Privacy Policy

1.1In this Privacy Policy, unless the context requires otherwise:

1.2Unless the context requires otherwise:

2.1Parallel Digital is committed to protecting Personal Information processed through its software-as-a-service platform. We maintain two distinct types of records relating to use of the Services: Customer Records and End User Records.

2.2Customer Records are created and managed by Business Customers and their Authorised Users. These records are generated by use of the Services and may include account and configuration data, user content, uploaded files, workflow records, analytics events, operational metadata and integration data. Customer Records are controlled by our customer, which determines who can access and update them. Access requests, corrections or deletions relating to Customer Records should be directed to the relevant Business Customer, which is required to respond in accordance with its policies and Applicable Law.

2.3End User Records relate to individual users of the Services. The Account Administrator within the Business Customer controls access and permissions for End User Records, subject to the Services and Applicable Law.

2.4Access to both types of records is strictly limited to Authorised Users. Parallel Digital does not use Customer Records or End User Records for marketing purposes. Parallel Digital does not sell, rent, trade or otherwise monetise Personal Information and does not provide third parties with access to customer application content for marketing or data brokerage. Business Customers are responsible for ensuring that any necessary notices have been given and consents obtained from individuals (including End Users) before Personal Information is processed through the Services, as required by Applicable Law.

3.1We collect and hold the following types of Personal Information, as defined under Applicable Law:

4.1We collect, hold and use Personal Information for the following purposes:

5.1We will collect Personal Information directly from you whenever you interact with us, including when you:

5.2We may also collect information from third parties, such as business partners and service providers, and publicly available sources.

5.3Where we collect Personal Information about you from a third party and it is reasonably practicable to do so, we will take reasonable steps to notify you of the matters listed in Australian Privacy Principle 5.2 at or before the time of collection, or as soon as practicable afterwards.

5.4If you do not provide us with your Personal Information, we may not be able to provide you with our Services, communicate with you or respond to your enquiries.

6.1We may share Personal Information with service providers who support us to provide the Services and operate our business, including those bound by written contracts that impose privacy and confidentiality obligations consistent with Applicable Law in Australia, ensuring appropriate safeguards for Personal Information. Our service providers include:

6.2We may also disclose Personal Information to our related companies who assist us with the administration, support or management of the Services.

6.3We may disclose Personal Information to others where:

6.4We never sell or trade your Personal Information.

6.5If ownership or control of all or part of our business changes, we may transfer your Personal Information to the new owner, provided that the transferee agrees to handle your Personal Information in accordance with this Privacy Policy and Applicable Law.

7.1Parallel Digital operates primarily within Australia. However, some of our service providers and technology vendors may be located outside Australia, including in the United States, the European Union, the United Kingdom and other jurisdictions.

7.2Before we disclose Personal Information to an overseas recipient, we will take reasonable steps to ensure that the overseas recipient does not breach the APPs in relation to that information, unless an exception under APP 8.2 applies.

7.3Where we use overseas service providers, we require them contractually to protect Personal Information in a manner consistent with Applicable Law and this Privacy Policy, and we assess the privacy practices and legal environment of relevant jurisdictions as part of our vendor management processes. Before disclosing Personal Information to an overseas recipient, we take reasonable steps under APP 8.1 to ensure the recipient will handle the information in accordance with the APPs, unless an exception under APP 8.2 applies.

7.4By using the Services, you acknowledge that Personal Information may be processed, stored or accessed in jurisdictions outside Australia where our service providers operate, subject to the safeguards described in this Privacy Policy.

8.1We store Personal Information in secure electronic systems. Where Personal Information about you is recorded in paper files, we store those files securely.

8.2We implement and maintain processes and security measures to protect Personal Information from misuse, interference or loss, and from unauthorised access, modification or disclosure. These include:

8.3The Services are protected by a secure and encrypted password that each user must choose themselves. Users should never share their passwords. Parallel Digital is not responsible for loss of data or breach of privacy to the extent caused by a user's failure to keep their credentials secure.

8.4While we implement industry-standard security measures, no system is completely secure. To the extent permitted by law, Parallel Digital is not responsible for unauthorised access, loss or disclosure of Personal Information to the extent caused by a user's failure to keep credentials secure or by events outside Parallel Digital's reasonable control.

8.5We will take all reasonable steps to securely destroy or permanently de-identify Personal Information once it is no longer necessary for the purposes for which it was collected or any permitted secondary purpose, in accordance with retention periods mandated by Applicable Law in Australia.

8.6If we become aware of an eligible data breach within the meaning of the Privacy Act, we will notify affected individuals and the OAIC in accordance with the Notifiable Data Breaches scheme under Part IIIC of that Act, and take reasonable steps to mitigate the risk of harm.

9.1We will use your Personal Information for direct marketing only with your consent where required by law, and you may opt out at any time by following the opt-out instructions in communications or contacting us directly.

9.2Where you receive electronic marketing communications from us, you may opt out of receiving further marketing communications by following the opt-out instructions provided in the communication or by contacting us using the details in clause 18.

9.3Parallel Digital may provide push notifications through its iOS and Android mobile applications, which may be enabled by default for registered users; users may disable these notifications at any time via application or device settings.

10.1The Services are designed for, and directed to, businesses and their personnel, not to children.

