Privacy Policy

REMOTE FLOW PTY LTD (ABN 50 650 974 780) (“we”, “us”, “our” or the “Company”) is committed to privacy protection. We understand the importance of keeping personal information private and secure. This privacy policy (“Privacy Policy”) describes generally how we manage personal information and safeguard privacy. If you would like more information, please contact us.

This Privacy Policy covers the information we collect about you.  It applies across all websites we own and operate, all services we provide, including our online and mobile job management software and services products and any other apps, products or services we may offer (“Services”).  

Do not access or use our Services or interact with our business if you do not agree with this Privacy Policy.  

The Australian Privacy Principles

We will treat all personal information in accordance with any and all obligations that are binding upon us under the Privacy Act 1988 (Cth) (“Privacy Act”). The Privacy Act lays down 13 key principles in relation to the collection and treatment of personal information, which are called the “Australian Privacy Principles”.

What is “personal information”?

Personal information held by the Company may include your:

  • name and date of birth;
  • residential and business postal addresses, telephone/mobile/fax numbers and email addresses;
  • location data;
  • bank account and/or credit card details for agreed billing purposes;
  • any information that you provided to us by you during your account creation process or added to your user profile;
  • employment status;
  • preferences and password for using this site and your computer and connection information; and
  • any information that you otherwise share with us.
Information provided to Stripe

All purchases that are made through our site or apps are processed securely and externally by Stripe. Unless you expressly consent otherwise, we do not see or have access to any personal information that you may provide to Stripe, other than information that is required in order to process your order and deliver your purchased items to you (eg, your name, email address and billing address).

How we may collect your personal information

We only collect personal information that is necessary for us to conduct our business, including providing the Services.

Information that you provide to us

We may collect personal information that you provide to us about yourself when you:

  • use our site, including (without limitation) when you:
  • create a user account;
  • add, change or modify information to your user profile. You may have the option of adding a display name, profile photo, job title, and other details to your profile to be displayed in our Services.  We keep track of your preferences when you select settings within the Services;
  • purchase any products and/or services from us;
  • add reviews, forum or chat room messages or comments in any elements of this site that permit user-generated content;
  • register for access to premium content or request certain premium features; or
  • complete an online contact form to contact us or any third party supplier;
  • download, install or use our mobile apps;
  • use Services and software that is provided by us or on our behalf on any other platform. This includes content that you post, send, receive and share;
  • provide information to us by telephone or through marketing or competition application forms; or
  • send us an email or other communication.

Information provided to us by others

We may also receive information about you from other users of the Services who may provide information about you when they submit content through the Services. For example, you may be mentioned in a job status update.  We also receive your email address from other Service users when they provide it in order to invite you to the Services.  Similarly, an administrator may provide your contact information when they designate you as the billing or technical contact on your company’s account or when they designate you as an administrator.

We receive information about you when you or your administrator integrate third party apps or link a third party service with our Services. You or your administrator may also integrate our Services with other services you use, such as to allow you to access, store, share and edit certain content from a third party through our Services.  For example, you may authorize our Services to access, display and store files from a third party document sharing service within the Services interface or to connect with a third party calendaring service. You or your administrator may also authorize our Services to connect with a third party reporting service so your organisation (e.g. employer or contracting party) can review how the Services are being used. The information we receive when you link or integrate our Services with a third party service depends on the settings, permissions and privacy policy controlled by that third party. You should always check the privacy settings and notices in these third party services to understand what data may be disclosed to us or shared with our Services.

We may receive information about you from third party providers of business information and publicly available sources (like social media platforms), including physical mail addresses, job titles, email addresses, phone numbers, intent data (or user behaviour data), IP addresses and social media profiles, for the purposes of targeted advertising of products that may interest you, delivering personalized communications, event promotion, and profiling.

IP addresses

This site may also collect Internet Protocol (IP) addresses. IP addresses are assigned to computers on the internet to uniquely identify them within the global network. The Company collects and manages IP addresses as part of the service of providing internet session management and for security purposes. The Company may also collect and use web log, computer and connection information for security purposes and to help prevent and detect any misuse of, or fraudulent activities involving, this site.

