How we look after your records
Care Collaborator holds compliance records for care providers and their suppliers. This page explains, in plain terms, what the service does to protect them.
Last reviewed 6 November 2026
AT A GLANCE
Six things the service does
Scoped to your organisation
Provider staff only see their own organisation's suppliers and records.
Access by role
Admins, reviewers and suppliers each see and do only what their role allows.
Check detail stays with reviewers
Suppliers never see automatic check results, flags or notes.
Private, encrypted storage
Documents are kept in private, encrypted storage.
Stored in Australia
Records and documents are stored in Sydney, Australia.
Audit history
Invitations, uploads and decisions are recorded with who and when.
Who can see what
Access depends on your organisation and your role. Nobody sees records from an organisation they do not belong to.
- Provider Admins and Reviewers only see suppliers, submissions and documents for their own organisation
- Suppliers only see their own documents and the providers they work with
- Provider Reviewers can review and record decisions, but cannot change requirements or manage users
- The Care Collaborator team manages provider organisations and platform settings
Automatic checks
When automatic checks are switched on, documents are checked before a person reviews them. The checks help reviewers; they do not make decisions.
- Check results, flags and notes are shown to provider reviewers only
- Suppliers never see automatic check detail
- A person makes every pass or fail decision
How documents are stored
Documents and records are kept apart from the public internet and are only shown to people allowed to see them.
- Documents are kept in private, encrypted storage
- Records and documents are stored in Sydney, Australia
- Connections to the service are encrypted
Audit history
Important actions are recorded so your organisation can see what happened and when.
- Invitations, uploads, reviews and setting changes are recorded
- Each entry shows what happened, who did it and when
- Audit entries cannot be edited
- You only see audit entries for your own organisation
Your account
You join by invitation and sign in with the account you set up from the invitation email.
- You are signed out after 30 minutes without activity
- Password reset codes are sent by email to the account holder
- Your Provider Admin can remove your access when you leave
Your data and privacy
Our Privacy policy explains what personal information we collect and why. Our Terms of use cover how the service may be used.
Think something is wrong?
Contact support and tell us what you noticed. Please do not include documents, passwords or personal details in your message.
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