ProcQ Privacy Policy

ProcQ takes privacy very seriously. We encourage You to read this Policy carefully.

The defined terms in this Policy have the same meaning as in our Terms of Use, which You should read together with this Policy. By accessing our Website and using our Service, You consent to the terms of this Policy and agree to be bound by it and our Terms of Use.

ProcQ accesses Your personal information

ProcQ is a document automation platform that integrates with best of breed systems to provide a complete solution to manage the flow of your documents through, from and to your business.

As such ProcQ has access to personal information from the connected systems and produces documents with this information which are stored on Amazon servers in secure data centres.

ProcQ ensures that the data transfer between the connected systems is secure and encrypted and acknowledges that the data is owned by you. ProcQ only collects data that it deems to be sufficient for You to use the Service.

ProcQ may collect personal information directly from You when You:

  • register to use the Service,
  • use the Service,
  • post to the ProcQ Community forum or on our blog,
  • contact the ProcQ support team, and
  • visit our Website.

You can always choose not to provide Your personal information to ProcQ, but it may mean that we are unable to provide You with the Service.

ProcQ may receive personal information from You about others

Through Your use of the Service, ProcQ may also collect information from You about someone else. If You provide ProcQ with personal information about someone else, You must ensure that You are authorized to disclose that information to ProcQ and that, without ProcQ taking any further steps required by applicable data protection or privacy laws, ProcQ may collect, use and disclose such information for the purposes described in this Policy.

This means that You must take reasonable steps to ensure the individual concerned is aware of and/or consents to the various matters detailed in this Policy, including the fact that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual’s right to obtain access to that information, ProcQ’s identity, and how to contact ProcQ.

Where requested to do so by ProcQ, You must also assist ProcQ with any requests by the individual to access or update the personal information You have collected from them and entered into the Service.

ProcQ collects, holds, and uses Your personal information for limited purposes

ProcQ collects Your personal information so that we can provide You with the Service and any related services You may request. In doing so, ProcQ may use the personal information we have collected from You for purposes related to the Services including to:

  • verify Your identity,
  • administer the Service,
  • notify You of new or changed services offered in relation to the Service,
  • carry out marketing or training relating to the Service,
  • assist with the resolution of technical support issues or other issues relating to the Service,
  • comply with laws and regulations in applicable jurisdictions, and
  • communicate with You.

By using the Service, You consent to Your personal information being collected, held and used in this way and for any other use You authorize. ProcQ will only use Your personal information for the purposes described in this Policy or with Your express permission.

It is Your responsibility to keep Your password to the Service safe. You should notify us as soon as possible if You become aware of any misuse of Your password, and immediately change your password within the Service or via the process.

ProcQ can aggregate Your non-personally identifiable data

By using the Service, You agree that ProcQ can access, aggregate and use non-personally identifiable data ProcQ has collected from You. This data will in no way identify You or any other individual.

ProcQ may use this aggregated non-personally identifiable data to:

  • assist us to better understand how our customers are using the Service,
  • provide our customers with further information regarding the uses and benefits of the Service,
  • otherwise to improve the Service.

ProcQ holds your personal information on servers located in Australia.

All Data, including personal and non-personal information, that is entered into the Service by You, or automatically imported on Your instruction, is transferred to ProcQ’s servers as a function of transmission across the Internet. By using the Service, You consent to Your personal information being transferred to our servers as set out in this Policy.

Currently our servers are located in (Australia), primarily by Amazon Web Services, Inc. (AWS), a division of Amazon Inc., and Your personal information will be routed through, and stored on, those servers as part of the Service. AWS complies with relevant aspects of the U.S.-EU Safe Harbor Framework and has certified that it adheres to relevant Safe Harbor Privacy Principles. If the location of our servers change in the future, we will update this Policy. You should review our Policy regularly to keep informed of any updates.

By providing Your personal information to ProcQ, You consent to ProcQ storing Your personal information on servers hosted in Australia. While Your personal information will be stored on servers located in Australia, it will remain within ProcQ’s effective control at all times. The server host’s role is limited to providing a hosting and storage service to ProcQ, and we’ve taken steps to ensure that our server hosts do not have access to, and use the necessary level of protection for, Your personal information.

If You do not want Your personal information to be transferred to a server located in Australia, You should not provide ProcQ with Your personal information or use the Service.

