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Privacy Policy
Privacy Policy
Updated over 3 months ago

INTRODUCTION

This document sets out the privacy policy of Work Flows Pty Ltd ABN 58 610 780 526 (referred to in this privacy policy as ‘we’, ‘us’, or ‘our’).

In providing our intelligent child development software platform for use in the childcare industry (LoveHeart SaaS Platform), we may collect and manage personal information.

We take our privacy obligations seriously and we’ve created this privacy policy to explain how we store, maintain, use, and disclose personal information.

In collecting, holding, using, disclosing and otherwise managing your personal information, we will comply with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles in the Privacy Act.

By providing personal information to us, you consent to our storage, maintenance, use and disclosure of personal information in accordance with this privacy policy. Where you are under the age of 18 years, references to ‘you’ may include or be replaced with ‘your parent or legal guardian’ where your parent or legal guardian does or receives something on your behalf or in relation to you.

We may change this privacy policy from time to time by posting an updated copy on our website and we encourage you to check our website regularly to ensure that you are aware of our most current privacy policy.

TYPES OF PERSONAL INFORMATION WE COLLECT

Personal information includes information or an opinion about an identified, or reasonably identifiable, individual. During the provision of our goods and services or as a result of our other interactions or dealings with you, we may collect your personal information.

The personal information we collect may include the following:

  1. name;

  2. mailing or street address;

  3. email address;

  4. social media information and profile photos on social media;

  5. telephone number and other contact details;

  6. recorded voice memos that you provide to us;

  7. age;

  8. date of birth;

  9. credit card or other payment information;

  10. sensitive information as set out below;

  11. information about your business or personal circumstances;

  12. information in connection with client surveys, questionnaires, and promotions;

  13. your device identity and type, I.P. address, geolocation information, page view statistics, advertising data, and standard web log information;

  14. information about third parties; and

any other information provided by you to us via our website or our online presence, or otherwise required by us or provided by you.

We may also hold other kinds of personal information as permitted or required by law or other kinds of personal information that we notify you of at or about the time of collection.

As part of providing the LoveHeart SaaS Platform, we may also collect information about the children who attend the childcare centres or other facilities that use the LoveHeart SaaS Platform or the parents, guardians, relatives and educators of those children, including attendance, performance, behaviour, observations and learnings related information.

HOW WE COLLECT PERSONAL INFORMATION

We will collect your personal information in a lawful and fair way. We will only collect your personal information where you have consented to it, or otherwise in accordance with the law.

How we collect information from you

We may collect personal information where you:

  1. contact us through our website;

  2. use the LoveHeart SaaS Platform

  3. attend (or are the patent, guardian, relative or educator of a student who attends) a childcare centre or other facility which uses the LoveHeart SaaS Platform;

  4. receive services from us;

  5. submit any of our online inquiry forms;

  6. communicate with us via email, telephone, SMS, social applications (such as LinkedIn, Facebook or Twitter) or otherwise;

  7. interact with our website, social applications, services, content, and advertising; and

  8. invest in our business or enquire as to a potential purchase in our business.

How we collect information from third parties

Where possible, we collect your personal information directly from you. However, there may be occasions when it is unreasonable or impractical to do this, and we therefore collect personal information (including sensitive information) about you from someone else or from third-party analytic services such as MixPanel and Intercom.

Where your information is received from someone else

Use of the LoveHeart SaaS Platform or other products and service may require us to collect your personal information from another person. This includes where you (or a student that you a parent, guardian, educator or relative of) attends a childcare centre or other facility which uses the LoveHeart SaaS Platform, in which case we may collect personal information about you from or via the operator of the relevant childcare centre or other facility.

If you are providing personal and/or sensitive information on behalf of someone else, you must have the consent of that person to provide their personal and/or sensitive information to us to be collected, used, and disclosed in accordance with this privacy policy.

If you are providing personal and/or sensitive information on behalf of someone under the age of 18 (Minor), you must be that Minor’s parent or legal guardian or must have express consent from the Minor’s parent of legal guardian, and you must provide consent for the Minor’s personal and/or sensitive information to be collected, used and disclosed in accordance with this privacy policy.

How we collect information from cookies

We may also collect personal information from you when you use or access our website or our social media pages. This may be done through the use of web analytics tools, ‘cookies’ or other similar tracking technologies that allow us to track and analyse your website usage. Cookies are small files that store information on your computer, mobile phone, or other device and enable and allow the creator of the cookie to identify when you visit different websites. If you do not wish information to be stored as a cookie, you can disable cookies in your web browser.

We may use Google Analytics to collect and process data, including when you use third-party websites or apps. To find out more see how Google uses data when you use our partners’ sites or apps.

USE OF YOUR PERSONAL INFORMATION

We collect, hold, use and disclose personal information for the following purposes:

  1. so that we can provide our LoveHeart SaaS Platform and make it available to our customers and users;

  2. to provide goods, services, or information to you;

  3. for record-keeping and administrative purposes;

  4. to provide information about you to our contractors, employees, consultants, agents, or other third parties for the purpose of providing goods or services to you;

  5. to improve and optimise our service offering and customer experience;

  6. to comply with our legal obligations or requests from regulatory authorities, resolve disputes or enforce our agreements with third parties;

  7. to send you marketing and promotional messages and other information that may be of interest to you and for the purpose of direct marketing (in accordance with the Spam Act). In this regard, we may use email, SMS, social media, or mail to send you direct marketing communications. You can opt out of receiving marketing materials from us by using the opt-out facility provided (e.g. an unsubscribe link);

  8. to send you administrative messages, reminders, notices, updates, security alerts, and other information requested by you; and

  9. to consider an application of employment from you.

