Legal
Privacy policy
Last updated 2 October 2026
How CoverShift collects, uses, shares and protects personal information about clinics, their staff and locums.
On this page
- 1Who we are
- 2What we collect
- 3How we collect it
- 4How we use it
- 5Decisions made with computer programs
- 6Who can see your information
- 7Service providers and overseas disclosure
- 8Cookies and browser storage
- 9Emails we send
- 10How we protect it
- 11How long we keep it
- 12Accessing and correcting your information
- 13Complaints
- 14Changes to this policy
- 15Contact us
The short version
- We collect what is needed to connect clinics with locums and to run a locum’s books: account details, credentials, shifts and the billing details you enter.
- A locum’s work records, billing and bank details stay private to them. Clinics see a locum’s profile, and only what relates to shifts the locum applied for or is booked on.
- We do not sell personal information or use advertising trackers.
- Our database is in Sydney. Some service providers handle information overseas; they are listed under “Service providers and overseas disclosure”.
- Download or delete your information in the app under “Your data”, or email hello@covershift.com.au.
1. Who we are
CoverShift is operated by Jai Majisa Pty Ltd (ABN 88 702 694 228), referred to here as “we” or “us”. We handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
CoverShift connects clinics that need locum cover with the locums who provide it, and gives locums tools to record their work and invoice for it. This policy covers the website at covershift.com.au and the CoverShift app.
2. What we collect
Everyone with an account
- Your name, email address, whether you use CoverShift as a clinic or a locum, and your profession if you are a locum.
- Your password is handled by our sign-in provider (Firebase Authentication). We never see or store it.
- Your email preferences, such as whether you want emails about new shifts.
Locums
- Your professional profile: profession, specialty, registration body and registration number (for example your AHPRA number), whether you hold indemnity and public liability insurance, the places you want to work, preferred rates and willingness to travel.
- The results of credential checks we make: whether your registration was found on the public register, whether it carries conditions, the date we checked, and the date your insurance is verified until.
- Your insurance details if you give them: insurer, policy number and expiry date.
- Your insurance certificate if you upload it. Only our team can open it, to check your cover. We delete it as soon as the check is recorded and keep only the result.
- A travel profile if you set one up: your home suburb and postcode (not your street address), how far you will travel, and any trips when you are open to work away.
- Availability: the days you are busy or open to work, worked out from your own work records.
- Saved searches, the shifts you apply for, and anything you write in an application.
- A private history of your bookings on CoverShift: shifts accepted and completed, and any you cancel.
Locums using the ledger and invoicing tools
- Your work records: dates, times, breaks, sites, rates and any notes, including notes brought in when you import a spreadsheet.
- Your billing details: business or contractor name, business structure, ABN, ACN or trust name, address, GST registration, prescriber number if you have one, and the bank account details you want printed on your invoices.
- Your clients and sites, including their contact details, supplier references and the Medicare provider number you hold for each site.
- The invoices you create, and your Xero connection if you choose to connect Xero.
Clinics
- Clinic details: name, address, opening hours, professions and store codes.
- Staff you add: names, roles, professions and Medicare provider numbers, their rosters, and staff leave with its type and any note.
- Shifts you post, applications you receive, and the people you give access to in an organisation.
How you use CoverShift
- Records of actions in the app, such as viewing or posting a shift, applying, booking and cancelling, linked to your account. We record these ourselves; we do not use third-party analytics or advertising tools.
Information about other people
Clinics enter details about their staff, and locums may enter details about clinics and their contacts. Please enter only what CoverShift needs, and only information you are allowed to share. Clinics should tell their staff that their details are kept here. We do not ask for health information; please do not put it in notes, including leave notes.
3. How we collect it
- From you, when you sign up, fill in your profile, post or apply for shifts, and use the tools.
- From the other side of a booking: a clinic’s shift details, or a locum’s application.
- From public registers: our team checks registration details on the AHPRA public register by hand.
- From Xero, if you connect it: your Xero contacts, accounts and tax rates.
4. How we use it
- To run your account and show you the parts of CoverShift that apply to you.
- To match shifts to locums by profession, location and availability, and to email locums about shifts that match.
- To handle applications, bookings, confirmations and cancellations, and keep a record of them in case of a dispute.
- To check credentials and show clinics the result.
- To calculate hours, GST and totals, produce invoices, and send draft invoices to Xero when you ask.
- To help clinics fill cover: our team may match a clinic’s request to locums and draft an invitation for our team to send.
- To provide support, keep CoverShift secure, prevent misuse, and meet our legal obligations.
- To understand how CoverShift is used, so we can improve it.
We do not sell personal information, and we do not use it for advertising.
