Last updated: February 2023

We care about your privacy and want you to know how we collect and use your personal information and data. That starts with helping you understand our privacy practices. We strive to communicate these in a way that is easily digestible, where possible. 

This privacy policy (“Privacy Policy”) applies to all of our Services, which includes this website. We recognise the importance of protecting the privacy of our customers, clients, stakeholders, collaborators, partners, participants and other affiliates. Although you may be working with us in other contexts not specifically outlined in this policy, our philosophy applies to those other contexts as well. 

1. Introduction

This privacy policy applies to InCheq; and its affiliated subsidiaries. This privacy policy describes our privacy practices relevant to the Site, Services and Platform and the impact these practices have on Site Visitors, Clients, Administrators, Respondents, and Client Organisations. Each term is defined below.

2. Definitions

In this Privacy Policy, a reference to:

• Administrator means any person who has login credentials to a Customer account to manage that account, deploy surveys, or review and share survey results and reports;
• InCheq, we, us or our means InCheq Pty Ltd (ABN: 99 0645 914 978) of Level 3, 697 Collins Street, Docklands VIC 3008 Australia;
• Customer or Company means, in relation to you, the person or entity that has contracted with InCheq to allow you to use InCheq’s Services;
• Platform means all web applications related services provided by InCheq;
• Platform Data means any content or data that you or third parties submit to InCheq using the Services or Platform;
• Respondent means any person who accesses our Services to answer surveys (either wholly or partially) conducted by Customer using the Services;
• Services means all products (including related web applications), services and Websites offered by InCheq;
• Visitor means any person who visits our Websites;
• Websites means, collectively, www.incheq.com.au as well as the other websites that InCheq operates and that link to this Privacy Policy; and;

• You or your means either a Site Visitor, Client, Administrator, Respondent, or Client Organisation, as applicable.

We will not use or share your information with anyone except as described in this Privacy Policy. We use your Personal Information for providing and improving the Platform or Service. By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible at https://incheq.com.au

3. What Information Do We Collect?

We collect information relating to you and your use of our Platform or Service from a variety of sources. Some of this information is collected directly from you and some of this information is collected from your interaction with our Services, your Company, other individuals at your Company, or from third parties. How and what information we collect about you will depend on the way that you use our Services, for example, whether you are a Site Visitor, Client, Administrator, Respondent, or Client Organisation.

1. General Information We Collect

• Contact information: When you provide us with your contact information, whether through use of our Services, creation of an account on our Platform, a form on our website, or an interaction with our sales or customer support team, we collect your contact information. This information may include, for example, your name, email address, and/or phone numbers.
• Other data you submit: We may collect your personal information or data if you submit it to us in other contexts. For example, by providing us with a testimonial or attending an event we host. We may also collect personal information at other points throughout our Services or within our Website that states personal information is being collected. If you contact us at support@incheq.com.au we will also collect any information that you provide to us voluntarily, such as your operating system version, and other requested information in order for us to respond to your request.

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2. Information Specific to Administrators, Respondents, and Client Organisations

We may collect the following information from Administrators, Respondents, and Client Organisations: 

• Information collected from your Company: Your Company will provide us with demographic data such as your name, gender, email information, phone number, and other information related to your role within the Company, such as your department, position, location, shift type, and work type. 
• Survey responses: When you answer a Customer survey, we will store your aggregated and de-identified survey responses. Survey Data is collected to gain insights and understanding of a Customer or Client Organisation, and employee and individual experiences, perceptions, and behaviours. Your individual responses will NOT be shared with anyone else, including your Company. 

3. Information specific to Administrators

We may collect the following information from Administrators: 

• Registration details: When you register an account or another Administrator creates an account for you, we collect your name, company name, email address, password and other information.
• Survey data: When you deploy surveys using the Platform, we will store any information related to those surveys.
• Billing details: If you use a credit card for billing, our credit card processor may collect information such as the cardholder’s name, billing address, email address, credit card number, expiry date and credit card security code.
• Account settings: You may be able to set or update various preferences and personal details on your account settings page or your profile. For example, your name, email address, and display pictures.

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4. How do we store the information we collect?

The security of your personal information is very important to us. All your data is private and confidential and we take reasonable steps to ensure that your personal information is handled securely and in accordance with this Privacy Policy. We follow the Australian Privacy Principles Act to protect the personal information submitted to us, both during transmission and once it is received. 

