Privacy Policy

OTHERLEVELS PTY. LTD.

Last Updated: May 18, 2018

What This Policy Covers

Your privacy is important to us, and so is being transparent about how we collect, use, and share information about you. This policy is intended to help you understand:

  • What information we collect about you
  • How we use information we collect
  • How we share information we collect
  • How we store and secure information we collect
  • How to access and control your information
  • How we transfer information we collect internationally
  • Other important privacy information

This policy covers the information we collect about you when you use our products or services, or otherwise interact with us, unless a different policy is displayed. OtherLevels, we and us refers to OtherLevels Pty Ltd, OtherLevels Limited, OtherLevels Inc. and any of the companies within the OtherLevels group.  We offer the OtherLevels platform, and related products and refer to all of these products, together with all our services and websites as "Services" in this policy.

This policy also explains your choices about how we use information about you. Your choices include how you can object to certain uses of information about you and how you can access and update certain information about you.  If you do not agree with this policy, do not access or use our Services.

Where we provide the Services under contract with an organisation (for example, your employer), that organisation controls the information processed by the Services. For more information, please see Notice to End Users below.

What Information We Collect About You

We collect information about you when you provide it to us, when you use our Services, and when other sources provide it to us, as further described below.

Information You Provide To Us

We collect information about you when you input it into the Services or otherwise provide it directly to us.

Account and Profile Information: We collect information about you when an organisation has created your account, when you modify your profile or set preferences through the Services. For example, you provide your contact information. We keep track of your preferences when you select settings within the Services.

Content you provide through our products: The Services include the OtherLevels products you use, where we collect and store content that you post, send, receive and share. This content includes any information about you that you may choose to include. Examples of content we collect and store include: segments of users who use your organisation’s products and services, the campaigns, messages, segments, reports and location regions you create in the Portal, and any feedback you provide to us.  Content also includes the files and links you upload to the Services.  We collect feedback you provide directly to us through the product and we collect content using analytics techniques that hash, filter or otherwise scrub the information to exclude information that might identify you or your organisation, and we collect clickstream data about how you interact with and use features in the Services. Your systems administrators can prevent some of this information from being shared with us by blocking transmission at the local network level.

Content you provide through our websites: The Services also include our websites, which can be owned and operated by OtherLevels or an authorised party on behalf of OtherLevels, and include social media or social networking pages operated by us We collect other content that you submit to these websites. For example, you provide content to us when you provide feedback or when you participate in signing up for demonstration requests, partnership enquiries or contact information.

Information you provide through our support channels: The Services also include our customer support, where you may choose to submit information regarding a problem you are experiencing with a Service.  Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.

Information We Collect Automatically When You Use the Services

We collect information about you when you use our Services, including browsing our websites and taking certain actions within the Services.

Your use of the Services: We keep track of certain information about you when you visit and interact with any of our Services. This information may include the features you use; the links you click on; the type, size and filenames of attachments you upload to the Services; frequently used search terms; and how you interact with others on the Services.  We also collect information when you identify any colleagues or co-workers when interacting with our Services.

Device and Connection Information: We collect information about your computer, phone, tablet, or other devices you use to access the Services. This device information includes your connection type and settings when you install, access, update, or use our Services. We also collect information through your device about your operating system, browser type, IP address, URLs of referring/exit pages, country, language, timezone, number of sessions, last login, device identifiers, and crash data. We may use your IP address and/or country preference in order to approximate your location to provide you with a better Service experience.  How much of this information we collect depends on the type and settings of the device you use to access the Services.  Your systems administrators can prevent some of this information from being shared with us by restricting transmission at the local network level.

Cookies and Other Tracking Technologies: OtherLevels and our third-party partners, such as our advertising and analytics partners, use cookies and other tracking technologies (e.g., web beacons, device identifiers and pixels) to provide functionality and to recognize you across different Services and devices.

Information We Receive From Other Sources

We may receive information about you from other Service users, from third-party services, from our related companies, and from our business and channel partners.

