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AskYourTeam App Privacy Policy

Last updated on 6th December 2023

Who are ‘we’?

AskYourTeam (“we,” “our,” or “us”) is committed to protecting your privacy. The purpose of this Privacy Policy is to inform our clients and any users of our Platform about how we comply with the requirements of the New Zealand Privacy Act 2020, the Australian Privacy Act 1988, the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA) in regard to managing personal information.

This Privacy Policy applies to our Platform, and its associated subdomains (collectively, our “Service”) alongside our application, AskYourTeam. By accessing or using our Service, you signify that you have read, understood, and agree to our collection, storage, use, and disclosure of your personal information as described in this Privacy Policy and our Terms of Service.


Our principles of data protection

Our approach to data protection is built around four key principles. They’re at the heart of everything we do relating to personal data.

Transparency
We take a human approach to how we process personal data by being open, honest and transparent.

Enablement
We enable connections and efficient use of personal data to empower productivity and growth.

Security
We champion industry-leading approaches to securing the personal data entrusted to us.

Stewardship
We accept the responsibility that comes with processing personal data.


Definitions and key terms

To help explain things as clearly as possible in this Privacy Policy, every time any of these terms are referenced, are strictly defined as:

  • Cookie: small amount of data generated by a website and saved by your web browser. It is used to identify your browser, provide analytics, remember information about you such as your language preference or login information.
  • Company: when this policy mentions “Company,” “we,” “us,” or “our,” it refers to AskYourTeam Ltd, (Level 1, 24 Porter Drive, Havelock North, 4130) that is responsible for your information under this Privacy Policy.
  • Country: where AskYourTeam or the owners/founders of AskYourTeam are based, in this case is New Zealand
  • Customer: refers to the company, organisation or person that signs up to use the AskYourTeam Service to manage the relationships with your consumers or service users.
  • Device: any internet-connected device such as a phone, tablet, computer or any other device that can be used to visit AskYourTeam and use the services.
  • IP address: Every device connected to the Internet is assigned a number known as an Internet protocol (IP) address. These numbers are usually assigned in geographic blocks. An IP address can often be used to identify the location from which a device is connecting to the Internet.
  • Personnel: refers to those individuals who are employed by AskYourTeam or are under contract to perform a service on behalf of one of the parties.
  • Personal Data: any information that directly, indirectly, or in connection with other information — including a personal identification number — allows for the identification or identifiability of a natural person.
  • Service: refers to the service provided by AskYourTeam as described in the relative terms (if available) and on this Platform.
  • Third-party service: refers to employers, suppliers, lead sector organisations, and others who provide our content or whose products or services you may interact with directly or indirectly.
  • Platform: AskYourTeam’s survey taking and viewing application, which can be accessed via this URL: https://app.askyourteam.com
  • You: a person or entity that is registered with AskYourTeam to use the Services or participate in a survey.

What Information Do We Collect?

We collect and store information from you when responding to a survey. Information about you may also be provided by your employer, or as a stakeholder of the organisation which is administering a survey. The data collected includes:

  • Name / Username
  • Phone Numbers
  • Email Addresses
  • Job Titles
  • Gender
  • Age
  • Start date
  • Location (City)
  • Team
  • Role
  • People Leader
  • Other demographic information specified by the survey administrator or which you submit during the survey-taking process.
  • Password

How Do We Use The Information We Collect?

Any of the information we collect from you may be used in one of the following ways:

  • To invite you to participate in a survey
  • To send notification emails or SMS’
  • To allow survey report viewers the ability to filter by demographics
  • To personalise your experience (your information helps us to better respond to your individual needs)
  • To improve customer service (your information helps us to more effectively respond to your customer service requests and support needs)

Are my responses to survey questions confidential?

Your responses to survey questions are confidential. Unless the survey clearly states that it is a non-anonymous survey, your responses will be kept confidential and you cannot be identified through them. However, any demographic information you submit at the start of any survey will be stored against your user record in the participant library and is viewable by administrators and delegated individuals within your organisation.


When does AskYourTeam use end-user information from third parties?

AskYourTeam will collect End User Data necessary to provide the AskYourTeam services to our customers. End-users may voluntarily provide us with additional information during the survey taking process.