Cookies

Our site uses “cookies” to help personalise your online experience. A cookie is a text file or a packet of information that is placed on your hard disk by a web page server to identify and interact more effectively with your computer. There are two types of cookies that may be used by our Services: a persistent cookie and a session cookie. A persistent cookie is entered by your web browser into the “Cookies” folder on your computer and remains in that folder after you close your browser, and may be used by your browser on subsequent visits to our Services. A session cookie is held temporarily in your computer’s memory and disappears after you close your browser or shut down your computer. Cookies cannot be used to run programs. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you. In some cases, cookies may collect and store personal information about you. The Company extends the same privacy protection to your personal information, whether gathered via cookies or from other sources.

You can configure your internet browser to accept all cookies, reject all cookies or notify you when a cookie is sent. Please refer to your internet browser’s instructions to learn more about these functions. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of our site or Services.

Why we use cookies

We use cookies in order to:

  • remember your preferences for using our Services;
  • manage the signup process when you create an account with us;
  • recognise you as logged in while you remain so. This avoids your having to log in again every time you visit a new page;
  • facilitate e-commerce transactions, to ensure that your order is remembered between pages during the checkout process;
  • show relevant notifications to you (eg, notifications that are relevant only to users who have, or have not, created an account or subscribed to newsletters or email or other subscription services); and
  • remember details of data that you choose to submit to us (eg, through online contact forms or by way of comments, forum posts, chat room messages, reviews, ratings, etc).

Many of these cookies are removed or cleared when you log out but some may remain so that your preferences are remembered for future sessions.

Third party cookies

In some cases, third parties may place cookies through our site or Services. For example:

  • Google Analytics, one of the most widespread and trusted website analytics solutions, may use cookies de-identified data about how long users spend on our and the pages that they visit;
  • Google AdSense, one of the most widespread and trusted website advertising solutions, may use cookies to serve more relevant advertisements across the web and limit the number of times that a particular advertisement is shown to you; and
  • third party social media applications (eg, Facebook, Twitter, LinkedIn, Pinterest, YouTube, Instagram, etc) may use cookies in order to facilitate various social media buttons and/or plugins.
How we may use your personal information

Your personal information may be used in order to:

  • verify your identity;
  • assist you to place orders;
  • process any purchase of Services from us, including charging, billing and collecting debts;
  • make changes to your account;
  • communicate with you, respond to any queries or feedback that you may have;
  • verify your location for location specific requirements;
  • conduct appropriate checks for credit-worthiness and for fraud;
  • prevent and detect any misuse of, or fraudulent, illegal or malicious activities involving, the Services;
  • conduct research and development in respect of our products and/or Services;
  • protect legitimate business interests and legal rights;
  • provide the Services and personalise your experience, including to authenticate you when you log in, provide customer support, operate, maintain, and improve the Services;
  • gain an understanding of your information and communication needs or obtain your feedback or views about our Services in order for us to improve them; and/or
  • maintain and develop our business systems and infrastructure, including testing and upgrading of these systems,

and for any other purpose reasonably considered necessary or desirable by the Company in relation to the operation of our business.

From time to time we may email our customers with news, information and offers relating to our own Services or those of selected partners. Your personal information may also be collected so that the Company can promote and market products and services to you. This is to keep you informed of products, services, and special offers we believe you will find valuable and may continue after you cease acquiring products and services from us. If you would prefer not to receive promotional or other material from us, please let us know and we will respect your request. You can unsubscribe from such communications at any time if you choose.

When we may disclose your personal information

Information provided to suppliers

When you acquire or access any other goods or services from a third party supplier through our Services, we will provide to that supplier such information as is necessary to enable it to process and administer your order. Such information will include personal information about you, including (without limitation) your name and contact details.

Information provided to other organisations

In order to deliver the Services you require or for the purposes set out above, the Company may disclose your personal information to organisations outside the Company. Your personal information may be disclosed to these organisations and the Company takes reasonable steps to ensure that these organisations are bound by confidentiality and privacy obligations in relation to the protection of your personal information. These organisations may carry out or provide:

  • customer enquiries;
  • mailing systems;
  • billing, payment processing and debt-recovery functions;
  • information technology services, including website and application development, hosting, maintenance, backup, storage, virtual infrastructure, analysis and other services for us;
  • marketing, telemarketing and sales services;
  • sales, support, and technical services to deliver and implement customer solutions around the Services;
  • market research; and
  • website usage analysis.

