is stored as a one way hash. We never see it and we cannot recover it for you.
The date and time you agreed to our Terms of Use and this Privacy Policy, and the version numbers of each. This is our consent record.

3.2 Your profile

Only what you choose to enter:

Your name.
Your role, for example registered nurse, enrolled nurse, graduate nurse or student.
Your grade or pay point.
Your workplaces, including the workplace name, the type of organisation, public or private sector, employment type, contracted hours, and whether it is your primary workplace.
Your specialty and sub specialty.
Your pay settings, for example your own hourly rate, your pay cycle and a known payday used to line the cycle up.
Your display preferences, for example your theme and whether reminders are switched on.

3.3 What you log in the app

Shifts. Start and finish times, ward or unit, shift type and any roster notes you add.
Certifications. The certification name and its expiry date, so we can count down to renewal.
CPD entries. The title, hours, category, the date you logged it and the reflection you write about what you learned and how it applies to your practice.
Tax deductions. A description, an amount, a category, the date of the expense and, where you choose to attach one, a reference to a receipt image.
Savings goals. The name of each goal, its target amount, what you have saved towards it, an optional target date and whether it shows on your Home screen. They are saved to your account so they follow you to a new phone or the web app.

3.4 Technical information

Basic operational information such as error messages and request logs generated by our hosting and database provider. These may include an IP address. We use them to keep the app running and to fix faults. We do not use them to build a profile of you.

We do not use advertising identifiers. We do not run third party advertising or marketing analytics SDKs in the app.

4. What we explicitly do not collect

This section matters, so it is deliberately blunt.

4.1 Your Brain Sheet never leaves your device

The Brain Sheet is your shift organiser. It is stored only in your device's local storage. It is never sent to our servers, never synced to your account, never backed up by us and never visible to us. If you delete the app or clear its storage, your Brain Sheet is gone and we cannot restore it, because we never had it.

Because it lives on your phone, protect your phone the way you would protect a paper handover sheet: use a passcode or biometric lock. See also the Brain Sheet clause in our Terms of Use, which asks you not to put patient identifying information in it at all.

4.2 Payslip and roster images are processed temporarily by our reader

When you use Payslip Check or import a roster from a screenshot, the app sends the image over HTTPS to our private Cloudflare Worker. The Worker forwards it to Google's Gemini API to extract figures or shifts, then returns structured results for you to review. Scrubmee does not store the image or the reader response, and only the figures or shifts you choose to save are written to your account. The image is not a place to put patient information, names, medical record numbers or other confidential material.

Google may process API prompts and responses under the Gemini API terms and logging policy. Before launch we will confirm that the connected Google Cloud project has billing enabled and that prompt/response logging is set to the shortest available retention. Google states that paid Gemini API services do not use prompts, including images, or responses to improve its products, although limited abuse-monitoring logs may still apply. Do not use the reader for a document containing patient information.

4.3 No patient information

Scrubmee is not designed to hold information about patients and we do not want it. Do not enter patient names, medical record numbers, dates of birth, addresses or any other detail that could identify a patient, anywhere in the app.

4.4 No location tracking, no contacts, no microphone

We do not collect your location, we do not read your contacts and we do not access your microphone or camera roll except at the moment you choose a payslip or roster image to read on your device.

5. How we use your information

We use what you give us to:

show you your roster and your upcoming shifts;
estimate your pay, penalties and take home figures, and compare a payslip you enter against that estimate;
count down your certification expiry dates and remind you before they lapse;
track your CPD hours and hold your reflections in one place;
total your work related deductions ahead of tax time;
keep your data in sync across the devices you sign in on;
answer your support questions;
fix faults, keep the service secure and prevent misuse; and
keep a record that you agreed to our Terms of Use and this Privacy Policy.

We do not use your information to train machine learning models. We do not use it for advertising or profiling. We do not sell it.

6. Where your information is stored

Your account data is stored in a Supabase Postgres database hosted in Australia, in the Sydney region. Every table is protected by row level security, which means the database itself enforces that only your account can read or write your rows.

Your Brain Sheet, your local preferences and any draft you have not saved live only in your device's storage.

Countries involved. Your data is stored at rest in Australia. The companies that help us run Scrubmee are incorporated in the United States, so some of your information may be handled there or by their staff outside Australia:

Supabase (United States). Stores your account and logged data in Sydney. Support, maintenance and security staff outside Australia may in limited circumstances access systems.
Cloudflare (United States). Serves the app and website from its global network and runs the private worker that passes payslip and roster images to the document reader. Cloudflare's network operates in many countries, including Australia.
Google (United States). Processes payslip and roster images through the Gemini API, only to return structured results, and does not receive your account data.
Resend (United States). Sends your account confirmation and password reset emails and receives your email address only.

No other country is involved. We have taken reasonable steps to satisfy ourselves that each of these providers handles data consistently with the Australian Privacy Principles, as APP 8 requires, and we will update this list before adding any new provider.

7. Who we disclose your information to

We do not sell your personal information. We do not rent, trade or share it with data brokers, advertisers, recruiters, employers, unions or regulators.