Other users of the Services: Other users of our Services may provide information about you when they submit content through the Services.  We also receive your email address from other Service users when they provide it in order to invite you to the Services.  Similarly, an administrator may provide your contact information when they designate you as the billing or technical contact on your company's account.

Other services you link to your account: We receive information about you when you or your administrator may integrate our Services with other services you use, such as to allow you to access, store, share and edit certain content from a third-party through our Services.  For example, you may authorise our Services to access, display and store files from a third-party document-sharing service within the Services interface.  Or you may authorise our Services to connect with a third-party calendaring service so that your meetings and connections are available to you through the Services. You may authorise our Services to sync a contact list or address book so that you can easily connect with those contacts within the Services or invite them to collaborate with you on our Services.  The information we receive when you link or integrate our Services with a third-party service depends on the settings, permissions and privacy policy controlled by that third-party service. You should always check the privacy settings and notices in these third-party services to understand what data may be disclosed to us or shared with our Services.

OtherLevels Partners: We work with partners who provide consulting, implementation, training and other services around our products.  Some of these partners also help us to market and promote our products, generate leads for us, and resell our products.  We receive information from these partners, such as billing information, billing and technical contact information, company name, what OtherLevels products you have purchased or may be interested in, evaluation information you have provided, what events you have attended, and what country you are in.

Other Partners: We receive information about you and your activities on and off the Services from third-party partners, such as advertising and market research partners who provide us with information about your interest in and engagement with, our Services and online advertisements.

How We Use Information We Collect

How we use the information we collect depends in part on which Services you use, how you use them, and any preferences you have communicated to us.  Below are the specific purposes for which we use the information we collect about you.

To provide the Services and personalise your experience: We use information about you to provide the Services to you, including to process transactions with you, authenticate you when you log in, provide customer support, and operate and maintain the Services.  Our Services also include tailored features that personalise your experience and enhance your productivity.

To communicate with you about the Services: We use your contact information to send transactional communications via email and within the Services, including questions and requests, providing customer support, and sending you technical notices, updates, security alerts, and administrative messages. We also provide tailored communications based on your activity and interactions with us. We also send you communications as you on-board to a particular Service or new feature releases. These communications are part of the Services and in many cases, you cannot opt out of them.

To market, promote and drive engagement with the Services: We use your contact information and information about how you use the Services to send promotional communications that may be of specific interest to you, including by email and by displaying OtherLevels ads on other companies' websites and applications, as well as on platforms like Google. These communications are aimed at driving engagement and maximizing what you get out of the Services, including information about new features, survey requests, newsletters, and events we think may be of interest to you.  We also communicate with you about new product offers and promotions.  You can control whether you receive these communications as described below.

For safety and security: We use information about you and your Service use to verify accounts and activity, to monitor suspicious or fraudulent activity and to identify violations of Service policies.

For research and development:  We are always looking for ways to make our Services more useful to you. We use collective learnings about how people use our Services and feedback provided directly to us to troubleshoot and to identify trends, usage, activity patterns and areas for integration and improvement of the Services.

To protect our legitimate business interests and legal rights: Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger or sale of a business.

With your consent: We use information about you where you have given us consent to do so for a specific purpose not listed above.  For example, we may publish testimonials or featured customer stories to promote the Services, with your permission.

Legal basis for processing (for EEA users):

If you are an individual in the European Economic Area (EEA), we collect and process information about you only where we have legal basis for doing so under applicable EU laws.  The legal basis depends on the Services you use and how you use them. This means we collect and use your information only where:

  • We need it to provide you the Services, including to operate the Services, provide customer support and personalised features and to protect the safety and security of the Services;
  • It satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development, to promote the Services and to protect our legal rights and interests;
  • You give us consent to do so for a specific purpose; or
  • We need to process your data to comply with a legal obligation.

If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place.  Where we are using your information because we or a third-party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean no longer using the Services.

