Privacy Policy

What is covered by this privacy policy?

This privacy policy applies to our processing of all personal information we collect relating to individuals outside of our organisation. This includes personal information we collect via or in connection with our services.

In this privacy policy when we say:

• Personal information we mean information about an identifiable individual (e.g. your contact details) including any personal information or personal data as defined in applicable privacy laws
• Our services we mean our websites, social media pages, apps, platforms, systems, products, solutions and services including any events or functions we provide
• Process or processing in relation to any information we mean to collect, retrieve, store, host, copy, use, share, disclose, delete, aggregate, modify or perform any other operation or set of operations on the information

Our services may contain links to other websites (third party websites), or be integrated with other apps, platforms, products, solutions or services (third party apps), which are operated by third parties that are not under our control.

This privacy policy does not apply to any third party websites or third party apps, or the processing of your personal information by their operators. We are not responsible for any third party websites or third party apps or their operators' privacy practices or processing of your information. You should check the privacy policies for the third party websites and third party apps before sharing your information with them or their operators.

What information do we collect?

The personal information that we collect and hold about you depends on your interaction with us. The information may include:

• Identity data, such as your name, title, industry, company/organisation name, email address, telephone number, postal address, physical address and IP address
• Registration data, such as information provided by you when you register for an account including usernames and passwords
• Recruitment data, including information submitted in connection with a job application or inquiry
• Usage and behavioural data relating to your use of our services, such as the pages you looked at and service features you used
• Marketing and communications data, including your marketing preferences and your subscriptions to our publications
• Financial information, including credit card or other financial account information for the purpose of enabling us to facilitate your purchase of our services
• Transaction data, including inquiries about and orders for our services and details of payments from you, including purchase order history and information needed to facilitate payment transactions
• Event registration information, including information you provide when filling in e-registration forms
• Your feedback, including surveys recommendations or other feedback from you about our services

If you refuse to share or grant us access to your information, we may not be able to provide or grant you access to some of our services.

How do we collect your information?

The ways in which we may collect personal information about you can be broadly categorised as follows:

Information you provide

You may share your information with us when, for example, you subscribe for our services or contact us with a query.

Information collected automatically

When you access or use our services, we may automatically collect certain information, such as your IP address and device type. In addition, we may collect clickstream, usage and performance data, such as the pages you looked at, the service features you used, and how you navigated through our services. This data helps us understand how our services are being used and can be improved and personalised for you.

We may collect this information by using cookies and similar tracking technologies.

Cookies are unique identification numbers like tags that are placed on the browser of internet users. The cookies do not in themselves identify users personally, but may link back to a database record about them.

We may use third party website analytics services such as Google Analytics, which issue cookies from their own servers to track website visits. We do not control how these cookies are issued, or the data that they store.

Most web browsers allow you to set some controls over cookies in your browser settings. To learn more about cookies and how you can manage them visit, allaboutcookies.org.

We may use "web beacons" (electronic images also known as pixel tags or clear gifs) to recognise a cookie on your computer when you view or act upon a web page an advertisement that we have placed on a third party website, or an email or other electronic communication that we have sent.

We may also use "localStorage" or "sessionStorage" browser APIs to collect and store certain browser data. These allow us to perform important functions across our services (such as keeping a user logged in or remembering which organisation a user is associated with), and cannot be disabled.

Information collected from third parties

Information about you may be collected from third parties, such as your employer or a customer or head contractor you are working for.

We may also collect information about you from our related companies, our partners, the operators of any third party apps which are integrated with our services, and any publicly available sources (such as social media pages).

We may combine this information with other information that we hold.

How do we use your information?

We may use your personal information:

• To provide our services and perform any contracts with you or the person who provided your information
• To assist with the resolution of technical support issues or other issues relating to our services
• To notify you of changes to our services or otherwise communicate with you about our services
• To administer your or your employer's account with us, including to verify your identity and for billing
• To help us develop, improve, manage, administer, protect and facilitate our services and operations
• To promote and market our services, or the products and services of others
• For internal training, audit and quality control purposes
• To conduct research and analysis to help us analyse your preferences, identify the services that best meet your requirements and measure the effectiveness of our services
• To detect, prevent and respond to fraud, intellectual property infringement violations of our terms and conditions, violations of law or other misuse of our services
• In connection with a job application or enquiry we may use the information you provide or we collect (for example from a referee recruiter or your social media pages) to consider you for the job (or any other job with us) and to conduct background and eligibility checks
• For any particular purpose which you authorise or for which the information was provided by you
• For any other purpose associated with or ancillary to the above purposes
• For any other purpose permitted by applicable privacy laws

We may also use the information we collect about you and others to produce aggregated and anonymised analytics, data sets and reports which do not identify you or any other person business or organisation (anonymised statistical data). We may process, publish, distribute, license, sell and commercialise the Anonymised Statistical Data without restriction.

