Elements

The Form tools contain a number of elements which are the question and content types you have available to build your forms and surveys. You use them to ask various questions to your participants, ensure data is collected in a specific format and communicate information and content.

It's important to know which elements to use and when to use them so that you can create engaging user experiences and ensure the data you collect is appropriate and useful.

In this section, we'll learn about the available elements in the Form tool and the settings that can be configured for each one.

Questions

There are 16 different types of questions that you can ask participants. Each question type has its own settings and collects a specific type of data by ensuring the input made by the participant is properly validated.

For example, when collecting email addresses from your participants, using the 'Email' question type will make sure that a response includes an '@' symbol so it is a correctly formatted email address.

A description of each question type and its configurable settings is found below.

Short Text

The Short Text question collects short, open-ended text-based responses such as a word or short sentence. You can use this to ask a question that requires a one or two-word response such as name, title, city, etc., or to ensure feedback is kept concise, as responses will be limited to 255 characters.

If you want to give participants additional space to leave comments, try using the Long Text question instead.

The following settings are configurable for the Short Text question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Maximum Length - Determines how many characters a participant's response can contain. Short text responses allow a maximum of 255 characters, so the value in this setting must be below this limit.

Long Text

The Long Text question collects text-based responses to open-ended questions. You can use this question to collect essay type responses to your questions.

Unlike the Short Text question which limits the number of characters that can be collected, the Long Text question does not have any character limits.

The following settings are configurable for the Long Text question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Maximum Length - Determines how many characters a participant's response can contain. There is no practical limit to the number of characters you can collect.

Email

The Email question collects the email address of a participant and ensures the response is correctly formatted by including an @ symbol.

This question type is needed in a form to send a confirmation notification to the participant after submitting their contribution. This feature can be enabled in the Notification section of the editor, by checking the 'Email confirmation' setting to 'on', after the question is added.

If you use Short Text instead of the Email question to collect an email address, you cannot send confirmation emails unless Registration is required for the form

The following settings are configurable for the Email question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.

Number

The Number question collects responses with whole numbers and ensures it does not include letters or other special characters.

It is good for collecting postcodes/zip codes, dollar values, year of birth, etc.

You can set the number range that responses must fall within. This is useful for collecting the year of birth, for example, ensuring that the input contains a realistic four-digit number (i.e. between 1901 and 2005).

Participants can type in a number, or set the value using the ‘up’ and ‘down’ interface elements to the left and right of the input field.

The following settings are configurable for the Number question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Min -Sets the minimum number value that will be accepted in the response.
Max - Sets the maximum number value that will be accepted in the response.

Telephone

Collects manually entered numerical answers by ensuring any inputs only contain a whole number

The following settings can be configured for the Telephone question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.

Website

The Website question collects text-based URLs and ensures that the response includes the words http:// or https://. Use this question to collect a website address for a person or organisation.

The following settings are configurable for the Website question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.

Select Box

The Select Box question collects a single response from a defined set of answer choices contained in a dropdown menu. Participants can only select one choice from the menu.

The Select Box question is useful when you have long lists of answer choices, as it saves space in the form. We recommend using this question instead of the Multiple Choice question when there are greater than six choices.

The following settings are configurable for the Select Box question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Choices - Creates a list of choices your participants can pick from when responding to the question.
Allow "other' option - Allows your users to write in their response, instead of selecting one of the choice options.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Randomise choices - Allows answer choices to be displayed to participants in random order. Responses are randomised each time the form is loaded to prevent biasing the participant's selection.

Multiple Choice

The Multiple Choice question lets participants select responses from a defined list of choices. You can decide if they can only select one option or many options in their response.

An 'other' option can also be added to the list of choices, allowing participants to 'write-in' their response.

Images can be added to each response choice to better illustrate your questions and add visual interest.

Choices can also be randomised, reducing any potential bias from always listing your choices in the same order.