When does AskYourTeam use customer information from third parties?

We receive some information from third parties to allow you to participate in a survey or allow you to view survey report data.


Do we share the information we collect with third parties?

We may share non-personal information that we collect with third parties such as lead sector organisations and others who have direct involvement in the survey process. We may also share it with our current and future affiliated companies and business partners, and if we are involved in a merger, asset sale or other business reorganisation, we may also share or transfer your personal and non-personal information to our successors-in-interest.

We engage trusted third-party service providers to perform functions and provide services to us, such as hosting and maintaining our servers and the AskYourTeam application, database storage and management, and e-mail management. We will likely share your personal information, and possibly some non-personal information, with these third parties to enable them to perform these services for us and for you.

We may share portions of our log file data, including IP addresses, for analytics purposes with third parties such as web analytics partners, and application developers. If your IP address is shared, it may be used to estimate general location and other technographics such as connection speed, whether you have visited the Platform in a shared location, and the type of the device used to visit the Platform.

We may also disclose personal and non-personal information about you to government or law enforcement officials or private parties as we, in our sole discretion, believe necessary or appropriate in order to respond to claims, legal processes (including court orders), to protect our rights and interests or those of a third party, the safety of the public or any person, to prevent or stop any illegal, unethical, or legally actionable activity, or to otherwise comply with applicable court orders, laws, rules and regulations.


Where and when is information collected from customers and end-users?

AskYourTeam will collect personal information that you submit to us or is provided to us by your employer or an organisation that you are a stakeholder or customer of. We may also receive personal information about you from third parties as described above.


How Do We Use Your Email Address or Mobile Number?

By having your email address or mobile number stored on our Platform, you agree to receive emails or SMS’ from us. You can cancel your participation in any of these emails at any time by clicking on the opt-out link or other unsubscribe option that is included in the respective email. We only send emails to people who have authorised us to contact them, either directly, or through a third party. We do not send unsolicited commercial emails, because we hate spam as much as you do. Note: If at any time you would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email.


How Long Do We Keep Your Information?

We keep your information only so long as we need it to provide AskYourTeam to you and fulfil the purposes described in this policy. This is also the case for anyone whom we share your information with and who carries out services on our behalf. When we no longer need to use your information and there is no need for us to keep it to comply with our legal or regulatory obligations, we’ll either remove it from our systems or depersonalise it so that we can't identify you.


How Do We Protect Your Information?

We implement a variety of security measures to maintain the safety of your personal information when you participate in a survey or access your personal information. We offer the use of a secure server. All supplied sensitive information is transmitted via Transport Layer Security (TLS 1.3) technology, then protected at rest using AES-256 encryption, only to be accessible by those authorised with special access rights to such systems and are required to keep the information confidential. We cannot, however, ensure or warrant the absolute security of any information you transmit to AskYourTeam or guarantee that your information on the Service may not be accessed, disclosed, altered, or destroyed by a breach of any of our physical, technical, or managerial safeguards.


Could my information be transferred to other countries?

AskYourTeam is incorporated in New Zealand. Information collected via our website, through direct interactions with you, or from the use of our help services may be transferred from time to time to our offices or personnel, or to third parties, located throughout the world, and may be viewed and hosted anywhere in the world, including countries that may not have laws of general applicability regulating the use and transfer of such data. To the fullest extent allowed by applicable law, by using any of the above, you voluntarily consent to the trans-border transfer and hosting of such information.


Is the information collected through the AskYourTeam Service secure?

We take precautions to protect the security of your information. We have physical, electronic, and managerial procedures to help safeguard, prevent unauthorized access, maintain data security, and correctly use your information. However, neither people nor security systems are foolproof, including encryption systems. In addition, people can commit intentional crimes, make mistakes or fail to follow policies. Therefore, while we use reasonable efforts to protect your personal information, we cannot guarantee its absolute security. If applicable law imposes any non-disclaimable duty to protect your personal information, you agree that intentional misconduct will be the standards used to measure our compliance with that duty.


Can I update or correct my information?

