When we say “AskYourTeam”, “we”, “our” or “us”, we mean the AskYourTeam group of companies. Our headquarters are in New Zealand, but we operate and have offices in Australia.
We provide the AskYourTeam survey-taking and insights viewing platform and related services, which can be accessed via this link: https://app.askyourteam.com/login (the “Services”).
This Privacy Policy sets out how we process (collect, use, store, and disclose) information that relates to you and from which you can be identified (“Personal Information”). It applies when you use the Services, visit our websites, apply for a job with us, or otherwise interact with us.
When you use the Services, or otherwise interact with us, we will manage your Personal Information in accordance with this Privacy Policy.
The Services may contain links to websites or services operated by third parties, and subject to separate privacy policies. This Privacy Policy does not apply to those third party websites or services.
We may update this Privacy Policy from time to time, as necessary for our business or as required by privacy laws that apply to us. Such privacy laws include the Privacy Act 2020 (New Zealand), the Privacy Act 1988 (Cth) (Australia), and any other privacy or data protection laws that apply to us in connection with our collection, storage, transfer or access to Personal Information (together “Privacy Laws”).
The latest version of this Privacy Policy will always be available online. If we update this Privacy Policy, we may let our customers know through our Customer Support Hub.
Our customers may use the Services to collect and process Personal Information about their own customers, suppliers, employees, contractors, survey participants or other third parties. In those situations, our customer controls what Personal Information is collected and how it is used and is responsible for providing any required notices and handling requests to access, correct or delete that Personal Information. This Privacy Policy still applies to AskYourTeam’s processing of that Personal Information when we provide the Services, however we are not responsible for, and this Privacy Policy does not describe, our customers’ privacy practices.
Where we process Personal Information through the Services for a customer, we generally do so as a service provider on that customer’s behalf and in accordance with its instructions (and in line with our contractual arrangements and applicable Privacy Laws). If you have questions about a survey or about how your Personal Information was collected or used by a customer of AskYourTeam, then please contact that customer directly.
If you provide us with any Personal Information about another person in connection with the Services, you should ensure you are permitted to do so and that any required notices have been provided to, and consents obtained from, that person.
In simple terms, we collect Personal Information in two main ways: (1) directly through the Services (for example, when you respond to a survey), and (2) from an organisation or individual that uses our Services (for example, when they upload or integrate information into the Services). We may also collect some information when you interact with us to do business (for example, when you request a demo, contact support, or apply for a job). The types of information, which we may collect to provide the Services and to operate our business will depend on the nature of your relationship with us. It may include:
Sensitive information: We do not ask you to provide sensitive information (such as health information) unless it is necessary. However, the Services may allow you (or an organisation or individual using our Services) to enter free-text responses, upload or import content, or otherwise provide information through the Services, and that information may include sensitive information. If sensitive information is provided through the Services, we will handle it in line with this Privacy Policy and applicable Privacy Laws. Where required, we will rely on consent or another lawful basis under applicable Privacy Laws to process that sensitive information in connection with the Services. The organisation or individual using our Services is responsible for ensuring it provides any required notices and has the right to collect and share that information with us.
We will collect Personal Information through the following sources:
Information you give us through the Services: We collect and store information you provide when you visit our websites or use our Services, including when you respond to a survey. You don’t have to provide Personal Information to us, but if you don’t, we might not be able to provide certain parts of our Services or respond to your queries.
Information we receive from an organisation or individual using our Services: Your employer, or another organisation running a survey, may provide Personal Information about you to help set up and manage the survey (for example, your name, email address, team, role, or other demographic details). They may also upload information or connect their own systems to our Services. For example, an organisation might send us community feedback collected through their website form so it can be shown and analysed in the Services.
Information we collect when we do business with you: We may collect Personal Information when you request a demo, contact our sales or support teams, sign up for an account, or apply for a job. This can also include details we keep in our CRM and other operational systems so we can manage our relationship with customers and respond to enquiries.
Automatic Collection: The following information will be collected automatically when you view our websites or use the Services: IP address, device and browser details, cookies and session data, and Services usage (e.g., logins, page views).