In addition, we may disclose your personal information to:

  • your administrator, employer, contractor, employee, subcontractor, other Service users,  organisation or contracting party with us;
  • others you have agreed to or required by the above;
  • your authorised representatives or legal advisers (when requested by you to do so);
  • credit-reporting and fraud-checking agencies;
  • credit providers (for credit-related purposes such as creditworthiness, credit rating, credit provision and financing);
  • our professional advisers, including our accountants, auditors and lawyers;
  • government and regulatory authorities and other organisations, as required or authorised by law;
  • organisations who manage our business strategies, including those involved in a transfer/sale of all or part of our assets or business (including accounts and trade receivables) and those involved in managing our business risk and funding functions; and
  • the police or other appropriate persons where your communication suggests possible illegal activity or harm to others.

Information provided to other Service Users

When you use the Services, we share certain information about you with other Service users.

You can create content, which may contain information about you, and grant permission to others to see, share, edit, copy and download that content based on settings you or your administrator (if applicable) select.  Some of the collaboration features of the Services display some or all of your profile information to other Service users when you share or interact with specific content.

If you register or access the Services using an email address with a domain that is owned by your employer or other party, that email address with your existing account, and certain information about you including your name, profile picture, contact info, content and past use of your account may become accessible to them and other Service users sharing the same domain.  If you are an administrator for a particular site or group of users within the Services, we may share your contact information with current or past Service users, for the purpose of facilitating Service related requests.  

Information provided to third party apps or service providers

We will provide your information to third party apps or services that you, your administrator or other Service users have chosen to use in addition to or within the Services.  Depending on the settings chosen and the other party, we may share account and information about you like your name and email address, and any content you choose to use in connection with those apps.  If you are an administrator, or a technical or billing contact listed on an account, we share your details with the third party app provider on installation. Third party app policies and procedures are not controlled by us and this Privacy Policy does not cover how third party apps use your information.  We strongly encourage you read the privacy policies of all third parties before connecting to or using their applications or services.

If you object to information about you being shared as described in this Privacy Policy, please uninstall the Services and the third party app and services.

Contacting us about privacy

If you would like more information about the way we manage personal information that we hold about you, or are concerned that we may have breached your privacy, please contact us by email at info@remoteflow.com.au or by post.

Access to your personal information

In most cases, you may have access to personal information that we hold about you. We will handle requests for access to your personal information in accordance with the Australian Privacy Principles. All requests for access to your personal information must be directed to the Privacy Officer by email at info@remoteflow.com.au or by writing to us at our postal address. We will deal with all requests for access to personal information as quickly as possible. Requests for a large amount of information, or information that is not currently in use, may require further time before a response can be given. We may charge you a fee for access if a cost is incurred by us in order to retrieve your information, but in no case will we charge you a fee for your application for access.

In some cases, we may refuse to give you access to personal information that we hold about you. This may include circumstances where giving you access would:

  • be unlawful (eg, where a record that contains personal information about you is subject to a claim for legal professional privilege by one of our contractual counterparties);
  • have an unreasonable impact on another person’s privacy; or
  • prejudice an investigation of unlawful activity.

We may also refuse access where the personal information relates to existing or anticipated legal proceedings, and the information would not be accessible by the process of discovery in those proceedings.

If we refuse to give you access, we will provide you with reasons for our refusal.

Correcting your personal information

We will amend any personal information about you that is held by us and that is inaccurate, incomplete or out of date if you request us to do so. If we disagree with your view about the accuracy, completeness or currency of a record of your personal information that is held by us, and you ask us to associate with that record a statement that you have a contrary view, we will take reasonable steps to do so.

Storage and security of your personal information

We are committed to maintaining the confidentiality of the information that you provide us and we will take reasonable precautions to protect your personal information from unauthorised use or alteration. In our business, personal information may be stored both electronically (on our computer systems, our website hosting provider or cloud service) and in hard-copy form. Firewalls, anti-virus software and email filters, as well as passwords, protect all of our electronic information. Likewise, we take all reasonable measures to ensure the security of hard-copy information.

While we implement safeguards designed to protect your information, no security system is impenetrable.  Due to the inherent nature of the internet and our Services, we do not guarantee that information, during transmission through the internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others.

International transfers of information we collect

We may collect information globally and may transfer, process and store your information outside of your country of residence, to wherever we or our service providers operate for the purpose of providing you the Services.  Whenever we transfer your information, we take reasonable steps to protect it.  

Third party websites

You may click-through to third party websites from this site, in which case we recommend that you refer to the privacy statement of the websites you visit. This Privacy Policy applies to this site only and the Company assumes no responsibility for the content of any third party websites.