The following settings are configurable for the Multiple Choice question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Choices - Creates a list of answer choices your participants can pick from when responding to the question.
Allow "other' option - Allows your users to write in their response, instead of selecting one of the choice options.
Allow Image Choices - Lets you add images to each response choice to add visual interest.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Multiple Selection - Allows you to control how many responses a participant can select from the list of choices.
Randomise choices - Allows answer choices to be displayed to participants in random order. Responses are randomised each time the form is loaded to prevent biasing the participant's selection.

Single Checkbox

The Single Checkbox question is a simple closed-ended question type that asks respondents to confirm a statement by checking a box.

It is useful when participants need to agree to a statement such as terms and conditions, privacy statements, acknowledgments, etc.

The following settings are configurable for the Single Checkbox question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.

Rating

The Rating question gets participants to respond to a question on a visual, stepped scale. A weight is assigned to each step in the scale to determine a weighted average in the results.

You can set how many steps your scale has and choose between stars, hearts, thumbs or smile symbols.

The following settings are configurable for the Rating question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Rating Steps - Lets you set the number of steps that will present to your participants. A minimum of 3 steps is required with a maximum of 10 steps allowed.
Rating Icon - Lets you determine whether the visual scale will use star, heart, thumb or smile icons.

Slider

The Slider question asks respondents to plot their response on a predetermined numerical scale by dragging an interactive slider element. It provides an interactive and visual way to engage your participants in surveys and forms.

Slider questions are useful in measuring the 'strength' of a response to understand what people want more or less of, or how strongly they feel about something. They can also overcome the limitations of multiple-choice or rating questions as they let participants respond between options at a finer grain.

The following settings are configurable for the Slider question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Scale Range - The minimum and maximum values of your response scale that participants will be able to select from. It allows for values between -100 and 100.
Step Size -Sets the numerical interval the slider will move along the scale by. For example, a step size of 1 will allow the user to drag the slider 1 unit at a time along a scale of 0-100. A step size of 5 will allow the user to drag in units of 5 (0,5,10, etc.) along the same scale.
Start Position - Sets the default starting position of the slider element along the scale.
Labels - Adds text labels to left, right and centre of the slider bar element. Labels can be numerical or contain words.
Hide Numerical Input Box - Hides the numerical input textbox that appears next to the slider scale. This useful if your question is relying on words in your labels rather than numbers.

Ranking

The Ranking question gets participants to assess a list of items and arrange them in order of preference. A weighted average 'score' is calculated for each answer choice, helping you determine the most and least preferred answer choices.

It is useful to identify the priorities of your participants, as they must evaluate each choice relative to all other choices on the list.

You can select how many items a participant may rank from the list, and can randomise the items to minimise potential bias in your responses.

The following settings are configurable for the Ranking question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Choices - Creates a list of answer choices your participants can pick from when responding to the question.
Allow Image Choices - Lets you add images to each response choice to add visual interest. You can set images to 'Cover' meaning they will fill the entire image area, or 'Fit' which will preserve the image's original aspect ratio.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Selection Limit - Allows you to control the minimum and maximum number of items that can be ranked by the participant.
Randomise choices - Allows answer choices to be displayed to participants in random order. Responses are randomised each time the form is loaded to prevent biasing the participant's selection.

Matrix

The Matrix question lets you ask participants to evaluate one or more questions against a common response scale.

It is useful for comparing priorities, opinions, satisfaction, frequency, etc. across a consistent scale.

The following settings are configurable for the Matrix question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Rows - Sets the items you want participants to evaluate.
Columns - Sets the scale you want participants to evaluate each item (row) against. Column choices should be applicable to every row item.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.

⚠️ Note: Once an answer has been selected in the matrix it cannot be removed only changed.

File Upload

The File Upload question lets your participants attach an image, document or other files to their contribution.

It is useful for collecting written documents and letters as is often required in 'formal submission' processes.

The following settings are configurable for the File Upload question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Allowed Extensions - Lets you choose the types of files that participants can attach to their contribution. File types include: pdf, doc, docx, txt, xls, xlsx, rtf, png, gif, jpg, jpeg.
Multiple Files - Allows you to set the maximum number of files a participant can upload, with a maximum of 10 files allowed. Each submission has a max file size limit of 20 MB, regardless of how many files the person uploads, so a user could add one 20MB file, or 10, 1MB files.

