Last updated: 5 October 2026 (notifications added; storage locations clarified)
Cosmos Today ("the app") is a mobile app published by Optilyze ("Optilyze", "we", "us"). It gives staff of organisations that use the Cosmos client management system ("Cosmos") access to their Cosmos schedule, to-dos, client records and messages on a phone.
This policy explains what information the app handles, why, and your choices.
1. Who the app is for
The app is only for staff of organisations that use Cosmos ("your organisation"). Your organisation creates your account and decides what you can see. Nobody can sign up in the app.
Your organisation is responsible for the information it holds about its clients. Optilyze handles that information on your organisation's behalf as its service provider. For questions about a client's information, contact your organisation first.
2. Information the app handles
Your account information. This is your name, work email address and Cosmos user ID. Sign-in is handled by our authentication provider, Auth0, in its Australian region. You type your password into Auth0's secure sign-in page, never into the app, and the app never receives your password.
Information you view and enter for your work. This is what the app exists to do, and it includes:
- your appointments, shifts, tasks and to-dos;
- client records, including names, dates of birth, addresses, phone numbers, contacts, alerts and program details, health and care information, and information about racial or ethnic origin, such as whether a client identifies as Aboriginal and/or Torres Strait Islander, where it is recorded in assessments;
- case notes, assessment and visit form answers, and the completion of tasks; and
- messages you send to and receive from colleagues in Cosmos.
This information is sent to and stored in Cosmos. It is the same information you can access in the Cosmos web application, under the same permissions.
Information stored on your phone. So the app can start quickly and work with poor coverage, it keeps a copy of the information you most recently loaded (for example your schedule, the clients and appointments you opened, and your messages) in the app's private storage on your device, along with your sign-in session. Signing out deletes this copy, and so does removing the app.
Notifications (optional). If you turn on notifications, your device gives the app a notification token, which we store against your Cosmos account so we can alert you to new messages and upcoming shifts. Notifications are delivered through Google's Firebase Cloud Messaging and contain no client names, message text or health information. They say only who sent you a message, or when your shift starts and how many visits it has. You can turn notifications off at any time in your phone's settings, and signing out removes the token.
What we do not collect. The app does not collect your location, contacts, photos or files. It contains no advertising, analytics or tracking tools, and it does not track you across other apps or websites. When you tap "Directions", the client's address is passed to your phone's maps app, and that app's own privacy policy then applies. Tapping a phone number likewise opens your phone's dialler.
3. Why we use it
We use this information only to provide the app and Cosmos to you and your organisation: to sign you in, show you your work, save what you enter, and keep the service secure. We do not sell personal information or use it for advertising, and we do not use client information for any purpose of our own. Your organisation collects sensitive information, such as health information and Indigenous status, for the care and services it provides, and is responsible for collecting it lawfully, including obtaining any consent required.
4. Where it is stored and who can see it
- Cosmos records (clients, programs, tasks, case notes, forms and messages) are stored on Amazon Web Services in Sydney, Australia.
- Documents and files uploaded to Cosmos are stored on Amazon Web Services in the United States (Virginia).
- Sign-in data is held by Auth0 in its Australian region.
- Notification delivery is handled by Google (Firebase Cloud Messaging), which may process notification tokens outside Australia. Notifications carry no client information.
- Inside Cosmos, access is controlled by your organisation's settings and your role.
- Optilyze staff access information only as needed to support and secure the service.
- We disclose information only to our service providers (as above), to your organisation, or where the law requires it.
5. Security
All communication between the app and Cosmos uses encrypted HTTPS connections. Access requires a signed-in Cosmos account, and sessions can be ended by signing out or by your organisation disabling your account. No system is perfectly secure: if you lose a device you have used to sign in, tell your organisation so it can disable the account.
6. Keeping and deleting information
Information you enter becomes part of your organisation's Cosmos records. Your organisation decides how long those records are kept, subject to its own legal obligations (for example, health-records retention laws). The copy on your phone is deleted when you sign out or remove the app.
Deleting your account. Your organisation creates and deletes Cosmos accounts. To have your account removed, ask your organisation's Cosmos administrator, or email tony@optilyze.com.au and we will work with your organisation to action it. Your organisation may be required to keep records you created (such as case notes) after your account is closed.
7. Access, correction and complaints
You may ask for access to, or correction of, personal information about you. Requests about client information go to the organisation responsible for it. To contact us, or to make a privacy complaint, email tony@optilyze.com.au. We will respond within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at www.oaic.gov.au.
8. Children
The app is a workplace tool for adults and is not directed at children.
9. Changes to this policy
We may update this policy, for example when the app gains new features such as notifications. We will publish the new version at this address and change the date above.
10. Contact
Optilyze, tony@optilyze.com.au. See also Cosmos Today support.