Re-marketing

We may use the Google AdWords and/or Facebook re-marketing services to advertise on third party websites to previous visitors to this site based upon their activity on this site. This allows us to tailor our marketing to better suit your needs and to only display advertisements that are relevant to you. Such advertising may be displayed on a Google search results page or a website in the Google Display Network or inside Facebook. Google and Facebook may use cookies and/or pixel tags to achieve this. Any data so collected by Google and/or Facebook will be used in accordance with their own respective privacy policies. None of your personal Google and/or Facebook information is reported to us.

You can set preferences for how Google advertises to you using the Google Ads Settings page (https://www.google.com/settings/ads). Facebook has enabled an AdChoices link that enables you to opt out of targeted advertising.

GDPR

The Company welcomes the General Data Protection Regulation (“GDPR”) of the European Union (“EU”) as an important step forward in streamlining data protection globally.  We intend to comply with the data handling regime laid out in the GDPR in respect of any personal information of data subjects in the EU that we may obtain.

GDPR rights

The requirements of the GDPR are broadly similar to those set out in the Privacy Act and include the following rights:

  • you are entitled to request details of the information that we hold about you and how we process it.  For EU residents, we will provide this information for no fee;
  • you may also have a right to:
  • have that information rectified or deleted;
  • restrict our processing of that information;
  • stop unauthorised transfers of your personal information to a third party;
  • in some circumstances, have that information transferred to another organisation; and
  • lodge a complaint in relation to our processing of your personal information with a local supervisory authority; and
  • where we rely upon your consent as our legal basis for collecting and processing your data, you may withdraw that consent at any time.

If you object to the processing of your personal information, or if you have provided your consent to processing and you later choose to withdraw it, we will respect that choice in accordance with our legal obligations.  However, please be aware that:

  • such objection or withdrawal of consent could mean that we are unable to provide our Services to you, and could unduly prevent us from legitimately providing our Services to other customers/clients subject to appropriate confidentiality protections; and
  • even after you have chosen to withdraw your consent, we may be able to continue to keep and process your personal information to the extent required or otherwise permitted by law, in particular:
  • to pursue our legitimate interests in a way that might reasonably be expected as part of running our business and which does not materially impact on your rights, freedoms or interests; and
  • in exercising and defending our legal rights and meeting our legal and regulatory obligations.

Storage and processing by third parties

Data that we collect about you may be stored or otherwise processed by third party services with data centres based outside the EU, such as Google Analytics, Microsoft Azure, Amazon Web Services, Apple, etc and online relationship management tools.  We consider that the collection and such processing of this information is necessary to pursue our legitimate interests in a way that might reasonably be expected (eg, to analyse how our customers/clients use our services, develop our services and grow our business) and which does not materially impact your rights, freedom or interests.

The Company requires that all third parties that act as “data processors” for us provide sufficient guarantees and implement appropriate technical and organisational measures to secure your data, only process personal data for specified purposes and have committed themselves to confidentiality.

Duration of retention of your data

We will only keep your data for as long as is necessary for the purpose for which it was collected, subject to satisfying any legal, accounting or reporting requirements.  At the end of any retention period, your data will either be deleted completely or anonymised (for example, by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning).  In some circumstances, you can ask us to delete your data, restrict use of your data and request a copy of your data.

If the Services are made available to you through an organisation (e.g., your employer), we retain your information as long as required by the administrator of your account.  

Keeping your information up-to-date

To ensure that your personal information is accurate and up to date, please promptly advise us of any changes to your information by contacting our data protection officer by email at info@remoteflow.com.au or by post.

Notice to all users

Some of our Services are intended for use by organisations. Where the Services are made available to you through an organisation (e.g. your employer or a contracting party), that organization is the administrator of the Services and is responsible for the accounts and/or Service over which it has control. If this is the case, please direct your data and privacy questions to your applicable administrator, organisation or employer, as your use of the Services is subject to their policies. We are not responsible for the privacy, data or security practices of other organisations, you should contact them for more information.

Changes to this Privacy Policy

From time to time, it may be necessary for us to revise this Privacy Policy. Any changes will be in accordance with any applicable requirements under the Privacy Act and the Australian Privacy Principles. We may notify you about changes to this Privacy Policy by posting an updated version on this site.

If you require any further information about the Privacy Act and the Australian Privacy Principles, you can visit the Federal Privacy Commissioner’s website (see www.privacy.gov.au).

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