Date

The Date question lets you collect a numeric response that is formatted in a consistent DD/MM/YY date format. It gets participants to select their response using a 'pop-up calendar'.

The following settings are configurable for the Date question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Default Value - Lets you adjust the default value of the response to the current date.

Date and Time

The Date question lets you collect a numeric response that is formatted in a consistent DD/MM/YY date format along with a time-based response. It gets participants to select their response using a 'pop-up calendar', and select a time of day in 5-minute increments.

The following settings are configurable for the Date and Time question:

Question (required) - Provides the question title you will ask your participants.
Description - Adds an optional text description to provide more context to the question.
Required - Determines whether the question requires a response from your participant before submitting their form or not. With this setting off, participants will not be required to respond to the question. With this setting on, participants must respond to the question.
Image - Allows you to insert an image file below the question title and description content.
Default Value - Lets you adjust the default value of the response to the current date.

Presets

In addition to the question types above, a series of standard preset questions are also available and can be added to your form. These questions are pre-configured and ask common demographic and other questions about participants.

Custom presets can also be added to your preset questions, but must be setup by your Account Manager.

The following 8 preset questions are available in all sites:

Gender

The Gender question asks for the participant's gender and allows three options: 'Male', 'Female', 'Other identity'.

Age Group

The Age Group question allows you to ask which age bracket a participant falls into roughly with 4 year intervals as follows:

Under 9
10-14
15-19
20-24
25-29
30-34
35-39
40-44
45-49
50-54
55-59
60-64
65-69
70-74
75-79
80-84
85 and older

Relationship

The Relationship question allows you to ask participants about their relationship with your organisation by choosing from 7 options: 'Live', 'Work', 'Study', 'Own a business', 'Visit', 'Pay rates' and 'Other'. This question allows participants to select as many responses as are applicable.

Postcode

The Postcode question allows you to ask a participant for their postcode by collecting a four digit number.

Year of Birth

The Year of Birth question allows you to ask a participant for the year they were born by collecting a four digital number between 1900-2019.

Suburb

The Suburb question allows you to ask a a participant for the name of a suburb as a short text question.

First Name

The First Name question allows you to ask a a participant for their first name as a short text question.

Last Name

The Last Name question allows you to ask a a participant for their last name as a short text question.

Content

Content elements can be added to your forms to incorporate media content such as text and images that are not directly associated with a question element.

These elements let you provide additional information to users when completing a survey, so they are in a more informed position when leaving feedback. You can also use them to create a more engaging user experience for your participants.

There are four content elements available.

Heading

Adds a heading level text to your survey.

Text

Adds normal body text to your survey using a rich-text editor that can be used to format text and provide links to other pages, files or external websites.

Image

Adds a single image to your survey. You can set the size (width) and position of the image, as well as adding an optional caption.

Video

Adds an embedded video from either Youtube or Vimeo. Ensure you use the share link from the video instead of the page URL.

Content Screen

Adds a combined text and heading content element along with an optional image or video (from YouTube or Vimeo).

Version 2.0 - Effective from September 2021

This Privacy Policy describes how Social Pinpoint Pty Ltd (“Social Pinpoint”, “we”, “us” or “our”) (ABN: 79 164 471 425) collects, protects, discloses, stores and uses your personal information through its provision of online software applications and other digital products (the “Software”) and services (together, the “Services”).

Our Software is operated by an external operator (the “Operator”) who licences the Software from Social Pinpoint and may, from time to time, collect information for various reasons outlined in their Privacy Policy, Privacy Statement, or any other applicable Agreement. You should check these documents and ensure you are comfortable with how the Operator will collect and handle your personal information.

This Privacy Policy has been prepared to take into account the following privacy laws:

Australia - Privacy Act 1988 (Cth) (“Privacy Act") and the Australian Privacy Principles (“APPs"). See Appendix 1 for Privacy Act and APP specific provisions.
Canada - The Privacy Act and the Personal Information Protection and Electronic Documents Act (PIPEDA).
European Union - General Data Protection Regulation 2016/679 (“GDPR”). See Appendix 2 for GDPR specific provisions.
New Zealand - Privacy Act 1993.

