Privacy Policy

Last updated: 24 May 2018

We respect your privacy and share your concern about the security of information you submit to us. We want you to feel secure about how your information is going to be collected, stored, shared and used.

This Privacy Policy explains:

  • Information you provide
  • Information we collect
  • How we use your information
  • How we share your information
  • How we protect your information
  • Managing your information
  • Your information rights
  • Where your information is stored and transferred
  • Retention of your information

We've done our best to make this as clear and transparent as possible for you, and not include legal terms, unless we really need to.

Please also read the Terms of Service which sets out the terms governing the Services.

Definitions

These definitions should help you understand this Privacy Policy.

  • When we say “we,” “us,” “our,” and “Airsquare,” we are referring to Airsquare Limited, headquartered in Nelson (New Zealand)
  • When we say “Services”, we are referring to our websites, mobile applications, products and services.
  • When we say “User,” we are referring to the person that is registered with us to use the Services.
  • When we say “Account”, we are referring to the account you’ve created for your organisation/business to use our Services.
  • When we say “you,” we are referring to you, a User who uses our Services.
  • When we say “Privacy Policy”, we are referring to this document.
  • When we say “Personal Information”, we mean any information that identifies or can be used to identify you, directly or indirectly.
  • When we say “Partner”, we are referring to an approved Partner who provide consulting, implementation, training and other services around our products.

Scope

This Privacy Policy covers any information that we have collected, or collect, about and/or from you, according to our Terms of Service.

Unless indicated otherwise, this Privacy Policy does not apply to third party products or services or the practices of companies that we do not own or control, including other companies you might interact with on or through the Services.

Users to our Services are solely responsible for establishing policies for and ensuring compliance with all applicable laws and regulations, as well as all privacy policies, agreements or other obligations, relating to the collection of Personal Information in connection with the use of our Services by individuals with whom our Users interact.

We collect information under the direction of our Users, and have no direct relationship with individuals whose Personal Information we process in connection with the use of our Services. If you are a User providing information (including Personal Information) about someone else, you must have the legal ability to do so and, if necessary, inform them about how their Personal Information will be used.

If you are an individual who interacts with a User using our Services, that User is the controller of your information and you should contact them directly for assistance with any requests or questions relating to your Personal Information.

Changes

We reserve the right to modify this Privacy Policy at any time.

If we makes changes to this Privacy Policy, the updated Privacy Policy will be posted on the Services in a timely manner and, if we make significant changes, we will provide a prominent notice.

All updates and amendments are effective immediately upon notice.

We encourage you to periodically review this document.

If you object to any of the changes to this Privacy Policy, you should stop using the Services and delete your Account.

Questions and concerns

If you have questions or concerns about our Privacy Policy, or if you want to update, delete, or change any information we hold, or you have a concern about the way in which we have handled any privacy matter please contact us at helpdesk@airsquare.com.

Information you provide

Personal Information about you

We collect information about you, including information that directly or indirectly identifies you, if you, your other Users or Partners choose to share it with us.

When creating a User, you (or a User part of your Account) provide:

  • Your full name, in order to identify you.
  • Your email address, in order to communicate with you outside of our Services.
  • Your timezone, in order to correctly display dates, times and any regional specific information. This is automatically determined from your IP address.
  • Your username and password, in order to secure and provide you with access to our Services.
  • Your social media profiles (optional), in order to display links to them on content you publish.
  • Your bio (optional), in order to display a short biography about yourself on content you publish.
  • Your profile photo (optional), in order to show a picture of you in the Services and content you publish.

When creating an Account, you provide:

  • Your organisation name, in order to tailor your Account.

When you post a comment on a blog post, you provide:

  • Your full name, in order to identify you.
  • Your email address, in order to communicate with you outside of our Services.

When you contact us for support, you provide:

  • Your full name, in order to identify you.
  • Your email address, in order to communicate with you.
  • Your phone number (optionally provided), in order to communicate with you over the phone (at your request).
  • message, in order to ask your question. This message may include associated files (e.g. screenshots).

When you make a payment to us, you provide:

  • Your payment information including your credit cardbilling contact name, billing contact email address and billing address. To charge your credit card we use a Payment Card Industry (PCI) compliant third-party payment service. They encrypt and store your credit card for future billing. Airsquare does not store your credit card information.

Personal Information about your Contacts

As you use our Services, you may import Personal Information about other people or organisations (“Contacts”).

We have no direct relationship with your Contacts, or any person other than you, and for that reason, you are responsible for making sure you have the appropriate permission for us to collect and process information about those Contacts.

If you are a Contact and no longer want to be contacted by one of our Users, please unsubscribe directly from that User’s newsletter or contact the User directly to update or delete your data.

Other information

We also store information you upload or send through our Services, including:

  • Products (including stock, pricing, tax and other data)
  • Events (including availability, pricing, tax and other data)
  • Orders (including items sold, pricing, payments, customer, recipient and other data)
  • Files

Information we collect

Personal Information about you

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

When you login to our Services, we collect:

  • Your IP address (to determine location) and device information. This provides you with a login history to identify any unusual activity on your account.