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Although we do our best to protect your personal information, transmitting information over the Internet is never completely secure and we cannot guarantee that your personal information is absolutely secure in all situations.

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We have taken significant steps to protect your personal information. These steps include:

• Data Storage & Backup: Our data is securely stored using Microsoft Azure cloud storage. Azure is considered the gold standard for data storage.
• Password Controls & MFA: InCheq ensures the highest level of password security with minimum password requirements and Multi-factor Authentication
• SSL Certification: Ensuring safe browsing and traffic monitoring. InCheq will securely transmit data across the Web.
• CDN: Content delivery networks ensure the site has sufficient infrastructure.
• Firewalls: InCheq ensures all traffic through our website passes through appropriate security filters and firewalls to protect confidential data.

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Security is a collaborative effort, so we also recommend that you create a sophisticated password for logging in to our services and keep that password secret.

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5. How do we use the information we collect?

1. Personal information

How we use your personal information and what information we collect about you will depend on the way that you use our Platform and Services; for example, whether you are an Administrator, Respondent, or Site Visitor. In each case, the information we collect and process is reasonably necessary for our business, including providing you with the Services you would expect from us.

2. Administrators

When you use our Platform and Services as an Administrator, we may use your personal information to:

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• Create an account to access our Platform: We need to collect and use your personal information to allow you to create an account and log in to that account.
• Provide you with our Services: This includes providing you with access and use of our Platform and customer support, which may require us to access your personal information so that we can assist you, for example, with technical issues.
• Manage our Services: We use your personal information so we can provide our Services and improve those Services. Some of these purposes include:

• monitor, maintain and improve our Platform, Services, and features;
• create new services or features;
• investigate complaints; or
• communications with you 

• Marketing purposes: We may also send you news and information about our products or Services that you either request from us, or we believe may interest you.

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3. Respondents

When you use our Platform and Services as a Respondent, we may use your personal information to:

• Provide you with access to our Services: When and how we use your personal information is controlled and managed by the Customer (including any Administrators that act on its behalf). 
• Manage our Services: We use your personal information so we can provide our Services and improve those Services. Some of these purposes include:

• monitor, maintain and improve our Platform, Services, and features;
• create new services or features;
• send you emails and text messages with invitations to complete Customer surveys;
• send you an email when you have been assigned as an administrator of your Company account; or
• send you survey reminders.

• Create de-identified, aggregated data: To protect the privacy and confidentiality of Respondents, we use survey data in a de-identified, aggregated form, and all survey data is strictly protected and owned by InCheq. Individual responses to surveys are never disclosed to Clients, Administrators, Client Organisations, or other affiliates in a non-aggregated or identifiable form. Anonymity thresholds are enforced to ensure any subgroup reporting does not risk any individual Respondent’s privacy. We also use your survey data to continually improve our Services, including our de-identified, aggregated data sets. 
• Contribute to wider research: In the event that data is used to contribute to wider research, data will remain de-identified and aggregated for any and all reporting purposes. 
• Identify you as a user: We may use your information to identify you as a Respondent in our systems.

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4. Site Visitors

When you use our Services as a Visitor, we may use your personal information to:

• Contact you for marketing purposes: We may send you news and information about our products, Platform, or Services that you either request from us, or we believe may interest you (unless prevented by law). In most cases, we will contact you via email.
• Manage our Services: We use your personal information so we can provide our Services and improve those Services. Some of these purposes include:

• create new services or features; or
• monitor, maintain and improve our Services and features.

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6. Who has access to your information?

1. Disclosures specific to Administrators

When you use our Services as an Administrator, your personal information may be disclosed to other Administrators within your Company.

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7. Additional Information

1. Organisational Privacy

For any reporting or research on organisation-wide results, a minimum of 3 organisations will be included and organisation names will be removed to maintain confidentiality.

2. Cookies

Cookies are files with a small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your computer’s hard drive. For further information about how cookies are used, you can visit allaboutcookies.org

We use cookies to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Platform or Service.

8. Links to Other Sites

Our Platform or Service may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over, and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

9. Changes to this Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

10. Contact Us

If you have any questions about this Privacy Policy, please contact us at hello@incheq.com.au 

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