WIIT PRIVACY POLICY

Effective – 16 April 2024

Our Privacy Pledge

We understand that privacy is important to you – it is important to us, too. That is why we respect your personal information and the personal information of your Guest Users and documents you upload to our Services. We are committed to protecting your privacy when providing services to you and assure you that your data will never be sold by us and will only ever be shared by us to third parties if we are compelled to do so by law, pursuant to this Privacy Policy. The definitions in our Terms of Use apply to this Privacy Policy.

WiiT is hosted and operated entirely within Australia, giving you the confidence that your data and privacy are both entirely held onshore and will never be sold or shared.

Meeting Our Privacy Obligations

WiiT adheres to and enables you to comply with:

  • Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Privacy Act);
  • Australian Direct Marketing Association (ADMA) Code of Practice in relation to how we market to our customers;
  • Spam Act 2003 in relation to electronic marketing;
  • Do Not Call Register Act 2006 where we engage in telemarketing;
  • Telecommunication (Telemarketing and Research Calls) Industry Standard 2017 where we engage in telemarketing;
  • ACSC Essential 8 Maturity Model.

Website Information Collected

When you interact with us through the Services, we may collect information from you, as further described below.

Information You Provide:

We collect information from you when you voluntarily provide such information, such as when you register for access to the Services. Information we collect may include, but is not limited to, username, email address, and relevant contact details.

Other Information:

  • Data We Collect Automatically: When you interact with us through the Services, we receive and store certain information such as an IP address, device ID, and your activities within the Services, such as your mouse movements whilst you use the Services.
  • Website Aggregated Information: In an ongoing effort to better understand and serve the users of our website, we may conduct research on our customer demographics, interests and behaviour based on the information collected. We may disclose Website-aggregated user statistics in order to describe our services to current and prospective business partners, and to other third parties for other lawful purposes, but will not share any information that will identify you.
  • Cookies: We employ cookies and similar technologies to keep track of your local computer’s settings, such as which account you have logged into and notification settings. Cookies are pieces of data that sites and services can set on your browser or device that can be read on future visits. We may expand our use of cookies to save additional data as new features are added to the Service. In addition, we use technologies such as web beacons and single-pixel gifs to record log data such as open rates for emails sent by the system.
  • We may use third-party website analytic tools such as Google Analytics on our website that employ cookies to collect certain information concerning your use of our Services. However, you can disable cookies by changing your browser settings. Further information about the procedure to follow in order to disable cookies can be found on your Internet browser provider’s website via your help screen.
  • Advertisements: You may see our Services advertised in other applications or websites. After clicking on one of these advertisements and subscribing to our Services, you will become a user of the Services. Advertising platforms, which include LinkedIn, Twitter, and Facebook (and whose service development kits are integrated within our Services), may collect information for optimizing advertising campaigns outside of the Services.
  • If you do not wish to receive personalized advertising that is delivered by third parties outside of the WIIT Services, you may be able to exercise that choice through opt-out programs that are administered by third parties or by contacting us directly for more information.

What Personal Data Do We Receive?

Personal data is any information from or about an identified or identifiable person, including information that WiiT can associate with an individual person. We may collect, or process on behalf of our users, the following categories of personal data when you use or interact with WiiT products and services:

  • Account Information: Information associated with an account set up by a Host User to use the Services, which may include your name, your contact information, your organisation’s name and contact details, your account ID, your billing and transaction information, your IP address, and account plan information.
  • Profile and Participant Information: Information associated with the Guest Users who use or are invited to use the WiiT Services, which may include name, display name, picture, email address, phone number, user ID, IP address, or other information provided by the user and/or their account owner.
  • Settings: Information associated with the preferences and settings on a WiiT account or Host User profile, which may include audio and video settings, and other settings and configuration information.
  • Device Information: Information about the computers, phones, and other devices used when interacting with the WiiT Services, which may include information about the speakers, microphone, camera, OS version, hard disk ID, PC name, MAC address, IP address (which may be used to infer general location at a city or country level), device attributes (like operating system version and battery level), WiFi information, and other device information (like Bluetooth signals).
  • Content and Context from Meetings, Webinars, Messaging, and Other Collaborative Features: Content generated in Sessions that are hosted on WiiT Services, which may include documents uploaded, audio, video, chat messaging content, as well as related context, such as invitation details, or Session name.

Content may contain your voice and image depending on what you choose to record. Documents uploaded to the WiiT Services by either the Session Host or a guest; Product and Website Usage: Information about how people and their devices interact with WiiT Services, such as: when participants join and leave a Session; performance data; mouse movements, clicks, keystrokes or actions when interacting with a document uploaded on a Session;

How Do We Use Personal Data?

