[Last updated April 2019]
Please see our Terms & Conditions for further provisions.
We do not trade, sell or rent your personal information.
'Personal data' or 'personal information' is information that directly identifies you, such as your name and email address, or data that could be used, on its own or in combination with other data, to identify you.
• Staying Anonymous
You can browse our website anonymously and look at our Guide App details anonymously before download. However, if you would like to establish a Community in Guide App or become a Guide App Community User, or use any of our services, you will need to identify yourself to us, and at that point we will collect your personal information.
If you do not give personal information to us, it may affect our ability to provide you with products and/or services.
• Collection of Personal Data
We collect personal data about you when you give it to us for an agreed purpose. This generally occurs when you set up a Community, download Guide App, add information to your Guide App profile, request information, permit or subscribe to our notifications, or purchase our services. We may use this information to contact you about the service and related services you have inquired about.
We collect and process the minimum amount of information required to deliver our requested services to you. We process this information to fulfill your request. For a Community Leader, this information will include your name, email, business name and contact details and billing information. Community Users need only provide their name and email address to download Guide App and start a profile.
All Community Users have the choice to add extra information to your profile. If you add information to your profile, we will collect that information. This may include:
your full name
your photograph, image or likeness
a postal or street address
your phone number, email address or social media profiles
your date of birth, age, gender
opinions and beliefs provided via surveys and questionnaires
If you download Guide App or make a purchase, we will also store your IP address. We process this information for our legitimate business purpose of matching your IP address with your account. Unless stated otherwise in this policy, personal information will be held for our business purposes for a period of up to  years (unless you subscribe to our services for a longer period). After that time we may still retain your personal information however if we do so, it will be in a form where personal details are de-identified. This means you will not be able to be identified once the data is made anonymous.
The main way we collect personal information about you is when you give it to us, for example:
when you establish a Community
when you build a profile in your Guide App Account
when you use the contact form on our website
when you call us, or contact us via social media
when you ask for access to information we hold about you
when you request to download from our platform
• Financial information
• Collecting sensitive information
Guide App does actively collect sensitive information such as information about health, racial or ethnic origin, political opinions, religious beliefs, sexual orientation or criminal history. We do take steps to appropriately protect any sensitive information we collect and to obtain your permission before making that information public.
• Children’s privacy
Guide App provides information and services for all age groups. Any person under the age of 18 years must not create a Guide App account or register for any services without the involvement of a parent or legal guardian. Any information collected about a child will not be accepted without also requiring personal information about at least one parent or legal guardian.
Our services are not designed to be used by minors under the age of 13 and we do not intend to collect information about such minors. We will make reasonable endeavours to delete any details of users under the age of 13 years where a parent or guardian has notified us that any such details have been obtained. By providing us with your data, you warrant to us you are over the age of 13.
If you provide us with a testimonial, you give us your consent to use that testimonial on our platform or website or other marketing material, together with your name, your personal image and testimonial wording. You also give us permission to store this information in our secure records together with your email address and the year in which we provided you the services related to your testimonial. We will retain and use this information for that purpose for a period of up to 7 years. We process this information based on your consent.
• Collecting information from Third Parties
We may also collect personal information that is given to us by a third party (for example, a Community Leader or person authorised by the Community Leader to add content to our platform). This information forms part of the personal information described in this policy. We will not intentionally collect personal information that is unintentionally disclosed.
If a Community you have joined requests information that is not already included in your profile, that data will only be collected by us if it is provided within our platform. If you provide that information directly to your Community, for example via email, phone or completing a form on an external website, then we will not collect that information.
• Social Networking Services and links to other websites
You can connect with us via our social media pages on …
Your Guide App Communities may also have their own social media accounts.
If you interact with Guide App on social networking sites (eg. Facebook, Twitter. Google+, Linkedin, Instagram), we may receive information about you. We may process this data as a legitimate business interest to properly administer our business and website and communications with users. You should be aware that personal information you disclose on those social media sites is publicly available.
We use a range of tools provided by third parties including our website host, third party service providers and search engine browsers to collect or view access and traffic information for statistical, reporting and maintenance purposes. Third party providers have their own privacy policies. We also may also use tracking pixels, cookies and session tools to improve your experience when accessing our platform. For example, we use a log-in cookie so you do not have to enter your username and password each time you use Guide App.
The data collected by cookies does not usually identify you but may be combined with other information to identify you. If we identify you using information from cookies, we may use that information to track how you use our online services and send you information more specific to your needs, or to invite you to purchase our services.
The kind of information that can be collected includes:
device specific information such as mobile network information
server logs including your IP address, the times you use our services and system activity
location information including IP address, GPS, and Wi-Fi access points
local storage availability
We use tracking pixels (for example Google Analytics) to aid in measuring and tracking where our website traffic is coming from and to track the performance of our site. We use these technical and functional cookies to do tasks such as to identify you when you visit our site, manage your log in, remember your preferences, for security purposes, for analysis and to generally improve your experience and manage your sessions on our website.
We may use remarking pixels from [eg. Facebook and Google] to aid in customised, targeted follow up advertising. These sites have their own privacy policies. To find out how to opt out of tailored advertising please check the options available here - http://www.networkadvertising.org/choices/.
Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. Some website features may not function properly without cookies.
