REPORTLY PRIVACY POLICY
Reportly Pty Ltd (the “Company”) is committed to maintaining robust privacy protections for its users. Our Privacy Policy (“Privacy Policy”) is designed to help you understand how we collect, use and safeguard the information you provide to us and to assist you in making informed decisions when using our Service.
For the purposes of this Agreement, “Site” refers to the Company’s website or website or application, which can be accessed at https://reportlyapp.com or https://go.reportlyapp.com or through our mobile application.
“Service” refers to the Company’s services accessed via the Site, in which users can manage their business inspections, jobs, generate reports and quotes, manage team users and a wide range of content including templates, checklists, photos, aerials and the PDF generator to produce business documents.
The terms “we,” “us,” and “our” refer to the Company.
“You” refers to you, as a user of our Site or our Service.
By accessing our Site or our Service, you accept our Privacy Policy and Terms of Use, found here: Terms of Use, and you consent to our collection, storage, use and disclosure of your Personal Information as described in this Privacy Policy.
Reportly, accessible from www.reportlyapp.com or go.reportlyapp.com or via the App, one of our main priorities is the privacy of our users. This Privacy Policy document contains types of information that is collected and recorded by Reportly and how we use it.
This Privacy Policy applies only to our online activities and is valid for visitors to our Services with regards to the information that they shared and/or collected in Reportly. This policy is not applicable to any information collected offline or via channels other than our Service.
1. Information We Collect
We collect “Non-Personal Information” and “Personal Information.” Non-Personal Information includes information that cannot be used to personally identify you, such as anonymous usage data, general demographic information we may collect, referring/exit pages and URLs, platform types, preferences you submit and preferences that are generated based on the data you submit and number of clicks. Personal Information includes your business name and address, email, contact number, business registration number, license, which you submit to us through the registration process at the Site.
1.2 Information collected via Technology
To activate the Service you do not need to submit any Personal Information other than your email address and password. To use the Service thereafter, you do need to submit further Personal or Business Information which may include: contact name, business name and address, email, business registration number, license number, industry. However, in an effort to improve the quality of the Service, we track information provided to us by your browser or by our software application when you view or use the Service, such as the website you came from (known as the “referring URL”), the type of browser you use, the device from which you connected to the Service, the time and date of access, and other information that does not personally identify you. We track this information using cookies, or small text files which include an anonymous unique identifier. Cookies are sent to a user’s browser from our servers and are stored on the user’s computer hard drive. Sending a cookie to a user’s browser enables us to collect Non-Personal information about that user and keep a record of the user’s preferences when utilizing our services, both on an individual and aggregate basis.
1.3 Device and Usage Data
When users come to our Site, we may track, collect, and aggregate information indicating, among other things, which pages of our websites were visited, the order in which they were visited, when they were visited, and which hyperlinks were clicked. We also collect information from the URLs from which you linked to our websites. Collecting such information may involve logging the IP address, operating system and browser software used by each user of the websites. We may be able to determine from an IP address a user’s Internet Service Provider and the geographic location of his or her point of connectivity
1.4 Information you provide us by registering for an account
In addition to the information provided automatically by your browser when you visit the Site, to become a subscriber to the Service you will need to create a personal profile. You can create a profile by registering with the Service and entering your email address, and creating a user name and a password. By registering, you are authorizing us to collect, store and use your email address in accordance with this Privacy Policy.
1.5 Use of Cookies
Cookies are small text files that are stored in a computer’s browser directory to provide a better and more convenient user experience whilst on our site, such as remembering your user login details and site preferences. Cookies play a vital role in providing effective and safe Services whilst also helping us understand how the site is used so that we can optimise. The Company may use both persistent and session cookies; persistent cookies remain on your computer after you close your session and until you delete them, while session cookies expire when you close your browser.