How We Share Information We Collect

We have an online marketing platform complete with a suite of features and options, and we want them to work well for you.  This means sharing information through the Services with colleagues in your organisation and certain service providers to OtherLevels. certain third parties. OtherLevels does not provide information about you to advertisers or other third parties that are not service providers to OtherLevels in support of providing the Service.

Sharing With Other Service Users

When you use the Services, we share certain information about you with other Service users.

For collaboration: You can create content, which may contain information about you, and grant permission to others to see, share, edit, copy and download that content based on settings you or your administrator (if applicable) select.  Some of the collaboration features of the Services may display some or all of your profile information to other Service users when you share or interact with specific content.  For example, when you create a message within the OtherLevels platform, it is available to be edited and viewed by other users.

Managed accounts and administrators: If you register or access the Services using an email address with a domain that is owned by your employer or organisation, and such organisation wishes to establish an account or site, certain information about you including your name, profile picture, contact info, content and past use of your account may become accessible to that organisation’s administrator and other Service users sharing the same domain.  If you are an administrator for a particular site or group of users within the Services, we may share your contact information with current or past Service users, for the purpose of facilitating Service-related requests.

Sharing With Third Parties

We may share information with third parties who are service providers to OtherLevels that help us operate, provide, improve, integrate, customize, support and market our Services.

Service Providers: We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, payment processing, analysis and other services for us, which may require them to access or use information about you.  If a service provider needs to access information about you to perform services on our behalf, they are bound by the policies that we determine that are designed to protect your information.

OtherLevels Partners: We work with third parties who provide consulting, sales, and technical services to deliver and implement customer solutions around the Services. We may share your information with these third parties in connection with their services, such as to assist with billing and collections, to provide localized support, and to provide customizations.  We may also share information with these third parties where you have agreed to that sharing.

Third-Party Apps: You, your administrator or other Service users may choose to add new functionality or change the behaviour of the Services by installing third-party applications to work with the Services. For example, a reporting tool.  Doing so may give third-party applications access to information about you such as your name and email address, and any content you choose to use in connection with those apps. This privacy policy does not address how third-party applications use your information. We suggest you review the privacy policies of third parties before connecting to or using their applications or services. Do not use the third-party application if you are unsure about information being shared.

Links to Third-Party Sites including Social Media Sites: The Services may include links that direct you to other websites or services whose privacy practices may differ from ours. If you submit information to any of those third-party sites, your information is governed by their privacy policies.We encourage you to carefully read the privacy policy of any website you visit. Our Services may contain widgets and social media features, such as the Twitter "tweet" button. These widgets and features may collect your IP address, which page you are visiting on the Services, and may set a cookie to enable the feature to function properly. Widgets and social media features are either hosted by a third-party or hosted directly on our Services. Your interactions with these features are governed by the privacy policy of the company providing it.

With your consent: We share other information about you with third parties when you give us consent to do so.  For example, we share testimonials of satisfied customers on our public websites. With your consent, we may post your name alongside the testimonial.

Compliance with Enforcement Requests and Applicable Laws; Enforcement of Our Rights: In exceptional circumstances, we may share information about you with a third-party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements, (b) enforce our agreements, policies and terms of service, (c) protect the security or integrity of our products and services, (d) protect OtherLevels, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any persons

Sharing With Associated Companies

We share information we collect with other companies within the OtherLevels group in order to operate and improve products and services.

Business Transfers: We may share or transfer information we collect under this privacy policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You acknowledge that such transfers may occur, and that any acquirer may continue to use your information as set forth in this policy.

How We Store and Secure Information We Collect

Information storage and security

We use data hosting service providers in the United States and Ireland to host the information we collect, and we use technical measures to secure your data.

While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others.

If connecting to our data centre Services, responsibility for securing access to the information you put into the Services rests with you and not OtherLevels. We strongly recommend that data centre users ensure private keys are stored securely and suggest configuring SSL to prevent interception of data transmitted over networks and to restrict access private keys only for trusted users to interact with our Services.