If the Operator is a government entity or located in another jurisdiction, we may also contractually agree to comply with additional privacy laws.

What information is collected?

Personal Information

Customers:

In providing its Services, the type of personal information collected by Social Pinpoint may include (but may not be limited to) the following types of information, when this information is shared:

Your name
Email address
Phone number
The organisation you work for
Your job title
Your preferences and opinions with respect to the Services
Details of the Services requested by you and provided to you and Social Pinpoint’s response to you, including with respect to any support requests
Any feedback you provide to Social Pinpoint, including in any feedback surveys
Your IP address
Other unique ID numbers
Any other personal information requested by Social Pinpoint and/or provided to Social Pinpoint by you or by a third party.

Users of our Services:

The Operator may collect a range of personal information from you when you use our Services (whether as a staff admin user for the Operator or as a visitor to the Operator’s website), depending on their specific requirements and needs. Personal information may be collected in a range of ways including through a registration process or through various activities and interactions on the site.

The type of personal information collected will vary between Operators and may include (but may not be limited to) the following types of information, when this information is shared:

Your name
Email address
Username
Profile picture
Phone number
Your IP address
User-agent string
Other unique ID numbers
Social network account IDs
Physical address, postcode, or other locational attributes
Demographic information such as age, gender, etc.
Information about your preferences
Your recorded thoughts, ideas, opinions, etc. as expressed by you. This may include sensitive information if you provide political opinions.

You will need to check the Privacy Policy of the Operator to confirm what personal information is collected.

Where an Operator collects your personal information, this personal information may also be collected and accessed by Social Pinpoint in fulfilling our duties and responsibilities to the Operator and to internally analyse and improve our Services and Software.

Cookie Policy

Our websites use cookies to record and log data. We use both session-based and persistent cookies, dependent upon how you use or interact with our websites.

Cookies are small data files sent by us to your computer, or from your computer or mobile device to us each time you visit our website. They are unique to you or your web browser. Session-based cookies last only while your browser is open and are automatically deleted when you close your browser. Persistent cookies last until you or your browser delete them, or until they expire.

When you use one of our websites, we may use technologies such as cookies to store information about your visit. If you have provided us with personal information, cookies may be associated with this information.

We use this information to better understand how people use our websites, to improve our products, to ensure that we give you the best experience we can, to detect fraud or abuse and to help our customers learn about which engagements and content most matter to their communities.

If you do not wish to have cookies enabled, or wish to be notified of their use, most modern browsers will allow you to adjust this in the settings. Please note that disabling the use of cookies on our software may result in restricted/impacted functionality, and you may not be able to take full advantage of the service.

We use the following categories of cookies on our sites:

Necessary cookies

These cookies are essential to enable you to browse around our websites and use its features. Without these cookies, functionality related to certain tools and accessing secure areas of the site could not be provided.

Preferences cookies

Also known as “functionality cookies,” these cookies allow a website to remember the choices you have made in the past, like what language you prefer or what your username and password is so that you can automatically log in next time.

Statistical cookies

Also known as “performance cookies,” these cookies collect information about how you use a website, like which pages you visited and which links you clicked on. The purpose of this information is to help understand how users are engaging with the website and to improve website functions.

Operators may also use cookies on our Software. Operators are responsible for notifying you of the cookies they use and how you can control which cookies are enabled.

Links

This Privacy Policy does not apply to third party websites or digital services which may be linked to content published by either Social Pinpoint or the Operator. We recommend you read the privacy statement of the relevant service when you access these third party sites.

How do we use your information?

Customers:

Social Pinpoint may use information it collects (personal or otherwise) in order to:

provide our Services to you
allow you to access our Software
send you updates and information where you have consented or would reasonably expect to receive them
respond to your enquiries
to request your feedback
maintain our licenced Software
for internal record keeping, administrative, invoicing and billing purposes
detect and rectify fraud or other behavior that violates any terms of use
comply with our contractual or legal obligations and resolve any disputes that we may have
conduct de-identified research, analytics and business development
improve our Services, Software and our website
if otherwise required or authorised by law

Users of our Services:

Social Pinpoint may access and use the information collected by the Operator (personal or otherwise) in order to:

allow you to access our Software
respond to your enquiries
maintain our licenced Software
detect and rectify fraud or other behaviour that violates any terms of use
respond to service requests from the Operator
comply with our contractual or legal obligations and resolve any disputes that we may have
monitor sites to ensure adequate safety and security
conduct de-identified research, analytics and business development
improve our Software and services
if otherwise required or authorised by law

How do we protect your information?