The rights you have to request updates or corrections to the information AskYourTeam collects depend on your relationship with AskYourTeam. Personnel may update or correct their information as detailed in our internal company employment policies. Customers have the right to request the restriction of certain uses and disclosures of personally identifiable information as follows. You can contact us in order to

  1. update or correct your personally identifiable information,
  2. change your preferences with respect to communications and other information you receive from us, or
  3. delete the personally identifiable information maintained about you on our systems (subject to the following paragraph).

Such updates, corrections, changes and deletions will have no effect on other information that we maintain or information that we have provided to third parties in accordance with this Privacy Policy prior to such update, correction, change or deletion. To protect your privacy and security, we may take reasonable steps (such as requesting a unique password) to verify your identity before granting you profile access or making corrections. You are responsible for always maintaining the secrecy of your unique password and account information.

You should be aware that it is not technologically possible to remove each and every record of the information you have provided to us from our system. The need to back up our systems to protect information from inadvertent loss means that a copy of your information may exist in a non-erasable form that will be difficult or impossible for us to locate. Promptly after receiving your request, all personal information stored in databases we actively use, and other readily searchable media will be updated, corrected, changed or deleted, as appropriate, as soon as and to the extent reasonably and technically practicable.

If you are an end-user and wish to update, delete, or receive any information we have about you, you may do so by contacting the organisation of which you are an employee or stakeholder.


Sale of Business

We reserve the right to transfer information to a third party in the event of a sale, merger or other transfer of all or substantially all of the assets of AskYourTeam or any of its Corporate Affiliates (as defined herein), or that portion of AskYourTeam or any of its Corporate Affiliates to which the Service relates, or in the event that we discontinue our business or file a petition or have filed against us a petition in bankruptcy, reorganisation or similar proceeding, provided that the third party agrees to adhere to the terms of this Privacy Policy.


Affiliates

We may disclose information (including personal information) about you to our Corporate Affiliates. For purposes of this Privacy Policy, "Corporate Affiliate" means any person or entity which directly or indirectly controls, is controlled by or is under common control with AskYourTeam, whether by ownership or otherwise. Any information relating to you that we provide to our Corporate Affiliates will be treated by those Corporate Affiliates in accordance with the terms of this Privacy Policy.


Governing Law

This Privacy Policy is governed by the laws of New Zealand without regard to its conflict of laws provision. You consent to the exclusive jurisdiction of the courts in connection with any action or dispute arising between the parties under or in connection with this Privacy Policy except for those individuals who may have rights to make claims under Privacy Shield, or the Swiss-US framework.

The laws of New Zealand, excluding its conflicts of law rules, shall govern this Agreement and your use of the website. Your use of the AskYourTeam Platform may also be subject to other local, state, national, or international laws.

By using AskYourTeam or contacting us directly, you signify your acceptance of this Privacy Policy. If you do not agree to this Privacy Policy, you should not engage with our website, or use our services. Continued use of the website, direct engagement with us, or following the posting of changes to this Privacy Policy that do not significantly affect the use or disclosure of your personal information will mean that you accept those changes.


Your Consent

We've updated our Privacy Policy to provide you with complete transparency into what is being set when you visit our Platform and how it's being used. By using the AskYourTeam Platform, registering an account, or participating in a survey, you hereby consent to our Privacy Policy and agree to its terms.


Links to Other Websites

This Privacy Policy applies only to the Services. The Services may contain links to other websites not operated or controlled by AskYourTeam. We are not responsible for the content, accuracy or opinions expressed in such websites, and such websites are not investigated, monitored or checked for accuracy or completeness by us. Please remember that when you use a link to go from the Services to another website, our Privacy Policy is no longer in effect. Your browsing and interaction on any other website, including those that have a link on our Platform, is subject to that website’s own rules and policies. Such third parties may use their own cookies or other methods to collect information about you.


Cookies

AskYourTeam uses "Cookies" to identify the areas of our website that you have visited. A Cookie is a small piece of data stored on your computer or mobile device by your web browser. We use Cookies to enhance the performance and functionality of our website but are non-essential to their use. However, without these cookies, certain functionality like videos may become unavailable or you would be required to enter your login details every time you visit the website as we would not be able to remember that you had logged in previously. Most web browsers can be set to disable the use of Cookies. However, if you disable Cookies, you may not be able to access functionality on our website correctly or at all. We never place Personally Identifiable Information in Cookies.