How Long We Keep Information

How long we keep information we collect about you depends on the type of information, as described below. After such time, we will either delete or anonymise your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.

Account information: We retain your account information for as long as your account is active and a reasonable period thereafter in case you decide to re-activate the Services.  We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyse personal characteristics about you.  

Information you share on the Services: If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow your team members or other users to make full use of the Services.  For example, we continue to display messages you sent to the users that received them and continue to display content you provided. 

Managed accounts: If the Services are made available to you through an organisation (e.g., your employer), we retain your information as long as required by the administrator of your account.  For more information, see "Managed accounts and administrators" above.

Marketing information: If you have elected to receive marketing emails from us, we retain information about your marketing preferences for a reasonable period of time from the date you last expressed interest in our Services, such as when you last opened an email from us or ceased using your OtherLevels account.  We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.   

How To Access and Control Your Information

You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations.

Your Choices: You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format. Below, we describe the tools and processes for making these requests.  You can exercise some of the choices by logging into the Services and using settings available within the Services or your account. Where the Services are administered for you by an administrator (see "Notice to End Users" below), you may need to contact your administrator to assist with your requests first.  For all other requests, you may contact us as provided in the Contact Us section below to request assistance.

Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we or your administrator are permitted by law or have legitimate interests to keep.  Where you have asked us to share data with third parties, for example, to connect with a third-party reporting tool, you will need to contact those third-party service providers directly to have your information deleted or otherwise restricted.  If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed.

Access and update your information: Our Services and related documentation give you the ability to access and update certain information about you from within the Service. For example, you can access your profile information from your account and search for content containing information about you using keyword searches in the Service.

Deactivate your account:  If you no longer wish to use our Services, you or your administrator may be able to deactivate your Services account. If you can deactivate your own account, that setting is available to you in your account settings. Otherwise, please contact your administrator. If you are an administrator and are unable to deactivate an account through your administrator settings, please contact OtherLevels support.  Please be aware that deactivating your account does not delete your information; your information remains visible to other Service users based on your past participation within the Services.  For more information on how to delete your information, see below.

Delete your information: Our Services and related documentation give you the ability to delete certain information about you from within the Service. For example, you can remove content that contains information about you using the keyword search and editing tools associated with that content, and you can remove certain profile information within your profile settings. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.

Request that we stop using your information:  In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don't have the appropriate rights to do so. For example, if you believe a Services account was created for you without your permission or you are no longer an active user, you can request that we delete your account as provided in this policy.  Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time. You can also opt-out of our use of your information for marketing purposes by contacting us, as provided below.  When you make such requests, we may need time to investigate and facilitate your request.  If there is delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honoured or the dispute is resolved, provided your administrator does not object (where applicable).  If you object to information about you being shared with a third-party app, please disable the app or contact your administrator to do so.

Opt out of communications: You may opt out of receiving marketing communications from us by using the unsubscribe link within each email, updating your email preferences within your Service account settings menu, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database.  Even after you opt out from receiving promotional messages from us, you will continue to receive transactional messages from us regarding our Services. You can opt out of some notification messages in your account settings.

Send "Do Not Track" Signals: Some browsers have incorporated "Do Not Track" (DNT) features that can send a signal to the websites you visit indicating you do not wish to be tracked. Because there is not yet a common understanding of how to interpret the DNT signal, our Services do not currently respond to browser DNT signals. You can use the range of other tools we provide to control data collection and use, including the ability to opt out of receiving marketing from us as described above.

Turn off Cookie Controls: Relevant browser-based cookie controls are described in our Cookies & Tracking Notice.

Data portability: Data portability is the ability to obtain some of your information in a format you can move from one service provider to another (for instance, when you transfer your mobile phone number to another carrier).  Depending on the context, this applies to some of your information, but not to all of your information.  Should you request it, we will provide you with an electronic file of your basic account information and the information you create using our Services.