Social Pinpoint takes the privacy of your information very seriously, and we use industry standard practices to keep your data safe and secure.

How do we disclose your personal information?

Customers:

In providing the Services, our Software and our website Social Pinpoint may disclose your personal information to:

our third party helpdesk management provider for customer support tickets
our third party email management system to send email updates and notifications
our employees, contractors and/or related entities
our existing or potential agents or business partners
anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred
credit reporting agencies, courts, tribunals and regulatory authorities, in the event you fail to pay for goods or services we have provided to you
courts, tribunals, regulatory authorities and law enforcement officers, as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights
any other third parties as required or permitted by law, such as where we receive a subpoena

Users of our Services:

In providing the Services and our website, Social Pinpoint may disclose your personal information to:

our third party email management system to send email updates and notifications
our third party authentication and authorisation provider for our Software, if enabled
other third party service providers for the management of security, fraud detection, internal logs, basemaps and geocoding services, content moderators, graphic providers, web mapping tools and software which allows for the functionality of a browser
Social media sites when you choose to share content or authenticate your user account through them
any other third parties as required or permitted by law, such as where we receive a subpoena

Contact us

To contact us about our Privacy Policy, compliance with any applicable privacy laws, or to modify or delete your personal data, please email our Privacy Officer at: info@socialpinpoint.com

The Privacy Officer will review all messages received and respond to each message upon due consideration. We may require further information to respond to your message, or may refer you to the Operator when appropriate.

Changes to this Policy

We reserve the right to modify this policy from time to time, at our sole discretion. If we make a material change to the Privacy Policy we will notify you and the modified policy shall be effective once we notify you of the change. If we do not make any material amendments then we will post the modified policy on our website and it shall be effective once posted. We recommend that you regularly check our website to make sure you are aware of our most up-to-date policy.

Appendix 1 – The Privacy Act and the APPs

The Privacy Act and the APPs set out the core requirements for the protection of personal information in Australia. Please read the Privacy Policy above and this Appendix carefully and contact us at the details at the end of the Privacy Policy if you have any questions

How do I access, change or delete my personal information?

In some cases you may be able to access and correct your personal information by logging into your account (if the Software provides this functionality), where you can update your personal details.

You may also request a copy of, changes to, or deletion of, the personal information we hold, and we will act on this request within a reasonable period of time unless we are legally permitted to refuse to do so, in which case we will provide you with details of our refusal in writing.

Before acting on your request we may be contractually required to provide notification to or seek the consent of the Operator.

Social Pinpoint will endeavour to respond to your request or inquiry within 30 days.

How do I make a complaint?

If you wish to make a complaint, please contact us using the details in the contact section above and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take in response to your complaint. If you are not satisfied with our response you also have the right to contact the Office of the Australian Information Commissioner.

Will my personal information be transferred overseas?

Where we disclose your personal information to third parties in our Privacy Policy, these third parties may store, transfer or access personal information outside of Australia, including but not limited to the United States of America and the Philippines.

We will only disclose your personal information to countries with laws which protect your personal information in a way which is substantially similar to the Australian Privacy Principles or we will take such steps as are reasonable in the circumstances to ensure the third party protects your personal information in accordance with the Australian Privacy Principles.

Appendix 2 – The GDPR

Under the GDPR individuals located in the EU have extra rights which apply to their personal information. Personal information under the GDPR is often referred to as personal data and is defined as information relating to an identified or identifiable natural person (individual). This Appendix sets out the additional rights we give to individuals located in the EU when we sign a GDPR compliant data processing agreement with an Operator, including how we process personal information lawfully, transparently and fairly. Please read the Privacy Policy above and this Appendix carefully and contact us at the details at the end of the Privacy Policy if you have any questions.