We use your Personal Information to provide the Services, operate our business, and to manage our relationship with you.
Otherwise, we will only use your Personal Information for the purposes:
Specific purposes for which we may use your Personal Information include:
We may also use your Personal Information to send you direct marketing about the Services (for example, product updates and news). You can opt out at any time by using the unsubscribe link in an email, or by contacting us using the details in section 13.
Once Personal Information is captured and stored in the Services (whether through survey responses or through an organisation or individual uploading or integrating information), authorised users of that organisation can view it in the Services and use it to filter, analyse and report on survey results and other insights.
We may share Personal Information with:
trusted third-party service providers that assist us to be able to provide, operate and support the Services. This may include providers for cloud hosting and infrastructure (e.g., AWS), messaging and communications (e.g., Twilio), analytics tools, CRM systems, and other support, storage, security and IT services;
lead industry bodies and other parties involved in a survey process;
other companies in our group of companies;
successors to us in a proposed merger, asset sale or reorganisation of us; and
law enforcement agencies, government departments or regulators where we think it’s required to comply with law, defend our legal rights, or protect you or another person – where possible, we’ll notify you of this type of sharing.
We may host Personal Information in New Zealand, Australia and/or other locations used by our trusted third-party service providers. Our AWS platform instances are hosted in Sydney, Australia. We use Twilio to send SMS messages, and our Twilio configuration supports AU (Sydney) data sovereignty. This means that, by default, Personal Information is stored and processed within the AWS Sydney region for these purposes. However, depending on how the Services are used and configured (including by an organisation or individual using our Services) and the third-party service providers we use from time to time, Personal Information (including sensitive information) may be processed or accessed from other locations where we have a lawful basis to do so (for example, with consent or another lawful basis under applicable Privacy Laws) and with the safeguards described below. If we transfer or store Personal Information outside New Zealand and/or Australia (for example, where an appointed trusted third-party service provider is located offshore), we will take reasonable steps designed to ensure that the recipient is subject to privacy protections that, overall, provide comparable safeguards.
We keep your Personal Information for as long as it is necessary to provide the Services and manage our relationship with you, and to fulfil the purposes described in this policy, including for legal, tax and accounting purposes. When we no longer need to use your Personal Information and there is no need for us to keep it to comply with our legal or regulatory obligations, we’ll either remove it from our systems or de-identify and anonymise it so that we can't identify you.
We may use AI technology to enhance our data analysis capabilities. We host and manage our own AI capabilities locally in the AWS data centre in Sydney, Australia. Before any text is processed using AI tools, we remove or redact Personal Information, and we will take reasonable steps to ensure AI tools do not store prompts or responses and do not use our data to train their models. This means your information is processed only for our purposes and is not retained or reused by the AI tools.
Where translation is required in connection with our Services, we redact Personal Information from the text, prior to supplying it to our third party translation services provider for translation.
We implement a variety of operational and technical security measures and controls to maintain the safety of your Personal Information. These security means and controls are set out in our data security addendum at [insert].
You can contact us using the details below to ask us:
We will respond within a reasonable period and in accordance with applicable Privacy Laws.
We do not knowingly collect personal information from children. However, an organisation or individual using our Services may invite people under 16 to participate in a survey , in which case we may receive and process that child’s Personal Information through the Services on behalf of that organisation or individual. That organisation or individual is responsible for obtaining any required parent or guardian consent. If a parent or guardian contacts us using the details in section 13 (or the organisation or individual tells us) that a child has provided Personal Information without appropriate consent, then we will take reasonable steps to delete it.
Please contact us using the details below if you have any questions on this policy and/or our handling of your Personal Information.
Email: privacy@askyourteam.com
Phone: +64 628 053 05
If you are not satisfied with our response, you may contact the New Zealand Privacy Commissioner (www.privacy.org.nz) or, for Australian users, the Office of the Australian Information Commissioner (www.oaic.gov.au).
If you are located outside New Zealand or Australia and have concerns about how we handle Personal Information, you may also raise your concern with the relevant data protection authority in the country or region where you are based. If you are unsure who to contact, we can help direct you to the appropriate authority.