How We Transfer Information We Collect Internationally

International transfers of information we collect

We collect information globally and primarily store that information in the United States and Ireland. We transfer, process and store your information outside of your country of residence, to wherever we or our third-party service providers operate for the purpose of providing you the Services.  Whenever we transfer your information, we take steps to protect it.

International transfers within the OtherLevels Companies: To facilitate our global operations, we transfer information to either Europe or the United States and allow access to that information from countries in which the OtherLevels owned or operated companies have operations for the purposes described in this policy. These countries may not have equivalent privacy and data protection laws to the laws of many of the countries where our customers and users are based. When we share information about you within and among OtherLevels corporate affiliates, we make use of standard contractual data protection clauses, which have been approved by the European Commission, and we rely on the EU-U.S. and Swiss-U.S. Privacy Shield Framework to safeguard the transfer of information we collect from the European Economic Area and Switzerland. Please see our Privacy Shield notice below for more information or contact us as provided below.

International transfers to third parties: Some of the third parties described in this privacy policy, which provide services to us under contract, are based in other countries that may not have equivalent privacy and data protection laws to the country in which you reside. When we share information of customers in the European Economic Area or Switzerland, we make use of the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks, European Commission-approved standard contractual data protection clauses, binding corporate rules for transfers to data processors, or other appropriate legal mechanisms to safeguard the transfer. Please see our Privacy Shield Notice below.

Under the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks, we are responsible for the processing of information about you we receive from the EU and Switzerland and onward transfers to a third-party acting as an agent on our behalf. We comply with the Privacy Shield Principles for such onward transfers and remain liable in accordance with the Privacy Shield Principles if third-party agents that we engage to process such information about you on our behalf do so in a manner inconsistent with the Privacy Shield Principles, unless we prove that we are not responsible for the event giving rise to the damage.

Other Important Privacy Information

Notice to End Users

All of our products are intended for use by organisations. Where the Services are made available to you through an organisation (e.g. your employer), that organisation is the administrator of the Services and is responsible for the accounts and/or Service sites over which it has control. If this is the case, please direct your data privacy questions to your administrator, as your use of the Services is subject to that organisation's policies. We are not responsible for the privacy or security practices of an administrator's organisation, which may be different than this policy.

Administrators are able to:

  • require you to set your account password;
  • restrict, suspend or terminate your access to the Services;
  • access information in and about your account;
  • access or retain information stored as part of your account;
  • install or uninstall third-party apps or other integrations

In some cases, administrators can also:

  • restrict, suspend or terminate your account access;
  • change the email address associated with your account;
  • change your information, including profile information;
  • restrict your ability to edit, restrict, modify or delete information

Even if the Services are not currently administered to you by an organisation, if you use an email address provided by an organisation (such as your work email address) to access the Services, then the owner of the domain associated with your email address (e.g. your employer) may assert administrative control over your account and use of the Services at a later date. You will be notified if this happens.

Please contact your organisation or refer to your administrator’s organisational policies for more information.

Our Policy Towards Children

The Services are not directed to children. If we become aware that a child has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact our support services.

Changes to Our Privacy Policy

We may change this privacy policy from time to time. If we change our Privacy Policy, we will update the “Last Updated” date at the top of this webpage. We encourage you to review this Privacy Policy frequently to stay informed of the latest modifications.

If you disagree with any changes to this privacy policy, you will need to stop using the Services and deactivate your account(s), as outlined above.

Contact Us

Your information is controlled by OtherLevels Pty Ltd, OtherLevels Limited and OtherLevels, Inc.  If you have questions or concerns about how your information is handled, please direct your inquiry to OtherLevels Pty Ltd, which we have appointed to be responsible for facilitating such inquiries.

OtherLevels Pty Ltd
Level 1,235 Edward Street
Brisbane, QLD
AUSTRALIA 4000
privacy@otherlevels.com