When you access our Services, we collect:

  • Access information, which includes includes the URLIP address (to determine location), device information and timestamp. This information is used to analyze trends, administer, protect and secure the Services.
  • Analytics information, which includes includes the URLIP address (to determine location), device informationreferring/exit pagestimestamp, time on site and clicks. This helps us improve our Services.
  • Usage information, we may track when a particular feature is used or activity completed in our Services in order to improve our product and offer personalised help. This data may be aggregated over time.

When you post a comment on a blog post, we collect:

  • Your IP address to determine your location and reduce SPAM activity.

When you contact us for support, we collect:

  • Your IP address to determine your location and offer regional focussed support.

When you make a payment to us, we collect:

  • Your IP address to determine your location and reduce fraud.

Personal Information about your Contacts

Other people or organisations (“Contacts”), as they interact with you or your Account,

may share Personal Information about themselves.

We have no direct relationship with your Contacts, or any person other than you, and for that reason, you are responsible for making sure you have the appropriate permission for us to collect and process information about those Contacts.

When a Contact places an order, we collect:

  • Their IP address (to determine location) and device information to provide you with insight into where an order comes from.
  • Their email address, to communicate with your Contact.
  • Their full name, to identify your Contact.
  • Their phone number, to communicate with your Contact.
  • Their billing address (including organisation), for accounting and fraud detection.
  • Their shipping address (including full name and organisation), to know where to ship the order and calculate the correct tax.
  • Items ordered (including price paid)
  • Identifiers (such as purchase order number, invoice number), to link to external records.
  • Payments made, to track payments against the order.
  • Gift message and special instructions (may include Personal Information)
  • Custom ticket information (requested by the User, may include Personal Information)

When a Contact uses your website search, we collect:

  • Their IP address (to determine location), device information and query. Used to analyse search behaviour and improve results for next time.

When a Contact uses a subscribe form on your website, we collect:

  • Their IP address (to determine location) and reduce SPAM activity.
  • Their email address, to communicate with your Contact.
  • Their full name, to identify your Contact.
  • Lists they’ve subscribed to, to ensure their consent.

When a Contact uses a contact form on your website, we collect:

  • Their IP address (to determine location) and reduce SPAM activity.
  • Their email address, to communicate with your Contact.
  • Their full name, to identify your Contact.
  • Their phone number, to communicate with your Contact.
  • Their organisation (optional), to identify your Contact.
  • Their message

Cookies

When you visit the Services, cookies will be stored on your browser. These cookies work by assigning unique identifiers that have no meaning outside of Airsquare. We use these cookies to manage your session and logged in state whilst using the Services.

After you’ve logged into the Services, you can optionally choose to remember your login details. If this selected, we use cookies to store your username and password (encrypted) for next time. Further, if 2-step verification is enabled, you can optionally choose to trust the browser next time. A cookie is used to remember that preference.

Other third party services we use (e.g. for support and analytics) may also store cookies.

Most browsers automatically accept cookies. To manage the collection of information through cookies or other equivalent technology you can use the settings on your browser. Not accepting cookies may make certain features of the Services unavailable to you.

Web Beacons

We use Web Beacons in our emails. When we send emails to Users, we may track behavior such as who opened the emails and who clicked the links. This allows us to measure the performance of our email campaigns. To do this, we include single pixel GIFs, also called web beacons, in emails we send. Web beacons allow us to collect information about when you open the email, your IP address, your browser or email client type, and other similar details.

We also include Web Beacons in the emails we deliver for you. We use the data from those Web Beacons to create reports about how your email campaign performed and what actions your Contacts took.

Third parties

We allow you to connect third-party products and services (collectively, “Third Party Accounts”). If you choose to connect Third Party Accounts with our Services, we will collect information that you have agreed to make available during the connection process. This information is collected by the Third Party Account provider and is provided to us under their privacy policies. You can generally control the information that we receive from these sources using the privacy settings in your Third Party Account.

Combining information

We may combine information that we collect from you with information obtained from other Users, partners, third parties and information derived from any other subscription, product, or service we provide. We may also collect information which is publicly accessible about you or your organisation (e.g. organisation contact details). If we do this, we would treat the combined information in accordance with this Privacy Policy.

How we use your information

We use the information we collect to provide access, administer and operate the Services and as otherwise described in this Privacy Policy.

We also use your information to analyse, develop and improve the Services. To do this, we may use third party analytics providers to gain insights into how our Services are used.

We may also use your information to market and educate you about our Services (where you have agreed to receive such messages), collect fees, fulfill orders, provide support related to the Services (including system alerts, product changes, updates to our legal documents), enforce our Terms of Service and communicate with you.

How we share information

Service Providers

We may share your information with third parties who provide services to us (“Service Providers”) such as supporting and improving the Services, promoting the Services, processing payments and fulfilling orders.

