Privacy Policy

Proseeq Pty Ltd Privacy Policy 

(ACN: 679 906 364) 

Effective: 3 Septermber 2024 

1. What this policy covers 

1. Your privacy is important to us, and so is being transparent about how we collect, use, and share information about you. This policy is intended to help you understand: 

• Information collected 

• How information collected is used  

• How information collected is shared 

• How information collected is stored and secured 

• How information collected is controlled 

• Other privacy information 

2. This Privacy Policy covers the information collected when you use our suite of software tools, features, and functionalities that enable users to manage projects, tasks, teams, and related activities (“Application” or “Services”). This includes, but is not limited to, the web and mobile applications, software, and any associated services such as customer support, data storage, integrations with third-party applications, updates, and other related functionalities that Proseeq offers to its users, or otherwise interact with us unless a different policy is displayed.   

3. If you do not agree with this policy, do not access or use our Application.   

4. Where we provide the Application under contract with an organisation (for example, your employer) that organisation controls the information processed by the Application.  This policy does not apply to the extent we process personal information in the role of a processor on behalf of such organisations. 

2. Information collected 

5. We collect information about you when you provide it to us, when you use our Application, and when other sources provide it to us, as further described below.   

Information you provide to us 

6. We collect information about you when you input it into the Application or otherwise provide it directly to us.     

7. Account and Profile Information: We collect information about you when you register for an account, create or modify your profile, set preferences, sign-up for or make purchases through the Application. For example, you provide your contact information and, in some cases, billing information, when you register for the Services. You may also have the option of adding a display name, profile photo, job title, and other details to your profile information to be displayed in our Application.  We keep track of your preferences when you select settings within the Application. 

8. Content you provide through our products: Examples of content we collect and store include: the name added to a project, risks added to a project, actions related to a risk. Content also includes any links you upload to the Application.  

Information we collect automatically when you use the Application 

9. We collect information about you when you use our Application, including browsing our websites and taking certain actions within the Application.           

10. Your use of the Application: We keep track of certain information about you when you visit and interact with any of our Application. This information includes the features you use; the links you click on; frequently used search terms.   

11. Device and Connection Information: We collect information about your computer, phone, tablet, or other devices you use to access the Services. This device information includes your connection type and settings when you install, access, update, or use our Services. We also collect information through your device about your operating system, browser type, IP address, URLs of referring/exit pages, device identifiers, and crash data. We use your IP address and/or country preference in order to approximate your location to provide you with a better Application experience.   

Information we receive from other sources 

12. We may receive information about you from other Service users, from third-party services, from our related companies, social media platforms, public databases, and from our business and channel partners. We may combine this information with information we collect through other means described above. This helps us to update and improve our records, identify new customers, create more personalised advertising and suggest services that may be of interest to you.  

13. Other users of the Services: Other users of our Services may provide information about you when they submit content through the Services. For example, you may be mentioned in an action created by someone else.  We may 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.  

14. Other services you link to your account: We receive information about you when you or your administrator integrate third-party apps or link a third-party service with our Services. For example, if you create an account or log into the Services using your Google credentials, we receive your name and email address as permitted by your Google profile settings in order to authenticate you. 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 authorise our Services to access, display and store files from a third-party document-sharing service within the Services interface. Or you may authorise our Services to connect with a third-party calendaring service or to sync a contact list or address book so that your meetings and connections are available to you through the Services, so you can invite others to collaborate with you on our Services or so your organisation can limit access to certain users. Your administrator may also authorise our Services to connect with a third party reporting service so your organisation 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 service. 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. 

15. Third Party Providers: 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 behavior data), IP addresses and social media profiles, for the purposes of targeted advertising of products that may interest you, delivering personalised communications, event promotion, and profiling. 

3. How we use information we collect 

16. How we use the information we collect depends in part on which Services you use, how you use them, and any preferences you have communicated to us.  Below are the specific purposes for which we use the information we collect about you. 

