PRIVACY POLICY
LAST UPDATED: 7 June 2024
RFMS Australasia Limited, and QuantiSafe Limited, both with registered offices at 2 Victoria Street, Mosgiel, Dunedin 9024 New Zealand, NZBN 9429030996779 and 9429048424820 respectively, including their subsidiaries, affiliates and contractors acting on their behalf (collectively, the “Company”, “we”, “us”, or “our”) want you to be familiar with how we collect, use, and disclose information. This Privacy Policy describes our processing practices in connection with Personal Information that we collect through:
Websites operated by us;
Applications developed by us or our affiliates;
Remote support sessions with you;
In-person training, implementation, or consultation with you;
Email messages, telephone calls, online meetings, and other communications with you; and
Offline business interactions you have with us.
Collectively, we refer to the websites, applications, communications, and offline business interactions as the “Services”.
PERSONAL INFORMATION
“Personal Information” is information that identifies you as an individual or relates to an identifiable individual. Via the Services, we collect the following categories of Personal Information: service provider
Personal Information we receive from you or your representatives:
Name and Contact Details – such as first and last name, email address, telephone number, postal address.
Business Details – such as company name, business email address, business telephone number, business postal address.
Account Information – such as username and password, profile image, and other information you share in your account.
Billing Information – such as debit or credit card details, bank account details, billing address, tax or business registration numbers.
Marketing Data - such as your choices regarding our newsletters, surveys, and other marketing/advertising displayed or provided to you, and preferred methods of such promotional communication.
Relationship History – such as details of your communications with us, and details of your claims, complaints and queries in general.
Transaction Information – such as details of the products and Services you have purchased or received from us.
User Files – such as logos, spreadsheets, PDFs, project drawings, database copies, and other files that we have acquired, or you have sent us, so that we can render Services to you.
Call and Meeting Recordings – such as audio recordings of telephone calls or audio and screen recordings of online meetings.
IT Information – such as information about your servers, computers, networks, operating systems, software, IP addresses, databases, computer accounts (usernames and passwords), and the name and contact information of your IT service provider.
Personal Information we collect through your use of our Services or from other sources:
Device Information – such as hardware identifiers, type of device and operating system, IP address, licensing information, and data/time and frequency of use
Collection of Personal Information
We and our service providers collect Personal Information in a variety of ways. We collect Personal Information through the Services, for example, when you sign up for a newsletter, register an account to access the Services, send us an email, place an order, contact us by phone, or run our applications.
If you do not provide the information requested, we may not be able to provide the Services. If you disclose any Personal Information relating to other people to us or to our service providers in connection with the Services, you represent that you have the authority to do so and to permit us to use the information in accordance with this Privacy Policy.
Use of Personal Information
We do not sell Personal Information to third parties.
We and our service providers use Personal Information for the following purposes:
Providing the functionality of the Services and fulfilling your requests
To provide the Services’ functionality to you, such as arranging access to your registered account, providing you with related benefits, or rendering customer service.
To respond to your inquiries and fulfill your requests, when you contact us via one of our online contact forms or otherwise, for example, when you send us questions, suggestions, compliments or complaints, or when you request a quote for or other information about our Services.
To complete your transactions, process returns and exchanges, verify your information, and provide you with related benefits, special promotions, or customer service.
To send administrative information to you, such as changes to our terms, conditions, and policies.
To allow you to send messages to another person through the Services if you choose to do so.
We will engage in these activities to manage our contractual relationship with you and/or to comply with a legal obligation.
Providing you with our newsletter and/or other marketing materials and facilitating social sharing
To send you marketing related emails, with information about our services, new products and other news about our company.
We will engage in this activity with your consent or where we have a legitimate interest.
Analysing Personal Information for business reporting and providing personalized services
To analyse or predict our users’ preferences in order to prepare aggregated trend reports on how our digital content is used, so we can improve our Services.
To better understand your interests and preferences, so that we can personalize our interactions with you and provide you with information and/or offers tailored to your interests.