Who do we disclose your personal information to?

We do not sell, trade or rent your personal information to others.

However, we may share your personal information with:

• Our related companies and affiliates in connection with our services and our business operations
• Our resellers and distributors in connection with any of our services which they have resold or distributed to you or the person who provided your information
• Third parties who perform services to us or on our behalf, such as processing payments and hosting or storing your information, who will have access to your information as needed to perform these services. While there are too many to name these service providers include Amazon Web Services, MongoDB Atlas, Google Cloud and Microsoft Azure
• Operators of third party apps which are integrated with our services. The information shared will be limited to that which is permitted to be shared via the integration
• Regulators, law enforcement bodies, government agencies, courts or other third parties where we think it's necessary to comply with applicable laws or regulations, or to exercise establish, or defend our legal rights. Where possible and appropriate, we will notify you of this type of disclosure
• An actual or potential buyer (and its agents and advisers) in connection with an actual or proposed purchase, merger or acquisition of any part of our business
• Third parties under an arrangement or in circumstances where your information will be used in a form in which you are not identified
• Third parties who you authorise us to share the information with

We may also disclose your personal information in circumstances permitted by applicable privacy laws.

We may share your personal information with recipients in other countries. However, rest assured, we will not disclose your personal information to someone in another country unless we are satisfied that they will be required to protect the information in a way that provides at least comparable safeguards to the applicable privacy laws or the disclosure is otherwise permitted under applicable privacy laws.

Security

We are committed to protecting the security of your personal information and we take all reasonable precautions to protect it from loss, unauthorised or accidental access, disclosure, alteration, destruction, other misuse and actions which prevent us from accessing your information on a temporary or permanent basis (each such event being a privacy breach).

We use industry standard (or better) administrative, physical and technical protections to safeguard your personal information from privacy breaches.

If your personal information is subject to a privacy breach, we will comply with our obligations under applicable privacy laws. These may include notifying you and/or a regulator if, for example, we believe the privacy breach may cause you serious harm.

Retention

We will not keep your personal information for any longer than we may lawfully use the information under applicable privacy laws.

If we decide that we no longer require your personal information for our operations or our legal or tax compliance we may delete the information, or anonymise the information so it is no longer personal information, before then.

Electronic communications

We are committed to complying with applicable anti-spam legislation including the Unsolicited Electronic Messages Act 2007 in New Zealand and the Spam Act 2003 (Cth) in Australia.

By subscribing to receive emails and/or other forms of electronic communications (such as text or SMS), or otherwise providing your email address and/or mobile number, you consent to receiving emails and/or other forms of electronic communications (as the case may be) which promote and market our services, and the products and services of others.

You can unsubscribe from these communications at any time by following the "Unsubscribe" process in one of the promotional or marketing messages received.

Once you have unsubscribed, you will be removed from the corresponding marketing list within 5 working days (or such shorter period as may be required under applicable anti-spam legislation).

How you can request access or correct your personal information

You have rights under applicable privacy laws to request:

• Confirmation of whether we hold personal information about you
• Access to personal information we hold about you
• Corrections to any personal information we hold about you

There are some exceptions to these rights, which can differ depending on which applicable privacy laws apply to your situation.

You may request confirmation of whether we hold personal information, about you request access to your personal information, or request that we update or correct any of your personal information by sending your request to our Privacy Officer at the address listed below.

We will review your request and provide a response as soon as reasonably practicable and in any event within 20 working days (or such shorter period as may be required by applicable privacy laws).

If we decline your request, we will give you reasons for this decision when we respond. If we have declined a request to correct your personal information and you have provided us with a statement of the correction you have sought, we will take reasonable steps to ensure that this statement of correction is included with your personal information that we hold.

If permitted by applicable privacy law, we may impose reasonable charges for providing you with access to your information, including any statement of correction with your personal information, or providing you with assistance in relation to your request. We will inform you of these charges in advance.

How to contact us or make a complaint

We take our privacy responsibilities and your concerns seriously. If you have any concerns or questions about our privacy practices or our processing of your personal information, please contact our Privacy Officer at privacy@notiform.app

We'll do our best to handle your complaint in a way that is fair and efficient. However, if you're not happy with how we've handled your complaint, you may complain to the relevant privacy regulator.

In New Zealand this is Office of the Privacy Commissioner. Complaints can be made here.

In Australia this is the Office of the Information Commissioner. Complaints can be made here.