What personal information is relevant?

This Appendix applies to the personal information set out in the Privacy Policy above where we sign a GDPR compliant data processing agreement with an Operator. This includes any sensitive information also listed in the Privacy Policy above which is known as ‘special categories of data’ under the GDPR.

Our commitment to you

Your personal information will:

be processed lawfully, fairly and in a transparent manner by us;
only be collected for the specific purposes we have identified in the ‘collection and use of personal information’ clause above and personal information will not be further processed in a manner that is incompatible with the purposes we have identified;
be collected in a way that is adequate, relevant and limited to what is necessary in relation to the purpose for which the personal information is processed;
be kept up to date, where it is possible and within our control to do so (please let us know if you would like us to rectify any of your personal information);
be kept in a form which permits us to identify you, but only for so long as necessary for the purposes for which the personal information was collected or required by an applicable controller; and
be processed securely and in a way that protects against unauthorised or unlawful processing and against accidental loss, destruction or damage.

How do we process personal information?

If the GDPR applies and we act as a controller, we must have a legal basis to process your personal information. We will process your personal information in accordance with the following legal bases:

Legitimate interests: We will process your personal information for our legitimate interests to allow you to access and use our website, to send you marketing content we think may be of interest to you, to contact you if you leave your contact details with us or if you otherwise initiate contact with us, to review and improve our Services and for our internal business purposes.
Performing a contract: We will rely on performing a contract to process your personal information where we are preparing to enter into a contract with you or we are carrying out our obligations under a contract with you, including where you have entered into a contract with us for our Services or the licensing of our Software.
Legal obligation: We will rely on a legal obligation to process your personal information where we are subject to a legal obligation, including to respond to any illegal activity and for taxation purposes.
Consent: If we need to rely on consent, we will ask for consent to process any of your personal information for that specific purpose before we process your personal information for that purpose.

Upon written request, we may provide you with a list of the third parties we use to process your personal information and the locations of those third parties.

Data retention

If the GDPR applies or we have signed a GDPR compliant data processing agreement, and we act as a processor:

We will only retain your personal information in accordance with the controller’s instructions and we will delete or return your personal information to the controller in accordance with the terms of the applicable data processing agreement.

If the GDPR applies and we act as a controller:

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information, whether we can achieve those purposes through other means and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see ‘access, erasure and data portability’ below for further information.

In some circumstances we may anonymise your personal information (so that it can no longer be associated with you) for analytics, research or statistical purposes in which case we may use this anonymised information indefinitely without further notice to you.

Data transfers

The countries to which we send data for the purposes listed above may not have the same data protection laws as the country in which you initially provided the information. If we transfer your personal information to third parties in other countries:

we will perform those transfers in accordance with the requirements of the GDPR (for example, by using the Standard Contractual Clauses as a safeguard); and
we will protect the transferred personal information in accordance with the Privacy Policy, as supplemented by this Appendix.

Countries to which we may transfer personal data include Australia, the Philippines and the United States of America.

Extra rights for EU individuals

Objecting to processing:

You have the right to object to processing of your personal information that is based on our legitimate interests or public interest. If this is done, we must provide compelling legitimate grounds for the processing which overrides your interests, rights and freedoms, in order to proceed with the processing of your personal information.

Restricting processing:

You have the right to request that we restrict the processing of your personal information if:

you are concerned about the accuracy of your personal information
you believe your personal information has been unlawfully processed
you need us to maintain the personal information solely for the purpose of a legal claim
we are in the process of considering your objection in relation to processing on the basis of legitimate interests

Access, erasure and data portability:

You may have the right to request details of the personal information we hold about you, or to request that we erase the personal information we hold about you, or that we transfer this information to a third party.

Rectification:

If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, incomplete, misleading or out of date.

Note that if we are acting as a processor of your personal information, before acting on a rights request we will need to seek the instructions of the relevant Operator.

If the GDPR applies and we act as a controller of your personal information, we will endeavour to respond to your request or inquiry within 30 days.

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