Privacy Policy

At Snapforms, privacy and security are at the core of everything we do.
This is why we ensure that all data is stored entirely within Australia, and customers retain full ownership and control over their data—including the ability to download or delete when required. Importantly, we do not access your data without your consent.
To ensure these commitments we adhere to a comprehensive set of frameworks and standards, including SOC 2 certification, alignment with ISO 27001, GDPR, Australian Privacy Principles (APP), and the ACSC Essential Eight, as well as compliance with the Spam Act 2003, ADMA Code of Practice, Do Not Call Register Act 2006, and Telecommunications Industry Standard 2017.
For more details on our security and privacy practices and the frameworks we adhere to, please visit our security page.

In this Privacy Policy:

“Cloud Service” means the Snapforms cloud service available at http://www.snapforms.com.au/

“Customers” means our customers (including any entity or individual that has subscribed for a free trial of the Cloud Service);

“Services” means the Cloud Service, consulting services and other services offered by Snapforms;

“us” “we” or “our” means Tiron Digital Pty Ltd (ABN 76 165 730 594) trading as Snapforms and our related bodies corporate; and

“you” refers to any individual about whom we collect personal information.

We are committed to respecting your privacy. Our Privacy Policy sets out how we collect, use, store and disclose your personal information as well as how you can access, request amendment, correction or deletion of your personal information..

By providing personal information to us, you consent to our collection, use and disclosure of your personal information in accordance with this Privacy Policy and any other arrangements that apply between Us. We may change our Privacy Policy from time to time by publishing changes to it on our website. We encourage you to check our website periodically to ensure that you are aware of our current Privacy Policy.

This Privacy Policy is governed by the Privacy Act 1988 (cth) and the Australian Privacy Principles (APPs). We are committed to complying with these regulations, as well as any applicable requirements under the Notifiable Data Breaches (NDB) Scheme. If our services extend to users in other jurisdictions, such as the European Union or the United Kingdom, we will also adhere to the General Data Protection Regulation (GDPR) and the Data Protection Act UK 2018.

1. What personal Information to we collect?

Personal information includes information or an opinion about an individual that is reasonably identifiable. We may collect the following types of personal information:

• name;
• personal or business mailing or street address;
• personal or business email address;
• telephone number and other contact details;
• your professional details;
• information about your employer or an organisation who you represent;
• age or date of birth;
• information necessary to perform our Services and respond to your enquiries;
• IP address;
• Cookies that are used to identify or authenticate the user;
• Sensitive data including health data (dependent upon respondent use case)
• any additional information relating to you that you provide to us directly through our website or Services;
• information you provide to us through Customer surveys; and/or
• any other personal information that may be required in order to facilitate your dealings with Us.

2. How do we collect personal information

We may collect the above types of personal information either directly from you or from third parties.

• We may collect this personal information when you:
  1. register or submit information on our website or the Services;
  2. communicate with us through the Services, correspondence, chats, email, or when you share information with us from other social applications, services or websites; and/or
  3. interact with our website, the Services, content and advertising.
• We may also collect personal information about you from other sources, for example from:
  1. our related bodies corporate;
  2. our Customers or prospective Customers; and/or
  3. public databases.
• In addition, when you apply for a job or position with us we may collect certain information from you (including your name, contact details, working history and relevant records checks) from any recruitment consultant, your previous employers and others who may be able to provide information to us to assist in our decision on whether or not to make you an offer of employment or engage you under a contract.
• This Privacy Policy does not apply to acts and practices in relation to employee records of our current and former employees, which are exempt from the Privacy Act 1988 (Cth).
• We are not responsible for the Privacy Policies of any third parties that may be used in the course of engagement with our services.

3. Respondent information

The Cloud Service allows Customers to create online forms, surveys and questionnaires (Form) that may collect personal information from third-party individuals who answer or complete those forms (Respondent). Any personal information collected by a Form is held and controlled by the Customer that created it. The management of any such personal information (including how it is collected, held, used and disclosed) is governed by the relevant Customer’s own privacy policy, practices and procedures. Respondents are directed to please contact the relevant Customer directly for all queries in relation to their personal information collected via a Form (including where a Respondent wishes to access, correct, or delete its personal information) as we do not control such personal information and, accordingly, are not in a position to directly handle these requests. This includes all personal and financial data that may be collected during completion of a Form.

4. Why do we collect, use and disclose personal information and how is your data used by Snapforms?

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

• to provide the Services to our Customers;
• to support the ongoing operations of Us through recruitment;
• to operate, protect, improve and optimise our website, Services, business and our users’ experience, such as to perform analytics, conduct research and for advertising and marketing;
• to send you service, support, and administrative messages, reminders, technical notices, updates, security alerts, and information requested by you;
• to send you marketing and promotional messages and other information that may be of interest to you, including information sent by, or on behalf of, our business partners that we think you may find interesting;
• to administer rewards, surveys, contests, or other promotional activities or events sponsored or managed by us or our business partners;
• to verify your identity (if you are, or represent, a Customer or prospective Customer);
• for billing, payments and debt recovery purposes;
• to comply with our legal obligations, resolve any complaints or disputes that we may have with any of our users or Customers, and enforce our agreements with third parties; and/or
• to consider your employment application.