WiiT employees do not access Sessions, documents uploaded on the Services, or recordings saved on our servers unless directed to do so by an account owner, or as required for legal reasons, as discussed below. WiiT uses personal data to conduct the following activities:

  • Provide WiiT Services: To provide the Services to Host Users and their Guest Users. WiiT also uses personal data, including contact information, to route invitations and documents to recipients when Host Users send invitations to Sessions using the Services. This may also include using personal data for customer support, which may include accessing audio, video, files, messages, and other content, at the direction of the account owner or their users. We also use personal data to manage our relationship and contracts with account owners and others, including billing, compliance with contractual obligations.
  • Authentication, Integrity, Security, and Safety: To authenticate accounts and activity, detect, investigate, and prevent malicious conduct or unsafe experiences, address security threats, protect public safety, and secure the WIIT Services.
  • Communicate with You: We use personal data (including contact information) to communicate with you about WiiT Services, including product updates, your account, and changes to our policies and terms. We also use your information to respond to you when you contact us.
  • Legal Reasons: To comply with applicable law or respond to valid legal process, including responding to subpoenas issued to us, or in answer to warrants served by law enforcement agencies.

We understand that you or your Guest Users may claim legal privilege over documents or recordings stored on our servers. Accordingly, we will make every reasonable attempt to contact you before answering a subpoena in relation to your use of the Services.

How Do We Share Personal Data?

Wiit provides personal data to third parties only with consent or in one of the following circumstances (subject to your prior consent where required under applicable law):

  • Vendors: WiiT works with third-party service providers to provide, support, and improve the WiiT Services and technical infrastructure, and for business services such as payment processing. WiiT does not retain your credit card details on our servers and such information is managed by Stripe Incorporated, which processes payments to WiiT on your behalf, and is subject to its privacy policy.
  • For Legal Reasons: WiiT may share personal data as needed to: (1) comply with properly authorised law enforcement or government agencies; and (2) to respond to subpoenas served on WIIT.
  • Change of Control: We may share personal data with actual or prospective acquirers, their representatives and other relevant participants in, or during negotiations of, any sale, merger, acquisition, restructuring, or change in control involving all or a portion of WiiT’s business or assets, including in connection with bankruptcy or similar proceedings.

Who Can See, Share, and Process My Personal Data When I Join Sessions?

When you join a WiiT Session, other people and organisations, including third parties outside the Session, may be able to see content and information that you share:

  • Host User: The Host User will be able to record and download a recording of a Session and will be able to download a document uploaded to and amended in a Session. WiiT has no control over how the Host User shares the recording or document. Specifically, Host Users may have access to:
    • Account Usage: Information about their account.
    • Product Usage: which may include details of their past Sessions such as email addresses, IP addresses, device information, and other information about who joined Sessions.
    • Recordings: Guest Users can watch the content of recordings of Sessions hosted by them. They can also view, share, and enable advanced features for transcripts of meeting audio.
  • Host Users, and Guest Users: Host Users and Guest Users may be able to see your email address, display name, and profile picture.

Retention

We retain personal data for as long as required to engage in the uses described in this Privacy Policy, unless a longer retention period is required by applicable law.

The criteria used to determine our retention periods include the following:

  • The length of time we have an ongoing relationship with you and provide the WiiT Services to you;
  • Whether we have a legal obligation to keep the data (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 the enforcement of our agreements, the resolution of disputes, and applicable statutes of limitations, litigation, or regulatory investigation).

Your Data Rights and Choices

How can I access the personal data you have about me?

If you would like to submit a data access request, please write to us at contact@WiiT.com.au with the words “Personal Data Request” in the subject line with an explanation of what data subject right you are seeking to exercise. We will then start the process and provide you information about the personal data that WiiT has on you within 30 days. For your protection, we may take steps to verify identity before responding to your request.

How do I correct, update, amend, or delete the personal data you have about me?

In addition to the functionality available through the “Settings” of the Services, in which you can correct, update, amend, or delete certain personal data, you can also request other modifications from us directly. Please write to us at contact@WiiT.com.au with the words “Personal Data Request” in the subject or body of your message, along with an explanation of what data subject right you are seeking to exercise. For your protection, we may take steps to verify identity before responding to your request.

Security

WiiT has implemented processes intended to protect user information and maintain security of data. Each account holder is assigned a unique username and password, which is required to access their account. It is your responsibility to protect the security of this login information. We have attempted to protect WiiT’s servers by locating them in areas with security procedures, use of firewalls and implementing other generally available security technologies. These safeguards help prevent unauthorized access, maintain data accuracy, and ensure the appropriate use of data, but no guarantee can be made that your information and data will be secure from intrusions and unauthorized release to third parties.

Third-Party Websites

WiiT is not responsible for the practices employed by websites linked to or from the WiiT website, nor the information or content contained therein. When you use a link to go from the WiiT website to another website, the owner of that site may collect information about you that is outside of our control.

Changes

WiiT reserves the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website.

Contact us

For any concerns or queries about WIIT’s privacy policy or the data collected by WIIT, please contact us on contact@wiit.com.au.