Privacy Policy
MeetingQuality Pty Ltd is committed to the protection of your personal privacy. This Privacy Policy applies to all MeetingQuality services and is an explanation of how we gather, store, share and use your personal data.
We may update this Privacy Policy from time to time. The most current version will be located on our website, and is also available by contacting our Privacy or Data Protection Officer by email or at the address detailed below.
Types of personal information collected
The types of personal information that we collect and hold will vary depending on your dealings with us. This information may include any or all of the following:
name, email address(es), work address(es), telephone number(s) and other contact details;
electronic address(es);
payment information, including credit card type;
other personal information required to provide our services, including details of your role and title, meetings invited and attended by you, results of surveys including rankings of your performance at those meetings and action items arising out of those meetings (including action items which may relate to you); and
transaction details relating to your use of our products, services or benefits.
From time to time, you may provide us, and we may collect from you, personal information of a third party (for example, in response to survey questions). Where you provide the personal information of a third party, it is your responsibility to ensure that those persons are aware of this Privacy Policy, understand it and agree to accept it.
How we collect personal information
We collect personal information about you through:
survey responses from others about you from calendar invitations where you have also been invited;
We collect personal information directly from you, such as:
when you use our services including through inviting others to participate in surveys and participating in the surveys;
in the course of us providing you with a requested product, service or benefit;
when you submit information through our website or smart phone app;
in person; or
when you have other dealings with us.
Why we collect, use and disclose personal information
We will use the personal information we collect for the purpose disclosed at the time of collection, or otherwise as set out in this Privacy Policy. We will not use your personal information for any other purpose without first seeking your consent, or where authorised or required by law.
We will collect personal information for the following purposes:
to establish and maintain your relationship with us;
to provide the products or services that are requested from us by you, your employer, your co-workers or a third party;
to contact you for the purposes of providing services;
to provide the products or services to our customers (provided that survey results that refer or relate directly to you will not be sent to any other person without being pseudonymized); or
to answer any inquiry you make.
Marketing
MeetingQuality would like to send marketing material that may relate to:
our products and services
the products and services of other parties (such as the MeetingQuality partners);
new developments we believe may be of interest to you.
You may opt-out of receiving this direct marketing through the unsubscribe function that will be made available to you with each marketing communication or by contacting our Privacy Officer using the contact details set out below.
How we store and protect personal information
All communication with MeetingQuality servers from web pages and the app utilise a one-time password over a https link. If the password is not present or incorrect then the connection is silently dropped.
Every attendee is assigned a unique id per meeting.
All data is displayed using pseudonymization
No special category data is stored eg race, sexual orientation, religious belief, health or political opinion.
Do we send personal information overseas?
We will not disclose your personal information to any overseas organisations unless compelled to do so by law.
The servers for our internet-based data storage system are located in the United States of America, United Kingdom, Australia and Sweden. The choice of location of the data depends on the address of the calendar invite that the meeting organiser used to invite MeetingQuality. For instance inviting MeetingQuality to a meeting with an email address that ends in .com means that data will be stored in the United States of America. An address that ends in .uk means that data will be stored in the United Kingdom, An email address that ends in .au then that data will be stored in Australia and an email address that ends in .se will be stored in Sweden. However, all servicing of the servers is performed from Australia.
What are your rights?
You have the following rights with regard to your personal information:
The right to be informed: You have a right to know what data is being collected, how it’s being used, how long it will be kept and whether it will be shared with any third parties. This is why we’ve created this privacy policy, and we will do our best to keep it up-to-date.
The right to access: You have the right to access the data we hold about you. We will, however, need you to prove your identity before we release any personal data to you. We have one month to collect and send you this information, although there are exceptions for requests that are unfounded, repetitive or excessive.
The right to rectification: If you discover that the information we hold about you is inaccurate or incomplete, you can request for it to be updated. As with the right to access, we have one month to do this, and the same exceptions apply.
The right to erasure (‘the right to be forgotten’): Every email that originates from the MeetingQuality server contains an option to be “forgotten“.
5. Right to withdraw Consent: You can withdraw the consent you gave us to process your data at any time.
The right to restrict processing: You can request that we limit the way we use your personal data. It’s an alternative to requesting the erasure of data, and might be used when you contest the accuracy of your personal data or when you no longer need the information but we are required to keep it to establish, exercise or defend a legal claim.
The right to data portability: You have the right to obtain the personal data we hold about you in a structured, electronic format, and to transmit such data to another data controller, where this is (a) personal data which you have provided to us and (b) if we are processing that data on the basis of your consent or to perform a contract with you.
The right to object: You can object to the processing of personal data that is collected on the grounds of legitimate interests or the performance of a task in the interest or exercise of official authority. We must stop processing information unless we can demonstrate compelling legitimate grounds for the processing that overrides the interests, rights and freedoms of the individual or if the processing is for the establishment or exercise of defence of legal claims.
Rights related to automated decision-making including profiling: The GDPR includes provisions for decisions made with no human involvement, such as profiling, which uses personal data to make calculated assumptions about individuals. There are strict rules about this kind of processing, and individuals are permitted to challenge and request a review of the processing if they believe the rules aren’t being followed.
The right to complain If for any reason you are not happy with the way we have handled your personal data, please contact us. If you are still not happy, you have the right to make a complaint to to the relevant control authority.
To exercise any of these rights, please contact us: at the Privacy and Data Protection Officer given below.
Cookies
Our website use cookies to track user traffic patterns and to better serve you when you revisit a website. A cookie is a small data file that a website may write to your hard drive when you visit it. A cookie file can contain information, such as a user ID which the website uses to track the pages you have visited. You can refuse all cookies by turning them off in your browser. However, full functionality for our websites requires the use of cookies.
Information is also generated whenever a page is accessed on our website that records information such as the time, date and specific page. We collect such information for statistical and maintenance purposes that enables us to continually evaluate our website performance.
Our website also collects cookies for use by analytics services, such as Google Analytics. These services use cookies and scripts to collect and store information, including how users interact with our website, errors users encounter when using our website, device identifiers, how often users visit the website, what pages they visit, and what other sites they used prior to coming to the website. We use the information we get from Google Analytics only to improve our website and our services. Please see the following links for more information about Google Analytics:
We do not tie the information gathered using third party analytics to your personal information.
How to contact us or make a complaint
If you have any questions about this Privacy Policy, if you wish to update information we hold about you or if you wish to make a complaint about our collection, use or disclosure of your personal information under this Privacy Policy, please contact:
The Privacy and Data Protection Officer
Kelvin McGrath
31 Mountain View Cres
West Pennant Hills
NSW 2125
Australia
E-mail: info@meetingquality.com