5. Do we use your personal information for direct marketing?

We may send you direct marketing communications and information about our Services. This may take the form of emails, SMS, mail or other forms of communication, in accordance with the Spam Act 2003 (Cth) and the Privacy Act 1988 (Cth). You may opt-out of receiving marketing materials from us by contacting us using the information at paragraph 11 below or by using the opt-out facilities provided (eg an unsubscribe link).

6. To whom do we disclose your personal information?

We may disclose personal information for the purposes described in this privacy policy to:

• our related bodies corporate;
• third party suppliers, contractors, subcontractors and service providers (including for the operation of our websites and/or our business or in connection with providing our Services to you or our Customers);
• professional advisers, dealers and agents;
• payment systems operators, billing operators or debt recovery agents;
• our existing or potential agents, business partners or partners;
• anyone to whom our assets or businesses (or any part of them) are transferred;
• specific third parties authorised by you to receive information held by us; and/or
• other persons as required, authorised or permitted by law (including government agencies, regulatory bodies and law enforcement agencies).

7. No disclosure of personal information outside Australia

We do not disclose personal information outside the borders of Australia for our Australian customers.

8. Using our website, links and cookies

• We may collect personal information about you when you use and access our website.
• While we do not use browsing information to identify you personally, we may record certain information about your use of our website, such as which pages you visit, the time and date of your visit and the internet protocol address assigned to your computer.
• We may also use ‘cookies’ or other similar tracking technologies on our website that help us track your website usage and remember your preferences. Cookies are small files that store information on your computer, mobile phone or other device. They enable the entity that put the cookie on your device to recognise you across different websites, services, devices and/or browsing sessions. You can disable cookies through your internet browser but our websites may not work as intended for you if you do so.
• Our website and Service may contain links to websites and services operated by third parties. Those links are provided for convenience and may not remain current or be maintained. Unless expressly stated otherwise, we are not responsible for the privacy practices of, or any content on, those linked websites or services, and have no control over or rights in those linked websites. The privacy policies that apply to those other websites or services may differ substantially from our Privacy Policy, so we encourage individuals to read them before using those websites.

9. How do we hold your personal information?

We may hold your personal information in either hard copy or electronic form (in third-party data storage centres based in Australia). We take reasonable steps to protect your personal information from misuse, interference and loss, as well as unauthorised access, modification or disclosure. We use a number of physical, administrative, personnel and technical measures to protect your personal information. However, we cannot guarantee the security of your personal information.

We take steps to destroy or de-identify personal information that is no longer needed for the purpose for which it was collected or as required by law as per our retention policy and the retention requirements under law.

10. Accessing or correcting your personal information

• You can access the personal information we hold about you by contacting us using the information at paragraph 11 below. You will not be charged for making a request to access your personal information but you may be charged for the reasonable time and expense incurred in compiling information in response to your request. We may also need to verify your identity when you request your personal information.
• Sometimes, we may not be able to provide you with access to all of your personal information and, where this is the case, we will tell you why.
• If you think that any personal information we hold about you is inaccurate, please contact us and, following a verification process, we will take reasonable steps to ensure that it is corrected.

11. GDPR

If you are a Customer in the UK or EU, or expecting Respondents from the UK or EU, you have responsibilities under GDPR for the consent of data subjects and lawful basis of any data transfers. Information about our Data Processing Agreement and Standard Contractual Clauses can be provided on request.

12. Snapforms’ Data Sub-Processors

To provide our services effectively, Snapforms works with trusted service providers and affiliates – acting as data sub-processors – who assist in processing data as detailed in our Cloud Services Agreement. Snapforms undertakes due diligence and vendor security assessments on all sub-processors it engages to ensure appropriate security measures are in place and the vendors adhere to all applicable data laws. View our sub-processors here.

13. Making a complaint

If you think we have breached the Privacy Act 1988 (Cth), your rights as a data subject under any governing regulation relevant to Us, or you wish to make a complaint about the way we have handled your personal information, you can contact us using the information at paragraph 13 below. Please include your name, email address and/or telephone number and clearly describe your complaint. We will acknowledge your complaint and respond to you regarding your complaint within a reasonable period of time. If you think that we have failed to resolve the complaint satisfactorily, we will provide you with information about the further steps you can take.

14. Changes

Snapforms reserves the right to modify this privacy policy at any time, so please review it frequently. If material changes are made to this policy, we will notify you here, by email, or by means of a prominent notice on the Snapforms website home page.

15. 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:

Privacy Team and DPO
Tiron Digital Pty Ltd
t/a Snapforms
Level 6, 607 Bourke Street,
Melbourne VIC 3000
Australia
Email: contact@snapforms.com.au