17. To provide the Services and personalise your experience: We use information about you to provide the Services to you, including to process transactions with you, authenticate you when you log in, provide customer support, and operate, maintain, and improve the Services.  For example, we may use the name and picture you provide in your account to identify you to other Service users. Our Services also include tailored features that personalise your experience, enhance your productivity, and improve your ability to collaborate effectively with others by automatically analysing the activities of your team to provide search results, activity feeds, notifications, connections and recommendations that are most relevant for you and your team.  For example, we may use your stated job title and activity to return search results we think are relevant to your job function.  We may also use information about you to connect you with other team members seeking your subject matter expertise. We may use your email domain to infer your affiliation with a particular organisation or industry to personalise the content and experience you receive on our websites. Where you use multiple Services, we combine information about you and your activities to provide an integrated experience, such as to allow you to find information from one Service while searching from another or to present relevant product information as you travel across our websites. Based on your interactions with different products and advertisements, we will personalise your experience and tailor our communications and offers to you.  

18. For research and development:  We are always looking for ways to make our Services smarter, faster, secure, integrated, and useful.  We use information and collective learnings (including feedback) about how people use our Services to troubleshoot, to identify trends, usage, activity patterns, and areas for integration and to improve our Services and to develop new products, features and technologies that benefit our users and the public. We automatically analyse and aggregate frequently used search terms to improve the accuracy and relevance of suggested topics that auto-populate when you use the search feature. In some cases, we apply these learnings across our Services to improve and develop similar features, to better integrate the Services you use, or to provide you with insights based on how others use our Services. We also test and analyse certain new features with some users before rolling the feature out to all users.   

19. To communicate with you about the Services: We use your contact information to send transactional communications via email and within the Services, including confirming your purchases, reminding you of subscription expirations, responding to your comments, questions and requests, providing customer support, and sending you technical notices, updates, security alerts, and administrative messages.  We send you email notifications when you or others interact with you on the Services, for example, when an action is assigned to you, or when you are added to a project. We also provide tailored communications based on your activity and interactions with us.  We also send you communications as you onboard to a particular Service to help you become more proficient in using that Service. These communications are part of the Services and in most cases you cannot opt out of them.  If an opt out is available, you will find that option within the communication itself or in your account settings.    

20. To market, promote and drive engagement with the Services: We use your contact information and information about how you use the Services to send promotional communications that may be of specific interest to you, including by email and by displaying Proseeq Pty Ltd ads on other companies' websites and applications.  These communications may be informed by audits of interactions (like counting ad impressions), and are aimed at driving engagement and maximising what you get out of the Services, including information about new features, survey requests, newsletters, and events we think may be of interest to you.  We also communicate with you about new Services, product offers, promotions, and contests.  You can control whether you receive these communications as described below under "Opt-out of communications." 

21. Customer support: We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyse crash information, and to repair and improve the Services. Where you give us express permission to do so, we share information with a third party expert for the purpose of responding to support-related requests. 

22. For safety and security: We use information about you and your Service use to verify accounts and activity, to detect, prevent, and respond to potential or actual security incidents and to monitor and protect against other malicious, deceptive, fraudulent or illegal activity, including violations of Service policies.  

23. To protect our legitimate business interests and legal rights: Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger or sale of a business.   

24. With your consent: We use information about you where you have given us consent to do so for a specific purpose not listed above.  For example, we may publish testimonials or featured customer stories to promote the Services, with your permission.     

25. We need to process your data to comply with a legal obligation. 

26. If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place.  Where we are using your information because we or a third party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean no longer using the Services.  

4. How we share information we collect 

27. We make collaboration tools, and we want them to work well for you.  This means sharing information through the Services and with certain third parties.  We share information we collect about you in the ways discussed below, including in connection with possible business transfers. We are not in the business of selling information about you to advertisers or other third parties. 

Sharing with other Service users  

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

29. For collaboration: 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. 

30. Managed accounts and administrators: If you register or access the Services using an email address with a domain that is owned by your employer or organisation or associate that email address with your existing account, and such organisation wishes to establish an account or site, certain information about you including your name, profile picture, contact info, content and past use of your account may become accessible to that organisation’s administrator 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.   

Sharing with third parties 

31. We share information with third parties that help us operate, provide, improve, integrate, customise, support and market our Services. 