We share information only with service providers who help us run the app, and only to the extent they need it:

Database, authentication and hosting. Supabase, which stores your account and your logged data in Sydney.
App and website delivery. Cloudflare, which serves the app and the website.
Transactional email. Resend, which sends your account confirmation and password reset emails. This receives your email address only.
Document reader. Google Gemini, through our Cloudflare Worker, processes payslip and roster images only to return structured results. Scrubmee does not retain those images.
App distribution. Apple and Google, where you install Scrubmee through their stores. They may collect their own information under their own privacy policies, which we do not control.

We may also disclose information where we are required or authorised by law to do so, for example in response to a court order or a lawful request from a regulator, or where disclosure is necessary to prevent a serious threat to someone's life, health or safety.

If Scrubmee is ever sold or restructured, your information may transfer to the new operator. If that happens we will tell you first and you will have the chance to export and delete your data before the transfer.

8. Security

We take reasonable steps to protect your information, including:

encryption in transit using HTTPS;
encryption at rest in our database;
row level security policies that scope every read and write to your own user id;
password hashing handled by our authentication provider, so nobody at Scrubmee can see your password;
keeping the privileged database key off the app entirely, so a copy of the app can never be used to reach another person's data; and
keeping the Brain Sheet off our servers completely, and not retaining payslip or roster images after the reader request finishes.

No system is completely secure. If you think your account has been accessed by someone else, change your password and tell us straight away.

9. Accessing, correcting and exporting your information

You can see and edit almost everything in the app itself. Your profile, shifts, certifications, CPD entries and deductions are all editable and deletable from their own screens.

Export. Account, then Export my data, produces a plain text file containing your profile and every shift, certification, CPD entry and deduction on your account. On a phone it opens the system share sheet. On the web it downloads a file.

Access and correction. If you want a copy of anything the app does not show you, or you believe something we hold is wrong, contact us using section 17. We will respond within 30 days. There is no charge for a reasonable request. If we refuse access or refuse to correct something, we will tell you why in writing and explain how to complain.

10. Deleting your account

You can delete your account yourself. Go to Account, then the Danger zone, then Delete my account and data. It takes two taps to confirm.

What happens, and when:

Immediately. Your shifts, certifications, CPD entries, tax deductions, settings, workplaces, profile and login record are deleted from our database. Your device is signed out and all local app storage is cleared, which includes your Brain Sheet and your preferences.
Within 30 days. Your data ages out of our encrypted database backups. Backups exist so we can recover from a failure, they are not browsable, and they are overwritten on a rolling cycle.

Deletion cannot be undone. Export first if you want a copy.

If you would rather we did it for you, or you no longer have the app installed, request deletion at https://app.scrubmee.com/delete-account or email privacy@scrubmee.com from the address on your account. We action it within 5 business days and confirm in writing.

We may retain a minimal record that an account with a given email was deleted, and the date, where we need it to meet a legal obligation or to resolve a dispute. That record contains no app data.

11. Notifiable Data Breaches

We are covered by the Notifiable Data Breaches scheme in Part IIIC of the Privacy Act 1988 (Cth).

If a data breach happens and it is likely to result in serious harm to you, we will:

contain and assess it as quickly as we can;
notify you directly, by email to the address on your account, describing what happened, what information was involved and what you should do about it; and
notify the Office of the Australian Information Commissioner (OAIC) as the scheme requires, generally within 30 days of becoming aware of the breach.

If we cannot reach you directly we will publish a notice on our website.

12. Complaints

If you are unhappy with how we have handled your personal information, tell us first. Contact us using section 17 and set out what happened. We will acknowledge your complaint within 5 business days and give you a written response within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner:

Website: oaic.gov.au
Phone: 1300 363 992
Post: GPO Box 5218, Sydney NSW 2001

You do not need our permission to go to the OAIC and it costs you nothing.

13. Children

Scrubmee is not intended for anyone under 16 and we do not knowingly collect personal information from anyone under 16. The app is built for working nurses, midwives and nursing students. If you believe a person under 16 has created an account, contact us and we will delete it.

14. Anonymity

You can ask us a general question about Scrubmee anonymously or under a pseudonym. You cannot use the app itself anonymously, because the whole point of an account is that your roster and pay data follow you across devices, and that requires an email address to sign in with.

15. Marketing

If we ever email you about new features, it will be because you opted in, and every message will carry a one click unsubscribe. We do not sell your email address and we do not pass it to anyone for their own marketing.

16. Changes to this policy

We will update this policy as Scrubmee changes. When we do:

the version date at the top changes;
the current version always lives at the address in section 17; and
if the change is significant, for example a new category of information or a new disclosure, we will tell you in the app and by email before it takes effect, and where the law requires it we will ask you to agree again.

We keep a record of which version of this policy you agreed to and when.

17. Contact us

Privacy contact: privacy@scrubmee.com. This is monitored by Sam O'Leary, who operates ScrubMee from Perth, Western Australia. We reply to questions and complaints within 5 business days. A postal address is available on request by email.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Current version of this policy: https://app.scrubmee.com/privacy