We may also use your personal information for:

  1. secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use;

  2. such purposes where we reasonably believe that the use of your personal information is necessary to lessen or prevent a serious threat to the life, health, or safety of any individual, or to public health or safety, and it is unreasonable or impracticable to obtain your consent;

  3. any other purpose for which we receive consent from you; or

  4. any other purpose that is permitted or required under applicable privacy laws.

We may disclose your personal information to cloud providers, contractors, and other third parties located inside or outside of Australia. If we do so, we will take reasonable steps to ensure that any overseas recipient deals with such personal information in a manner which is not inconsistent with the obligations imposed under the Privacy Act and the Australian Privacy Principles in the Privacy Act.

(Sharing of your Information) In order to provide and enhance our services, we may need to share your personal information with third parties. This includes sharing data with Google and OpenAI, as we utilise their APIs to power certain features of our services that rely on advanced machine learning and natural language processing technologies. We may also share information with third-party compliance consultants and regulatory authorities as required. By using our services, you consent to the sharing of your personal and sensitive information with these third parties, including Google and OpenAI, for the purpose of providing and improving our services.

SENSITIVE INFORMATION

Collection of sensitive information

We may collect sensitive information during the course of providing our services, including sensitive information relating to the children who attend the childcare centres or other facilities that use the LoveHeart SaaS Platform or the parents, guardians, relatives and educators of those children. We will only collect this sensitive information where consent has been obtained from the relevant LoveHeart SaaS Platform customers (generally the operator of the relevant childcare centre or other similar facility).

Types of sensitive information we collect

The sensitive information we collect may include the following:

  1. information about children - including their name, date of birth, and developmental information;

  2. health information;

  3. biometric information; and

  4. any other sensitive information otherwise provided by you or a third party to us.

How we use your sensitive information

Your sensitive information will only be used for the purpose of:

  1. providing the LoveHeart SaaS Platform and our related services;

  2. complying with our legal obligations, resolving disputes, or enforcing our agreements with you;

  3. sending you messages, reminders, notices, updates, security alerts, and other information requested by you; or

  4. any other purpose which is permitted or required under applicable privacy laws.

How we disclose your sensitive information

Your sensitive information will only be disclosed to third parties for the purpose of:

  1. providing the LoveHeart SaaS Platform and our related services; or

  2. any other purpose which is permitted or required under applicable privacy laws.

How you can withdraw consent

If you wish to withdraw your consent to our collection, use, or disclosure of your sensitive information, please contact us using the contact details set out below. Where you are under the age of 18 years, we will accept the withdrawal of consent from you (as opposed to a parent or legal guardian) if we are reasonably satisfied that you have capacity to understand this privacy policy. We will deal with all such requests within a reasonable timeframe.

YOUR PERSONAL INFORMATION

If you provide us with your or someone else's personal information, you warrant:

  1. that you have received consent from that person to use of their personal information in accordance with this Privacy Policy (if they have the capacity to consent) or from a parent, guardian or other legal representative of that person if they do not have capacity to consent; and

  2. that you provide us with your consent to the use of their personal information in accordance with this Privacy Policy.

SECURITY

We take reasonable steps to ensure your personal information is secure and protected from misuse or unauthorised access. Our information technology systems are password-protected, and we use a range of administrative and technical measures to protect these systems. However, we cannot guarantee the security of your personal information.

We will destroy or de-identify personal information in circumstances where it is no longer required, unless we are otherwise required or authorised by law to retain the information.

Where you have an account with us, you are responsible for maintaining the confidentiality of your user name and password. You shall be responsible for all uses of your account, whether or not authorised by you. You should immediately notify us of any unauthorised use of your user name or password.

LINKS

Our website may contain links to other websites. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of those linked websites and we suggest you review the privacy policies of those websites before using them.

REQUESTING ACCESS OR CORRECTING YOUR PERSONAL INFORMATION

We take steps reasonable in the circumstances to ensure personal information we hold is accurate, up-to-date, complete, relevant and not misleading. In addition, under the Privacy Act, you have a right to seek access to and correction of your personal information that is collected and held by us.

If you wish to request access to or correction of the personal information we hold about you, please contact us using the contact details provided below.

To obtain access to your personal information:

  • you will have to provide proof of identity to ensure that personal information is provided only to the correct individuals and that the privacy of others is protected;

  • we request that you be reasonably specific about the information you require; and

  • we may charge you a reasonable administration fee, which reflects and will not exceed the cost to us for providing access in accordance with your request.

We will grant access to the extent required or authorised by the Privacy Act or other law and take steps reasonable in the circumstances to correct personal information where necessary and appropriate. In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will address all requests for access to or correction of personal information within a reasonable timeframe.

COMPLAINTS

If you wish to complain about how we handle your personal information held by us, please contact us using the details set out below including your name and contact details. We will investigate your complaint promptly, treat it seriously and in a confidential manner, and respond to you within a reasonable timeframe.

CONTACT US

For further information about our privacy policy or practices, or to access or correct your personal information, or make a complaint, please contact us using the details set out below:

Name: Privacy Officer

Email: [email protected]

Our privacy policy was last updated on 1 August 2024.

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