- Essential cookies: These are strictly necessary to provide you with services available through our Site and make it usable and secure by enabling basic functions like page navigation and access to secure areas of the Site. We use those cookies to authenticate if it is you using the service and to remember your login state so you don’t have to log in as you navigate through our Site. We also use these cookies to protect user data from unauthorized access and to keep our Site and Services working correctly, like showing you the right information for your selected location. Due to their essential nature to deliver the service to you, you cannot reject them. You can block or delete them by changing your browser settings however..
- Analytics and customisation cookies: These cookies collect information that is used either in aggregate form to help us understand how our Websites are being used or how effective our marketing campaigns are, or to help us customise our Websites for you.
- Third party cookies: These are set by our service partners to enable features or functionality to be provided on or through the website such as usage analytics. The parties that set these third party cookies can recognise your computer both when it visits the website and also when it visits certain other websites. However, this data is shared with us only for the purposes described earlier.
You have the right to decide whether to accept or reject cookies. You can set or amend your web browser controls to accept or refuse cookies. If you choose to reject cookies, you may still use our website though your access to some functionality and areas of our website may be restricted or not work as intended.Your web browser may allow you to manage your cookie preferences, including to delete and disable cookies. Take a look at the help section of your web browser to understand your options.
We may update the use of Cookies from time to time in order to reflect, for example, changes to the cookies we use or for other operational, legal or regulatory reasons. We will notify you of any material changes prior to the changes becoming effective by posting the changes on our Site and providing a more prominent notice with on-site or email notifications. Therefore, please re-visit our Privacy policy regularly to stay informed about our use of cookies and related technologies.
1.6 Children’s Privacy
The Site and the Service are not directed to anyone under the age of 13. The Site does not knowingly collect or solicit information from anyone under the age of 13, or allow anyone under the age of 13 to sign up for the Service. In the event that we learn that we have gathered personal information from anyone under the age of 13 without the consent of a parent or guardian, we will delete that information as soon as possible. If you believe we have collected such information, please contact us at privacy@reportlyapp.com
2 How We Use And Share Information
2.1 Personal Information
Except as otherwise stated in this Privacy Policy, we do not sell, trade, rent or otherwise share for marketing purposes your Personal Information with third parties without your consent. We do share Personal Information with vendors who are performing services for the Company, such as the servers for our email communications who are providing access to the user’s email address for purposes of sending emails from us. Those vendors use your Personal Information only at our direction and in accordance with our Privacy Policy.
In general, the Personal Information you provide to us is used to help us communicate with you: to provide the Services and related support, process transactions, manage your user account and respond to your requests. This is necessary to perform the contract we are about to enter into or have entered into with you. For example, we use Personal Information to contact users in response to questions, solicit feedback, provide technical support, and inform users about system performance and provide Service notifications.
As necessary for certain legitimate interests, including: if we have not entered into a contract with you, to operate and administer our websites, to provide you with content you access and request (e.g. to download content from our websites), and to respond to your requests for our Services (including sharing your personal data with our partners as necessary to respond to your request for the Services in an efficient manner and facilitate the sale of our Services, arrange a demo.
To manage our relationship with you, which includes sending administrative information to you, for example, information regarding the website and changes to our terms, conditions, and policies, provide billing reminders, invoices, notification and other relevant transactional information in relation to the correct upkeep of your account.
To analyze trends and track your usage of and interactions with our websites and Services in order to improve or enhance your experience by providing you with more relevant content and service offerings and help us develop new products and services (including to increase our Service’s functionality, product features, and user-friendliness).
To prevent fraud or criminal activities, misuse of our products or services and ensure the security of our IT systems, architecture and networks.
To (a) comply with legal obligations and legal process; (b) respond to requests from public and government authorities, including public and government authorities outside your country of residence; (c) enforce our Terms of Service; (d) protect our operations; (e) protect our rights, privacy, safety of property, and/or that of you or others; and (f) allow us to pursue available remedies or limit the damages that we may sustain.
If you ask us to delete your data or to be removed from our marketing lists, we are required to fulfill your request, to keep basic data to identify you and prevent further unwanted processing.
To send you updates and information about our new products and services, upcoming events or other promotions or news by email or push notification.