Blocking and disabling cookies and similar technologies

Wherever you're located you may also set your browser to block cookies and similar technologies, but this action may block our essential cookies and prevent our website from functioning properly, and you may not be able to fully utilise all of its features and services. You should also be aware that you may also lose some saved information (e.g. saved login details, site preferences) if you block cookies on your browser. Different browsers make different controls available to you. Disabling a cookie or category of cookie does not delete the cookie from your browser, you will need to do this yourself from within your browser, you should visit your browser's help menu for more information.


Children’s Privacy

We may be provided with information from children under the age of 16 who can be invited to participate in a survey. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data without your permission, please Contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent (either directly or via the third party administering the survey), We take steps to remove that information from Our servers.


Changes To Our Privacy Policy

We may change our Service and policies, and we may need to make changes to this Privacy Policy so that they accurately reflect our Service and policies. Unless otherwise required by law, we will notify you (for example, through our Service) before we make changes to this Privacy Policy and give you an opportunity to review them before they go into effect. Then, if you continue to use the Service, you will be bound by the updated Privacy Policy. If you do not want to agree to this or any updated Privacy Policy, you can delete your account.


Third-Party Services

We may display, include or make available third-party content (including data, information, applications and other products services) or provide links to third-party websites or services ("Third-Party Services").

You acknowledge and agree that AskYourTeam shall not be responsible for any Third-Party Services, including their accuracy, completeness, timeliness, validity, copyright compliance, legality, decency, quality or any other aspect thereof. AskYourTeam does not assume and shall not have any liability or responsibility to you or any other person or entity for any Third-Party Services.

Third-Party Services and links thereto are provided solely as a convenience to you and you access and use them entirely at your own risk and subject to such third parties terms and conditions


Use of OpenAI Services

AskYourTeam may leverage OpenAI's advanced AI technology to enhance our data analysis capabilities. This integration allows us to efficiently process and interpret large volumes of user feedback, providing deeper insights and more accurate results.
  • Data Processing: When analysing survey responses, certain data is processed by OpenAI's AI systems. This includes tasks like sentiment analysis, topic categorisation, and summarisation.
  • Privacy and Security: We ensure that all data shared with OpenAI for analysis is pre-processed to remove any personally identifiable information. We utilise OpenAI's paid services, which does not store prompts, responses, or any data provided by us. This ensures that the data used for analysis is not included in any training models or used for any other purposes outside our specific requirements.
  • Transparency and User Rights: We remain transparent about our use of OpenAI's services and respect the rights of our users. Individuals concerned about their data and its use in AI processing can reach out to us for more information or to exercise their data rights as outlined in our policy.
  • No Data Storage: We use a specific version of OpenAI's services that guarantees that the data we provide for analysis is not stored on their servers. This ensures that once the AI has processed the data, it retains no record of it, thereby safeguarding the privacy of our users.
  • Exclusion from AI Training: Furthermore, the data processed through OpenAI for our purposes is not used for training OpenAI's models. This means the responses and information from our surveys are not utilised in any way to improve or alter OpenAI's capabilities, ensuring a clear separation between our user data and OpenAI's model development.

Google Text Translation Service

For accounts that opt to upgrade and enable our text translation service, we uphold our commitment to data privacy. Before any text is sent to our technology partner, Google Cloud Translate, for translation, it is first processed through our Personal Identifiable Information (PII) redaction engine. This step ensures that all sensitive or personal information is removed, maintaining the confidentiality and integrity of our users' data.


Tracking Technologies

  • Cookies - We use Cookies to enhance the performance and functionality of our website but are non-essential to their use. However, without these cookies, certain functionality like videos may become unavailable or you would be required to enter your login details every time you visit the website as we would not be able to remember that you had logged in previously.
  • Sessions - AskYourTeam uses "Sessions" to identify the areas of our website that you have visited. A Session is a small piece of data stored on your computer or mobile device by your web browser.

Information about General Data Protection Regulation (GDPR)

We may be collecting and using information from you if you are from the European Economic Area (EEA), and in this section of our Privacy Policy we are going to explain exactly how and why is this data collected, and how we maintain this data under protection from being replicated or used in the wrong way.

What is GDPR?