• Use and Disclosure of Personal Information
• In summary, as a legitimate business interest, the personal information we collect about you is used:
to verify your identity
to enable you to use our platform
to process orders, registrations and enquiries
to provide you with information about events, products and services that may interest you
to provide you with personalised service or special opportunities
to allow you to participate in interactive features of our platform
to run competitions, prize draws, and promotions (if any)
to facilitate our internal business operations
to improve our products or services and in planning new products or services
to conducting market research surveys
to monitor compliance with our terms and conditions.
With your consent or at your request (joining a Community is a request) we may:
share your profile information with the Community Leader and administrators of the Community you have joined
share your contact information with third party organisations who offer products or services that may be of interest to you (if you agree to receive such information)
We may also disclose your information to:
Other companies in our group who provide services to us.
Payment third parties if there is a dispute over a payment. For example if Stripe contacts us regarding a dispute over a payment, we will provide Stripe with user activity information such as IP address and activity linked to the IP address, billing details on our system etc to allow the payment dispute to be resolved.
Professional advisers including accountants, lawyers, bankers, auditors and insurers to obtain advice, for instance if there is a breach of the terms and conditions, or to meet our accounting or compliance obligations.
Government bodies that require us to report processing activities.
Third parties where we are required to in accordance with the law and reserve the right to fully co-operate with any law enforcement authorities or court order requiring or requesting us to disclose the identity or other usage details of any user of our online services, or in accordance with a properly executed court order, or as otherwise required to do so by law.
• Security and Overseas Recipients
Our website and Guide App application are hosted using cloud hosting provided by Microsoft Azure who apply appropriate security protocols. Microsoft Azure data privacy can be found here: https://www.microsoft.com/en-us/trustcenter/privacy/ensure-compliance.
If you send us an email your personal information will be collected in Google G Suite. Google data privacy can be found here: https://policies.google.com/privacy?hl=en.
Other than our payment system (see above) your information is hosted and managed by the Guide App platform and your personal information is stored through Microsoft Azure’s data storage, databases and the general platform. Your data is stored on a secure server behind a firewall.
Depending on your location, your personal information may cross Country boarders and may be stored in a jurisdiction with different privacy laws to where you live. By agreeing to this policy, you agree to such a transfer.
We are committed to ensuring your information is secure. To prevent unauthorised access or disclosure, we use third party hosting and storage providers with industry standard security. We also internally take reasonable precautions and aim for industry best practice to avoid mis-use, interference loss or unauthorised access, modification or disclosure of your personal information.
DISCLAIMER: While we do our best to ensure the security of your data, no storage is 100% secure and we cannot guarantee the safety of your data. If you feel this is not sufficient, please do not provide us with your personal information, or, if you have already provided personal information, please contact us and we will securely destroy it.
• Opt-out/ unsubscribe
With your permission, we may use your email address to send you emails about new products, free and premium content and special updates. These emails may contain links to external sites like YouTube. We process this information based on your consent. You may always withdraw your consent and unsubscribe to these emails by clicking on the unsubscribe link at the bottom of the email or by contacting us at [insert email].
Our platform includes facilities to enable you to opt-out of different types of communications. Opting out of one type of communication does not necessarily mean you will stop receiving all communications. Please check the communication settings on your account and the unsubscribe features of emails received from Guide App.
If you continue to receive communications you have unsubscribed from, please contact us as firstname.lastname@example.org and we will remedy the problem.
• The Guide App application
By downloading and using the Guide App application, you agree that Guide App has access to:
your device details, identity, status, call information and history of app usage
your personal identity and contacts
the accounts you have on your device for accessing the App and stores for purchasing apps
your calendar events, which may include access to confidential information
add or modify calendar events and send email to guests without your knowledge or involvement
your location services including network location and precise GPS location
your USB storage contents to read, modify or delete the contents including photos, media and files
receive data from the internet, view your network connections, control vibration on your device, prevent your device from sleeping
read service configuration for you suppliers like Google and Apple.
Updates to the Guide App may automatically add or remove capabilities.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.
For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for five years after they stop being customers.
In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you
• Accessing and correcting your personal information – Your legal rights
Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.
If you wish to exercise any of the rights set out above, please email us at email@example.com.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. For record keeping purposes, we will record and store all information exchanged during an exercise of your rights under this clause. These records will be stored securely and separate from our main active business systems.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.
If you request to have your information erased (also known as the right to be forgotten), we will, if appropriate, delete your personal information from our active business operating system. Your personal information will however continue to be stored within our backup(s) as we are unable to delete specific items from our backup. It will be deleted at the next scheduled backup deletion. We will keep a log of your request to be forgotten so that, should our backup be used to restore our operating system while your personal information is still stored, your personal information will again be removed from our active system upon restoration.
• Mandatory data reporting
If any of your personal information is lost, accessed or disclosed by us, whether intentionally, unintentionally or through no fault of Guide App we will comply with mandatory data breach notification requirements.
We are required to notify any affected person within 30 days if the loss or disclosure of data is likely to result in serious harm to that person.
• Feedback, comments or complaints
If you have any concerns about our use of your personal information, please contact us at firstname.lastname@example.org and let us know what the problem is. We will acknowledge receipt and then respond to your privacy concerns within 30 days.
At all times privacy complaints:
be treated seriously
dealt with promptly
dealt with confidentially and
not affect your existing obligations or agreements with Guide App or any Community you have joined.
If you are not happy with how we manage your concerns, you can contact the Australian Privacy Commission, available at http://www.oaic.gov.au.