Where required by law we will only send you marketing information if you consent to us doing so at the time you provide us your personal data. You may opt-out of receiving such emails by following the instructions in each promotional email we send you or by updating your user settings. In addition, if at any time you wish not to receive future communications or you wish to have your name deleted from our mailing lists, please contact us at privacy@reportlyapp.com. We will continue to contact you via email regarding the provision of our Services, provide information that is transactional in nature and to respond to your requests.
Social networking websites. Where permissible according to applicable law we may use certain limited personal data about you, such as your email address, to hash it and to share it with social network websites, such as Facebook or Google, to generate leads, drive traffic to our websites or otherwise promote our products or Services. The social network websites with which we may share your personal data are not controlled or supervised by us. Therefore, any questions regarding how your social network website’s service provider processes your personal data should be directed to the provider.
Legal Requirements. We may share your personal data so that we can comply with a legal obligation to which we are subject, protect and defend the rights or property of Reportly, act in urgent circumstances to protect your personal safety or that of the public, or protect Reportly against legal liability. For example, where we are obliged to share your personal data with regulatory bodies which govern our work and services; government departments such as law enforcement, courts orders; financial institutions; external auditors; etc
We may share Personal Information with outside parties if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonably necessary to meet any applicable legal process or enforceable governmental request; to enforce applicable Terms of Service, including investigation of potential violations; address fraud, security or technical concerns; or to protect against harm to the rights, property, or safety of our users or the public as required or permitted by law.
2.2 Non-Personal Information
In general, we use Non-Personal Information to help us improve the Service and customize the user experience. We also aggregate Non-Personal Information in order to track trends and analyze use patterns on the Site. This Privacy Policy does not limit in any way our use or disclosure of Non-Personal Information and we reserve the right to use and disclose such Non-Personal Information to our partners, and other third parties at our discretion.
In the event we undergo a business transaction such as a merger, acquisition by another company, or sale of all or a portion of our assets, your Personal Information may be among the assets transferred. You acknowledge and consent that such transfers may occur and are permitted by this Privacy Policy, and that any acquirer of our assets may continue to process your Personal Information as set forth in this Privacy Policy. If our information practices change at any time in the future, we will post the policy changes to the Site so that you may opt out of the new information practices. We suggest that you check the Site periodically if you are concerned about how your information is used.
2.3 Third parties
We share personal information with our service providers that perform services on our behalf. For example, we may use third parties to help us provide customer support, send email communications on our behalf, assist with data storage and process payments.
We use Google Analytics and Hotjar in order to better understand our users’ needs and to optimize this service and experience. We share this information to learn about site traffic and activity. These technologies help us better understand our users’ experience such as how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc. and this enables us to build and maintain a more optimised service via user feedback. Both Hotjar and Google Analytics use cookies and other technologies to collect data on our users’ behavior and their devices. This includes the device’s IP address which is processed during a session and stored in a non-identifiable form, device screen size, device type, browser information, country location, clicks, internal links, pages visited, scrolling, searches and timestamps. Hotjar and Google Analytics store this information on our behalf in a non-recognisable user profile format. Both Hotjar and Google are contractually forbidden to share or sell any of the data collected on our behalf. This usage data is shared with us only as per the purposes described earlier.
When you set up a subscription, we obtain information about your payment method to share with Stripe, our payment processor, however, we do not store the data. We transmit your personal information via an encrypted connection to Stripe. We retain limited data such as the last four digits of your credit card, the country of issuance and the expiration date. Stripe uses and processes your complete payment information in accordance with their own privacy policy. Sensitive card data is never handled by Reportly, it goes directly to the payment processor’s servers. We do not have access to this information.
We may send you marketing emails in accordance with your preferences, which you can unsubscribe from by clicking the link at the bottom of the email. We share your contact information with Mailchimp, our email marketing provider, so they can send these emails on our behalf.
In connection with our Service, we also use a third-party service provider, Mini-orange. We use Mini-orange’s API, which allows us to build features into our Service to enable us to authenticate user’s email addresses during registration.
For further details please view Hotjar, Google, Stripe, Mailchimp, miniOrange websites.