These Service Providers will only have access to the information necessary to perform these limited functions on our behalf and are required to protect and secure your information. We may also engage Service Providers to collect information about your use of the Services over time on our behalf so that we or they may promote Airsquare.

All Service Providers enter into a contract with us that protects Personal Information and restricts their use of any Personal Information consistent with this Privacy Policy.

Publicly available information

Subject to your Account settings, your information and content may be publicly accessible. e.g. displayed on your website.

Third party business via API or other integrations

When you choose to use third party apps, plug-ins, or websites that integrate with the Services, they may receive your information and content, including your Personal Information. Information collected by these third parties is subject to their terms and policies. We are not responsible for the terms or policies of third parties.

Partners

We may share your information with our Partners in connection with the services they provide. They are required to comply with the terms of this Privacy Policy with regard to your information.

Acquirors of our business

If Airsquare becomes involved in a business combination, securities offering, bankruptcy, reorganization, dissolution or other similar transaction, we may share or transfer your information in connection with such transaction.

Legal requirements

We may preserve and share your information with third parties, including law enforcement, public or governmental agencies, or private litigants, within or outside your country of residence, if we determine that such disclosure is reasonably necessary to comply with the law, including to respond to court orders, warrants, subpoenas, or other legal or regulatory process. We may also retain, preserve or disclose your information if we determine that disclosure is reasonably necessary or appropriate to prevent any person from death or serious bodily injury, to address issues of national security or other issues of public importance, to prevent or detect violations of our Terms of Service or fraud or abuse of Airsquare or its users, or to protect our operations or our property or other legal rights, including by disclosure to our legal counsel and other consultants and third parties in connection with actual or potential litigation.

How we protect your information

The security of your information is important to us. We follow generally accepted standards to protect the information submitted to us, during collection, transmission and once it is received.

  • All source code, files and data remain private and confidential.
  • All data transferred to and from our Services is encrypted using industry standard Secure Sockets Layer (SSL) technology.
  • All our servers use modern firewall technology and access is strictly controlled.
  • All Airsquare employees with access to your data, are bound by confidentiality obligations and may be subject to discipline, including termination and criminal prosecution, if they fail to meet these obligations.
  • All Airsquare employees with access to your data use 2-step verification where possible.
  • All passwords (including your Contacts) are strongly hashed and salted using modern standards. This means we have no way to read a password, it can only be reset.
  • All our Users can enable 2-step verification to add another layer of security for their login.

Although we strive to employ reasonable protections for your information that are appropriate to its sensitivity, we do not guarantee or warrant the security of the information you share with us and we are not responsible for the theft, destruction, loss or inadvertent disclosure of your information or content. No system is 100% secure.

If a breach is detected, and your information is exposed, we shall notify any affected Users with undue delay.

Managing your information

Email preferences

You may unsubscribe by following the instructions contained at the bottom of each type of email. Any administrative, transactional or service related emails generally do not offer an option to unsubscribe as they are necessary to provide the Services you requested.

Updating information

You may correct, amend or update information that is inaccurate at any time using our Services. If you need further assistance, please email helpdesk@airsquare.com.

Deleting your information

You may request that your information is deleted by emailing helpdesk@airsquare.com. Verification and authority to do so will be required before we can action your request. Once deleted, it cannot be reinstated.

Note that content you have shared with third parties may remain visible after you have deleted your information with us. You should contact them directly to resolve.

Your information rights

You have the right to:

  • access, rectify, download or erase your information
  • restrict and object to certain processing of your information
  • request details about information we disclose to third parties

You can request to exercise these rights by emailing helpdesk@airsquare.com. Verification and authority to do so will be required before we can action your request.

Where your information is stored and transferred

We operate our Services globally using a combination of third party providers to ensure access is performant and readily available. We also globally distribute encrypted backups of your information to ensure recovery in case of disaster.

If you choose to use the Services or provide information to us, you acknowledge and understand that your information will be transferred to, processed and stored in countries other than the country you live in. These countries may have laws different to yours.

All information is protected as detailed in this Privacy Policy. Information will only be transferred to countries and third parties that have been deemed to provide adequate protection. The third parties we store data with do not control, and are not permitted to access or use your information, except for the limited purpose it was provided.

Retention of your information

We retain information as long as it is necessary to provide the Services to you and others, subject to any legal obligations to further retain such information.

Information associated with your account will generally be kept until it is no longer necessary to provide the Services or until you ask us to delete it or your account is deleted whichever comes first.

Following your deletion of your account, it may take up to 30 days to fully delete your information from our systems.

Additionally, we may retain information from deleted accounts to comply with the law, prevent fraud, collect fees, resolve disputes, troubleshoot problems, assist with investigations, enforce the Terms of Service and take other actions permitted by law. The information we retain will be handled in accordance with this Privacy Policy.

Information about you that is no longer necessary and relevant to provide our Services may be de-identified and aggregated with other non-personal data to provide insights which are commercially valuable to us, such as statistics of the use of the Services.