10.2Parallel Digital recognises that, depending on how a Business Customer uses the Services, Personal Information of minors or other vulnerable individuals may incidentally be processed through the Services. The Business Customer is responsible for ensuring that any such processing complies with Applicable Law and that any necessary parental, guardian or other consents have been obtained.

10.3If you believe a child has provided Personal Information to us directly, please contact us using the details in clause 18 so that we can investigate and, where appropriate, delete that data.

11.1Where it is lawful and practicable, you may deal with us anonymously or using a pseudonym. Given the nature of the Services, including the need for user authentication and account-based access, it will generally not be practicable for us to provide the Services to you anonymously or under a pseudonym.

12.1Under the Privacy Act and the APPs, you have the right to access the Personal Information that we hold about you, and to ask for it to be corrected if it is inaccurate, out-of-date, incomplete, irrelevant or misleading.

12.2You may access or request correction of the Personal Information that we hold about you by contacting us using the details in clause 18. There is no charge for making a request, but we may require you to meet our reasonable costs of providing access. We will respond to your request within a reasonable period, and in any event within 30 days of receiving it.

12.3If we refuse a request for access or correction, we will give you written notice of the refusal, the reasons for the refusal (unless it would be unreasonable to do so), the mechanisms available to complain about the refusal, and — for a correction refusal — will take reasonable steps to associate a statement of the requested correction with the relevant record.

12.4Please note that in certain circumstances we may refuse to respond to a rights request where we have the right to do so under Applicable Law.

13.1The Services may include links to third-party websites, plug-ins, services, social networks or applications. Clicking on those links or enabling those connections may allow the third party to collect or share data about you.

13.2We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Services, we encourage you to read the privacy policy of every website you visit.

14.1In the ordinary course of using the Services, the Business Customer and its Authorised Users may cause Personal Information about third parties to be processed by the Services, including through user content, uploaded files, workflow records, support requests, integrations and analytics features. Parallel Digital processes such data on behalf of, and on the instructions of, the Business Customer for the purpose of providing the Services. The Business Customer is solely responsible for giving any required notices to, and obtaining any required consents from, those individuals before their Personal Information is submitted to or processed through the Services.

14.2Where this Personal Information includes Sensitive Information (including health or safety incident information arising from HSE, certification, inspection or competency-related features of the Services), Parallel Digital processes that Sensitive Information solely as a service provider on the Business Customer's instructions, and the Business Customer remains responsible for obtaining any consent required under the Privacy Act before that Sensitive Information is provided for processing through the Services.

15.1Except as otherwise permitted or required by Applicable Law, we will only retain your Personal Information for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements. Where we no longer need Personal Information for any purpose for which it may be used or disclosed under the Privacy Act, and we are not required by law to retain it, we will take reasonable steps to destroy or permanently de-identify it.

15.2Under some circumstances we may de-identify your Personal Information using techniques designed to ensure it can no longer reasonably be re-identified or associated with you. Where information has been effectively de-identified in this way, we may use it for any legitimate business purpose without further notice to you or your consent. We will take reasonable steps to ensure de-identification is robust and that de-identified data is not re-identified except as permitted by Applicable Law.

16.1If your Parallel Digital account terminates (for whatever reason), the Personal Information associated with it may no longer be accessible to you via your account.

16.2Any content you have posted from your account may still be available to other users that the content has been associated with.

16.3There may continue to be residual copies of such content due to ongoing data back-up and archiving.

17.1If you have a complaint about our handling of your Personal Information, including access or correction requests or any alleged breach of Australian privacy laws, please contact us using the details in clause 18. We will acknowledge your complaint within a reasonable period and aim to respond within 30 days, or such longer period as is reasonable in the circumstances.

17.2We will consider your complaint, conduct any necessary investigation, and notify you of the outcome and any remedial actions taken, in accordance with Applicable Law.

17.3If you remain unsatisfied with our handling of your privacy issue, you may escalate your complaint to the OAIC at www.oaic.gov.au.

18.1From time to time, we may update this Privacy Policy to reflect changes in our practices or legal requirements. Material changes will be communicated to users via email or prominent notice on our Services before they take effect where practicable. Continued use of the Services after such notification will be taken as acknowledgement of the updated policy, without limiting any privacy rights you have under Applicable Law.

18.2If we make material changes to how we treat our users' Personal Information, we will notify you by email to the primary email address specified in your account and/or through a notice on the Services.

18.3You may obtain a copy of our current policy from our Services or by contacting us using the details in clause 18.

19.1If you have any questions, comments, requests or concerns about this Privacy Policy, or wish to exercise your rights, please contact Parallel Digital’s Privacy Officer by:

19.2Your email should provide sufficient evidence of your identity and clearly specify the nature of your request, including the Personal Information concerned or the correction sought, to enable us to process your request in compliance with Applicable Law.

19.3If your request relates to a Customer Record, please contact the relevant Business Customer (i.e. the organisation that holds the Parallel Digital account) directly. For End User Records, contact Parallel Digital or your Account Administrator.

20.1This Privacy Policy is governed by the laws of Western Australia, Australia. You submit to the non-exclusive jurisdiction of the courts of Western Australia and the courts competent to hear appeals from those courts.

20.2If any provision of this Privacy Policy is invalid or unenforceable, that provision is severed and the remainder continues in force.

20.3This Privacy Policy represents our current approach to privacy in connection with the Services. It does not form part of any contract unless expressly incorporated by reference in applicable terms and conditions.