The below are the third party service providers Reportly works with to provide our Services to You.
| Amazon Web Services AWS | User data and User’s Customers’ data | Cloud service provider |
| miniOrange | User authentication | User verification tool |
| Browsing analytics | Analytics tool | |
| Hotjar | Browsing analytics | Analytics tool |
| Mailchimp | User data | Email marketing tool |
| Stripe | User data | Payment gateway provider |
Our business needs may change from time to time. We may deprecate or add a service provider as the need arises to provide a better Service to You. Best endeavours will be made to keep this list up to date.
3. How We Protect Information
We implement security measures designed to protect your information from unauthorized access. Your account is protected by your account password and we urge you to take steps to keep your personal information safe by not disclosing your password and by logging out of your account after each use. We further protect your information from potential security breaches by implementing certain technological security measures including encryption, firewalls and secure socket layer technology. However, these measures do not guarantee that your information will not be accessed, disclosed, altered or destroyed by breach of such firewalls and secure server software. By using our Service, you acknowledge that you understand and agree to assume these risks.
3.1 Data Retention
We retain your personal data for as long as reasonably necessary to provide the Services and fulfil the transactions you have requested, complying with our legal obligations or for other legitimate business purposes, such as maintaining business and financial records, resolving disputes, maintaining security, detecting and preventing fraud and abuse, and enforcing our agreements. After the applicable retention period has elapsed, your personal data will be anonymized and deleted.
3.2 How We Protect Your Personal Data
We will use industry standard physical, technical, and administrative security measures to keep your personal data confidential and secure, and will not share it with third parties, except as otherwise provided in this Privacy Policy. The Internet, however, cannot be guaranteed to be 100% secure, and we cannot ensure or warrant the security of any personal data you provide to us. It is your responsibility to protect the security of your login information. All of the user’s data is stored securely on RDS servers managed in Amazon Web Services and are accessible only from Reportly private EC2 instances.
If you know or suspect that your personal data have been lost, stolen, misappropriated, or otherwise compromised, or in case of any actual or suspected unauthorised use of your Reportly account, please immediately contact us by email at privacy@reportly.com.
3.3 Updating And Accessing Your Personal Data
You may access, review, modify and delete your account profile information by going to your account and editing your information. However, if you want to update, delete, limit the use or disclosure of, or access the personal data we hold about you in our systems, you will need to email your request to us at privacy@reportlyapp.com.
3.4. Your Rights Regarding The Use Of Your Personal Information
You have the right at any time to prevent us from contacting you for marketing purposes. When we send a promotional communication, you can opt out of further promotional communications by following the unsubscribe instructions provided in each promotional email. You will continue to receive transactional emails in relation to the Service.
3.5. Links To Other Websites
As part of the Service, we may provide links to or compatibility with other websites or applications. However, we are not responsible for the privacy practices employed by those websites or the information or content they contain. This Privacy Policy applies solely to information collected by us through the Site and the Service. Therefore, this Privacy Policy does not apply to your use of a third party website accessed by selecting a link on our Site or via our Service. To the extent that you access or use the Service through or on another website or application, then the privacy policy of that other website or application will apply to your access or use of that site or application. We encourage our users to read the privacy statements of other websites before proceeding to use them.
4. Changes To Our Privacy Policy
The Company reserves the right to change this policy and our Terms of Service at any time. We will notify you of significant changes to our Privacy Policy by sending a notice to the primary email address specified in your account or by placing a prominent notice on our site. Significant changes will go into effect 30 days following such notification. Non-material changes or clarifications will take effect immediately. You should periodically check the Site and this privacy page for updates.
5. Contact Information
If you have any questions or concerns regarding Reportly Pty Ltd Privacy Policy or use of personal data, or if you want to exercise your rights regarding your personal data, please contact us by email at our designated request address at privacy@reportlyapp.com or by regular mail to:
Reportly Pty LtdGeneral Counsel
PO Box 291, Newport Beach NSW 2106
Australia
Last update date: 1 September, 2021