32. Service Providers: We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing, analysis and other services for us, which may require them to access or use information about you.  If a service provider needs to access information about you to perform services on our behalf, they do so under close instruction from us, including appropriate security and confidentiality procedures designed to protect your information. 

33. Third Party Applications: You, your administrator or other Service users may choose to add new functionality or change the behavior of the Services by installing third party applications within the Services.  Doing so may give third-party applications access to your account and information about you like your name and email address, and any content you choose to use in connection with those applications.  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 upon installation. Third-party application policies and procedures are not controlled by us, and this privacy policy does not cover how third-party applications use your information. We encourage you to review the privacy policies of third parties before connecting to or using their applications or services to learn more about their privacy and information handling practices. If you object to information about you being shared with these third parties, please uninstall the Application. 

34. Links to Third Party Sites: The Services may include links that direct you to other websites or services whose privacy practices may differ from ours. If you submit information to any of those third party sites, your information is governed by their privacy policies, not this one. We encourage you to carefully read the privacy policy of any website you visit. 

35. Third Party Services: We may offer you the ability to interact with or share information with third parties through the Services. For example, we may offer users the ability to log in to the Services via a third-party service like Google. When you intentionally interact with these third parties, we may share certain information with those third parties or receive information with those third parties, consistent with your privacy settings on the third-party service. Such information may include contact information, identification, and demographic information, and device information and identifiers. You should always check the privacy settings and notices in these third-party services to understand how those third-parties may use your information. 

36. With your consent: We share information about you with third parties when you give us consent to do so.  For example, we often display personal testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial.  

37. Compliance with Enforcement Requests and Applicable Laws; Enforcement of Our Rights: In exceptional circumstances, we may share information about you with a third party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements, (b) enforce our agreements, policies and terms of service, (c) protect the security or integrity of our products and services, (d) protect the Company, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person. 

Sharing with affiliated companies 

38. We share information we collect with affiliated companies and, in some cases, with prospective affiliates.  Affiliated companies are companies owned or operated by us.  The protections of this privacy policy apply to the information we share in these circumstances. 

39. Proseeq Pty Ltd companies: We share information we have about you with other Proseeq Pty Ltd corporate affiliates in order to operate and improve products and services and to offer other services to you. This includes companies that own or operate the Services listed here.   

40. Business Transfers: We may share or transfer information we collect under this privacy policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You will be notified via email and/or a prominent notice on the Services if a transaction takes place, as well as any choices you may have regarding your information. 

5. How we store and secure information we collect 

Information storage and security 

41. We use industry standard technical measures to secure the information we store. For more information on where and how we store your information.  

42. While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot 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. 

43. If you use our server or data centre Services, responsibility for securing storage and access to the information you put into the Services rests with you and not Proseeq Pty Ltd. We strongly recommend that server or data centre users configure SSL to prevent interception of information transmitted over networks and to restrict access to the databases and other storage points used. 

How long we keep information 

44. How long we keep information we collect about you depends on the type of information, as described in further detail below.  After such time, we will either delete or de-identify your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.   

45. Account information: We retain your account information for as long as your account is active and a reasonable period thereafter in case you decide to re-activate the Services.  We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyse personal characteristics about you.   

46. Information you share on the Services: If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow your team members or other users to make full use of the Services.  For example, we continue to display messages you sent to the users that received them and continue to display content you provided, but when requested details that can identify you will be removed.  

47. Managed accounts: 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.  For more information, see "Managed accounts and administrators" above. 

48. Marketing information: If you have elected to receive marketing emails from us, we retain information about your marketing preferences for a reasonable period of time from the date you last expressed interest in our Services, such as when you last opened an email from us or ceased using your account.  We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.    

6. How to access and control your information 

You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations. 

Your Choices:  

49. You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format.  Below, we describe the tools and processes for making these requests.  You can exercise some of the choices by logging into the Services and using settings available within the Services or your account. Where the Services are administered for you by an administrator (see "Notice to End Users" below), you may need to contact your administrator to assist with your requests first.  For all other requests, you may contact us directly to request assistance. 

50. Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law or have compelling legitimate interests to keep.  Where you have asked us to share data with third parties, for example, by installing third-party apps, you will need to contact those third-party service providers directly to have your information deleted or otherwise restricted.  If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed. 

51. Access and update your information: Our Services and related documentation give you the ability to access and update certain information about you from within the Service. For example, you can access your profile information from your account and search for content containing information about you using key word searches in the Service.  You can update your profile information within your profile settings and modify content that contains information about you using the editing tools associated with that content. 

52. Deactivate your account:  If you no longer wish to use our Services, you or your administrator may be able to deactivate your Services account. If you can deactivate your own account, that setting is available to you in your account settings. Otherwise, please contact your administrator. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact the appropriate support team.  Please be aware that deactivating your account does not delete your information; your information remains visible to other Service users based on your past participation within the Services.   

53. Delete your information: Our Services and related documentation give you the ability to delete certain information about you from within the Service. For example, you can remove content that contains information about you using the key word search and editing tools associated with that content, and you can remove certain profile information within your profile settings. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.    

54. Request that we stop using your information:  In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don't have the appropriate rights to do so.  For example, if you believe a Services account was created for you without your permission or you are no longer an active user, you can request that we delete your account as provided in this policy.  Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below.  When you make such requests, we may need time to investigate and facilitate your request.  If there is delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honored or the dispute is resolved, provided your administrator does not object (where applicable).  If you object to information about you being shared with a third-party app, please disable the app or contact your administrator to do so. 

55. Opt out of communications: You may opt out of receiving promotional communications from us by using the unsubscribe link within each email, updating your email preferences within your Service account settings menu, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database.  Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our Services. You can opt out of some notification messages in your account settings. Please note, you will continue to receive generic ads. 

56. Turn off Cookie Controls: Relevant browser-based cookie controls are described in our Cookies & Tracking Notice. 

57. Send "Do Not Track" Signals: Some browsers have incorporated "Do Not Track" (DNT) features that can send a signal to the websites you visit indicating you do not wish to be tracked. Because there is not yet a common understanding of how to interpret the DNT signal, our Services do not currently respond to browser DNT signals. You can use the range of other tools we provide to control data collection and use, including the ability to opt out of receiving marketing from us as described above. 

58. Data portability: Data portability is the ability to obtain some of your information in a format you can move from one service provider to another (for instance, when you transfer your mobile phone number to another carrier).  Depending on the context, this applies to some of your information, but not to all of your information.  Should you request it, we may provide you with an electronic file of your basic account information and the information you create under your sole control 

7. Other important privacy information 

Notice to End Users 

59. Many of our products are intended for use by organisations. Where the Services are made available to you through an organisation (e.g. your employer), that organisation is the administrator of the Services and is responsible for the accounts and/or Service sites over which it has control. If this is the case, please direct your data privacy questions to your administrator, as your use of the Services is subject to that organisation's policies. We are not responsible for the privacy or security practices of an administrator's organisation, which may be different than this policy.  

Administrators are able to: 

60. require you to reset your account password; 

61.     restrict, suspend or terminate your access to the Services; 

62. access information in and about your account; 

63. access or retain information stored as part of your account; 

64. install or uninstall third-party apps or other integrations  

In some cases, administrators can also: 

65. restrict, suspend or terminate your account access; 

66. change the email address associated with your account; 

67. change your information, including profile information; 

68. restrict your ability to edit, restrict, modify or delete information 

69. Even if the Services are not currently administered to you by an organisation if you use an email address provided by an organisation (such as your work email address) to access the Services, then the owner of the domain associated with your email address (e.g. your employer) may assert administrative control over your account and use of the Services at a later date.  You will be notified if this happens.  

70. If you do not want an administrator to be able to assert control over your account or use of the Services, you should deactivate your membership with the relevant enterprise, or use your personal email address to register for or access the Services.  If an administrator has not already asserted control over your account or access to the Services, you can update the email address associated with your account through your account settings in your profile.  Once an administrator asserts control over your account or use of the Services, you will no longer be able to change the email address associated with your account without administrator approval. 

71. Please contact your organisation or refer to your administrator’s organisational policies for more information.