GDPR is an EU-wide privacy and data protection law that regulates how EU residents' data is protected by companies and enhances the control the EU residents have, over their personal data.

The GDPR is relevant to any globally operating company and not just the EU-based businesses and EU residents. Our customers’ data is important irrespective of where they are located, which is why we have implemented GDPR controls as our baseline standard for all our operations worldwide.

What is personal data?

Any data that relates to an identifiable or identified individual. GDPR covers a broad spectrum of information that could be used on its own, or in combination with other pieces of information, to identify a person. Personal data extends beyond a person’s name or email address. Some examples include financial information, political opinions, genetic data, biometric data, IP addresses, physical address, sexual orientation, and ethnicity.

The Data Protection Principles include requirements such as:
  • Personal data collected must be processed in a fair, legal, and transparent way and should only be used in a way that a person would reasonably expect.
  • Personal data should only be collected to fulfil a specific purpose and it should only be used for that purpose. Organisations must specify why they need personal data when they collect it.
  • Personal data should be held no longer than necessary to fulfil its purpose.
  • People covered by the GDPR have the right to access their own personal data. They can also request a copy of their data, and that their data be updated, deleted, restricted, or moved to another organization.
Why is GDPR important?

GDPR adds some new requirements regarding how companies should protect individuals' personal data that they collect and process. It also raises the stakes for compliance by increasing enforcement and imposing greater fines for breaches. Beyond these facts, it's simply the right thing to do. At AskYourTeam we strongly believe that your data privacy is very important and we already have solid security and privacy practices in place that go beyond the requirements of this new regulation.

Individual Data Subject's Rights - Data Access, Portability and Deletion

We are committed to helping our customers meet the data subject rights requirements of GDPR. AskYourTeam processes or stores all personal data in fully vetted, DPA compliant vendors. We do store all conversations and personal data for up to 6 years unless your account is deleted. In which case, we dispose of all data in accordance with our Terms of Service and Privacy Policy, but we will not hold it longer than 60 days.

We are aware that if you are working with EU customers, you need to be able to provide them with the ability to access, update, retrieve and remove personal data. We got you! We've been set up as self-service from the start and have always given you access to your data and your customer's data. Our customer support team is here for you to answer any questions you might have about working with the API.


California Residents

The California Consumer Privacy Act (CCPA) requires us to disclose categories of Personal Information we collect and how we use it, the categories of sources from whom we collect Personal Information, and the third parties with whom we share it, which we have explained above.

We are also required to communicate information about rights California residents have under California law. You may exercise the following rights:

  • Right to Know and Access. You may submit a verifiable request for information regarding the:
    1.  categories of Personal Information we collect, use, or share;
    2. purposes for which categories of Personal Information are collected or used by us;
    3. categories of sources from which we collect Personal Information; and
    4. specific pieces of Personal Information we have collected about you.
  • Right to Equal Service. We will not discriminate against you if you exercise your privacy rights.
  • Right to Delete. You may submit a verifiable request to close your account and we will delete Personal Information about you that we have collected.
  • Request that a business that sells a consumer's personal data, not sell the consumer's personal data.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

We do not sell the Personal Information of our users. For more information about these rights, please contact us.


California Online Privacy Protection Act (CalOPPA)

CalOPPA requires us to disclose categories of Personal Information we collect and how we use it, the categories of sources from whom we collect Personal Information, and the third parties with whom we share it, which we have explained above.

CalOPPA users have the following rights:

  • Right to Know and Access. You may submit a verifiable request for information regarding the:
    1. categories of Personal Information we collect, use, or share;
    2. purposes for which categories of Personal Information are collected or used by us;
    3. categories of sources from which we collect Personal Information; and
    4. specific pieces of Personal Information we have collected about you.
  • Right to Equal Service. We will not discriminate against you if you exercise your privacy rights.
  • Right to Delete. You may submit a verifiable request to close your account and we will delete Personal Information about you that we have collected.
  • Right to request that a business that sells a consumer's personal data, not sell the consumer's personal data.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

We do not sell the Personal Information of our users. For more information about these rights, please contact us.


Contact Us

Don't hesitate to contact us if you have any questions.

Email: privacy@askyourteam.com

Phone: +64 628 053 05