To better understand your preferences so that we can deliver content via our Services that we believe will be relevant and interesting to you.
We will provide personalized services based on our legitimate interests, and with your consent to the extent required by applicable law.
Allowing you to participate in sweepstakes, contests or other promotions
We may offer you the opportunity to participate in a sweepstakes, contest or other promotion. Some of these promotions have additional rules containing information about how we will use and disclose your Personal Information. Please read those additional rules before choosing to participate.
We use this information to manage our contractual relationship with you.
Aggregating and/or anonymizing Personal Information
We may aggregate and/or anonymize Personal Information so that it will no longer be considered Personal Information.
We do so to generate other data for our use, which we may use and disclose for any purpose, as it no longer identifies you or any other individual.
Accomplishing our business purposes
For data analysis, for example, to improve the efficiency of our Services; For audits, to verify that our internal processes function as intended and to address legal, regulatory, or contractual requirements; For fraud prevention and fraud security monitoring purposes, for example, to detect and prevent cyberattacks or attempts to commit identity theft; For developing new products and services; For enhancing, improving, repairing, maintaining, or modifying our current products and services, as well as undertaking quality and safety assurance measures; For identifying usage trends, for example, understanding which parts of our Services are of most interest to users; For determining the effectiveness of our promotional campaigns, so that we can adapt our campaigns to the needs and interests of our users; and For operating and expanding our business activities, for example, understanding which parts of our Services are of most interest to our users so we can focus our energies on meeting our users’ interests.
We engage in these activities to manage our contractual relationship with you, to comply with a legal obligation, and/or based on our legitimate interest.
Disclosure of Personal Information
We disclose Personal Information:
To our affiliates for the purposes described in this Privacy Policy
Our affiliates will be responsible for handling all our legitimate requests regarding shared Personal Information.
To our third-party service providers, to facilitate services they provide you or us
These can include providers of services such as website hosting, data analysis, payment processing, order fulfillment, return authorization, fraud prevention, information technology, software testing and development, infrastructure provision, customer service or related benefits (including special promotions), email delivery, auditing, and other services.
Other Uses and Disclosures
We also use and disclose your Personal Information as necessary or appropriate, in particular when we have a legal obligation or legitimate interest to do so:
To comply with applicable law and regulations
This may include laws outside your country of residence.
To cooperate with public and government authorities
To respond to a request or to provide information we believe is necessary or appropriate. These can include authorities outside your country of residence.
To cooperate with law enforcement
For example, when we respond to law enforcement requests and orders or provide information we believe is important.
For other legal reasons.
To enforce our terms and conditions; and To protect our rights, privacy, safety or property, and/or that of our affiliates, you or others.
In connection with a sale or business transaction
We have a legitimate interest in disclosing or transferring your Personal Information to a third party in the event of any reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of our business, assets, or stock (including in connection with any bankruptcy or similar proceedings).
OTHER INFORMATION
“Other Information” is any information that does not reveal your specific identity or does not directly relate to an identifiable individual. The Services collect Other Information such as: Browser and device information; App usage data; Information collected through cookies, pixel tags and other technologies; Demographic information and other information provided by you that does not reveal your specific identity; Information that has been aggregated in a manner such that it no longer reveals your specific identity.
Collection of Other Information
We and our service providers may collect Other Information in a variety of ways, including:
Your use of the Applications
When you download and use the applications, we and our service providers may track and collect application usage data, such as the date and time the application on your device accesses our servers and what information and files have been downloaded to the application based on your device number.
Cookies and similar technologies
We may collect information using cookies and similar technologies.
Uses and Disclosures of Other Information
We may use and disclose Other Information for any purpose, except where we are required to do otherwise under applicable law. If we are required to treat Other Information as Personal Information under applicable law, we may use and disclose it for the purposes for which we use and disclose Personal Information as detailed in this Policy. In some instances, we may combine Other Information with Personal Information. If we do, we will treat the combined information as Personal Information whenever it is combined.
SECURITY
We seek to use reasonable organizational, technical and administrative measures to protect Personal Information within our organization. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the “Contacting Us” section below.