5. Decisions made with computer programs
CoverShift uses computer programs, with some of your personal information, to:
- choose which locums are emailed about a new shift, using their profession, preferred locations and saved searches (and, when a saved search asks for it, whether they are free that day);
- order the shifts in a locum’s feed, using their profession, preferred locations and the availability worked out from their own work records, along with the shift’s own details;
- suggest locums to our team when a clinic asks us for help filling cover, using profession, availability the locum shares, their home suburb and travel distance, and whether their credentials are verified.
These programs never use ratings, reviews or past cancellations: CoverShift keeps none. A person, the clinic or our team, always decides who is booked. To ask about a decision, contact us.
6. Who can see your information
CoverShift is built so that each record is visible only to the people who need it.
| Information | Who can see it |
|---|---|
| A locum’s professional profile and credential check results | Any signed-in CoverShift user, clinic or locum |
| A locum’s availability | Only the locum, unless they turn sharing on. Shared availability shows busy or free by date, never clients, sites or rates |
| A locum’s booking history, including cancellations | Only the locum and our team. It is never shown to clinics or used to rank anyone: CoverShift does not rate clinics or locums |
| A locum’s name and application (including its note and any proposed rate) | The clinic they applied to or are booked with |
| A locum’s Medicare provider number for a site | That clinic only, and only if the locum has linked it to their billing client for that clinic |
| Work records, billing details, bank details, invoices, travel profile, saved searches, insurance policy details | Only the locum. Our team reviews insurance details to verify them |
| Clinic staff, rosters and staff leave | The clinic’s owner, and people the clinic or its organisation gives access to |
| Clinic details and posted shifts | Any signed-in CoverShift user |
Our team can access stored information when it is needed to run, secure or support CoverShift, or when you ask for help.
Invoices you download go wherever you send them. For example, Specsavers invoices are sent by you to Specsavers’ invoice processing inbox.
7. Service providers and overseas disclosure
We use a small number of service providers to run CoverShift. Some of them handle information outside Australia.
| Provider | What for | Where |
|---|---|---|
| Google Cloud and Firebase | Database, web hosting and sign-in | Database in Sydney, Australia; web servers in Singapore; sign-in on Google’s global infrastructure, including the United States |
| Resend | Sending shift, booking and cancellation emails | United States |
| Google (Gemini) | Reading a cover request, typed by a clinic or passed to our team, into a draft shift for a person to check; drafting invitations; and answering questions on the Help page from our published help text. It receives the request text and shift details, a locum’s first name, and the help question you type, but not email addresses or anything else from your account | United States and other countries where Google processes data |
| Xero | Only if you connect it: creating draft invoices and reading your contacts, accounts and tax rates | Outside Australia, including the United States |
We choose providers that protect information to a standard comparable to Australian law, and give them only what they need to provide their service.
9. Emails we send
- Locums: emails about new shifts, or new repeating series, that match their profession and preferred locations or a saved search.
- Locums: confirmation when a clinic accepts their application, and a notice if the clinic cancels the booking.
- Locums: a notice when their registration and insurance have been checked and they can be booked.
- Clinics: a notice to the clinic’s account email when a locum applies for a shift or cancels a booking.
- Everyone: password reset emails when you ask for one.
Every email about new shifts has a link to stop them, and mail apps that offer a one-click unsubscribe button will show one. You can also turn off emails for a single saved search in the app. Emails about your own bookings, and password resets, can’t be turned off.
10. How we protect it
- Information is encrypted in transit and stored by Google Cloud, which encrypts it at rest.
- Access rules decide who can read each record. Billing information can be reached only through our server, never directly from a browser.
- The keys that connect your Xero account are encrypted separately.
No system is perfectly secure. If we become aware of a data breach likely to cause serious harm, we will notify you and the Office of the Australian Information Commissioner as the Notifiable Data Breaches scheme requires.
11. How long we keep it
We keep your information while your account is open. Invoices and billing records may need to be kept for longer for tax and legal reasons, and a record of issued invoices is kept so work is never billed twice.
You can delete your account yourself under Your data: on your Profile page if you are a locum, or on Clinic details if you run a clinic. It removes your profile, records, billing details and sign-in. Shifts that a locum worked stay in the other side’s records, without the deleted person’s details, because their own work records and invoices point at them. Upcoming bookings must be cancelled first, so no clinic is left without cover.
You can also email hello@covershift.com.au and we will delete your information or remove what identifies you, except where the law requires us to keep it.
12. Accessing and correcting your information
You can see and change most of your information in the app, and download a copy of everything we hold under Your data. To correct something you cannot change yourself, or for any other request, email hello@covershift.com.au. We will respond within 30 days, and it is free.
13. Complaints
If you are concerned about how we have handled your information, email hello@covershift.com.au (our contact page explains what to include). We will acknowledge your complaint within 5 business days and respond within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
14. Changes to this policy
We will update this page when CoverShift changes what it collects or how it uses information, and change the date at the top. If a change is significant, we will tell you by email or in the app first.
15. Contact us
Jai Majisa Pty Ltd (ABN 88 702 694 228), hello@covershift.com.au. See also our Terms of use.