CHOICES AND ACCESS
Your choices regarding our use and disclosure of your Personal Information. We give you choices regarding our use and disclosure of your Personal Information for marketing purposes. You may opt out from: (1)
Receiving marketing-related emails from us
If you no longer want to receive marketing related emails from us on a going-forward basis, you may opt out by following the unsubscribe options in any such message. We will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt out of receiving marketing related emails from us, we may still send you important administrative messages, from which you cannot opt out.
How you can access, change, or delete your Personal Information
If you would like to request to access, correct, update, suppress, restrict, or delete Personal Information, object to or opt out of the processing of Personal Information, or if you would like to request to receive a copy of your Personal Information for purposes of transmitting it to another company (to the extent these rights are provided to you by applicable law), you may contact us in accordance with the “Contacting Us” section below. We will respond to your request consistent with applicable law. Please note that we may need to retain certain information for recordkeeping purposes and/or to complete any transactions that you began prior to requesting a change or deletion (e.g., when you make a purchase or enter a promotion, you may not be able to change or delete the Personal Information provided until after the completion of such purchase or promotion).
RETENTION PERIOD
We retain Personal Information for as long as needed or permitted considering the purpose(s) for which it was obtained and consistent with applicable law. The law may require that we retain your personal information (especially relating to financial transactions) for a certain duration. The criteria used to determine our retention periods include: The length of time we have an ongoing relationship with you and provide the Services to you (for example, for as long as you have an account with us or keep using the Services); Whether there is a legal obligation to which we are subject (for example, certain laws require us to keep records of your transactions for a certain period of time before we can delete them); or Whether retention is advisable in light of our legal position (such as in regard to applicable statutes of limitations, litigation or regulatory investigations).
THIRD PARTY SERVICES
This Privacy Policy does not address, and we are not responsible for, the privacy, information, or other practices of any third parties, including any third party operating any website or service to which the Services link. The inclusion of a link on the Services does not imply endorsement of the linked site or service by us or by our affiliates. In addition, we are not responsible for the information collection, use, disclosure, or security policies or practices of other organizations, such as Facebook, Apple, Google, Microsoft, RIM, or any other app developer, app provider, social media platform provider, operating system provider, wireless service provider, or device manufacturer, including with respect to any Personal Information you disclose to other organizations through or in connection with the applications.
USE OF SERVICES BY MINORS
The Services are not directed to minors and we do not knowingly collect Personal Information from minors.
JURISDICTION AND CROSS-BORDER TRANSFER
Your Personal Information may be stored and processed in any country where we have facilities or in which we engage service providers, and by using the Services you understand that your information will be transferred to countries outside of your country of residence, which may have data protection rules that are different from those of your country. In certain circumstances, courts, law enforcement agencies, regulatory agencies or security authorities in those other countries may be entitled to access your Personal Information.
SENSITIVE INFORMATION
Unless we request it, we ask that you not send us, and you not disclose, any sensitive Personal Information (e.g., information related to racial or ethnic origin, political opinions, religion or other beliefs, health, bio metrics or genetic characteristics, criminal background, or trade union membership) on or through the Services or other wise to us.
THIRD PARTY PAYMENT SERVICE
The Services may provide functionality allowing you to make payments to the Company using third-party payment services with which you have created your own account. When you use such a service to make a payment to us, your Personal Information will be collected by such third party and not by us and will be subject to the third party’s privacy policy, rather than this Privacy Policy. We have no control over, and are not responsible for, this third party’s collection, use, and disclosure of your Personal Information.
UPDATES TO THIS PRIVACY POLICY
The “Last Updated” legend at the top of this Privacy Policy indicates when this Privacy Policy was last revised. Any changes will become effective when we post the revised Privacy Policy on the Services.
CONTACTING US
If you have any questions about this Privacy Policy, please contact us at help@rfmsanz.com, by using the phone number(s) listed on our website rfmsanz.com, or via postal mail to: 2 Victoria Street, Mosgiel 9024 New Zealand.