ProcQ takes steps to protect your personal information

ProcQ is committed to protecting the security of Your personal information and we take all reasonable precautions to protect it from unauthorized access, modification or disclosure. Your personal information is stored on secure servers that have SSL Certificates issued by leading certificate authorities Comodo, and all Data transferred between You and the Service is encrypted.

However, the Internet is not in itself a secure environment and we cannot give an absolute assurance that Your information will be secure at all times. Transmission of personal information over the Internet is at Your own risk and You should only enter, or instruct the entering of, personal information to the Service within a secure environment.

We will advise You at the first reasonable opportunity upon discovering or being advised of a security breach where Your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorized persons or in any unauthorized manner.

ProcQ only discloses Your Personal Information in limited circumstances

ProcQ will only disclose the personal information You have provided to us to entities outside the ProcQ group of companies if it is necessary and appropriate to facilitate the purpose for which Your personal information was collected pursuant to this Policy, including the provision of the Service.

ProcQ will not otherwise disclose Your personal information to a third party unless You have provided Your express consent. However, You should be aware that ProcQ may be required to disclose Your personal information without Your consent in order to comply with any court orders, subpoenas, or other legal process or investigation including by tax authorities, if such disclosure is required by law. Where possible and appropriate, we will notify You if we are required by law to disclose Your personal information.

The third parties who host our servers do not control, and are not permitted to access or use Your personal information except for the limited purpose of storing the information. This means that, for the purposes of Australian privacy legislation and Australian users of the Service, ProcQ does not currently “disclose” personal information to third parties located overseas.

ProcQ does not store Your credit card details

If You choose to pay for the Service by credit card, Your credit card details are not stored by the Service and cannot be accessed by ProcQ staff. Your credit card details are encrypted and securely stored by Chargebee Inc to enable ProcQ to automatically bill your credit card on a recurring basis. You should review Chargebee Inc’s Privacy Policy to ensure you are happy with it.

You may request access to Your personal information

It is Your responsibility to ensure that the personal information You provide to us is accurate, complete and up-to-date. You may request access to the information we hold about You, or request that we update or correct any personal information we hold about You, by setting out Your request in writing and sending it to us at privacy@procq.com.

ProcQ will process Your request as soon as reasonably practicable, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet Your request, we will let you know why. For example, it may be necessary for us to deny Your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process Your request in the manner You have requested. In some circumstances, it may be necessary for us to seek to arrange access to Your personal information through a mutually agreed intermediary (for example, the Subscriber).

We’ll only keep Your personal information for as long as we require it for the purposes of providing You with the Service. However, we may also be required to keep some of Your personal information for specified periods of time, for example under certain laws relating to corporations, money laundering, and financial reporting legislation.

ProcQ uses cookies

In providing the Service, ProcQ utilizes “cookies”. A cookie is a small text file that is stored on Your computer for record-keeping purposes. A cookie does not identify You personally or contain any other information about You but it does identify Your computer.

We and some of our affiliates and third-party service providers use “session ID cookies” (cookies that expire when You close Your browser) on the Website to manage the security session of Your browser.

You can set your browser to notify You when You receive a cookie so that You will have an opportunity to either accept or reject it in each instance. However, You should note that refusing cookies will have a negative impact on the functionality and usability of the Website.

We do not respond to or honor “Do Not Track” requests at this time.

You can opt-out of any email communications

ProcQ sends billing information, product information, Service updates and Service notifications to You via email. Our emails will contain clear and obvious instructions describing how You can choose to be removed from any mailing list not essential to the Service. ProcQ will remove You at Your request.

You are responsible for transfer of Your data to third-party applications

The Service may allow You, the Subscriber, or another Invited User within the relevant subscription to the Service to transfer Data, including Your personal information, electronically to and from third-party applications. ProcQ has no control over, and takes no responsibility for, the privacy practices or content of these applications. You are responsible for checking the privacy policy of any such applications so that You can be informed of how they will handle personal information.

ProcQ has a privacy complaints process

If You wish to complain about how we have handled Your personal information, please provide ProcQ with full details of Your complaint and any supporting documentation by e-mail at privacy@procq.com
ProcQ will endeavor to:

  • provide an initial response to Your query or complaint within 10 business days, and
  • investigate and attempt to resolve Your query or complaint within 30 business days or such longer period as is necessary and notified to you by ProcQ.

This policy may be updated from time to time

ProcQ reserves the right to change this Policy at any time, and any amended Policy is effective upon posting to this Website. ProcQ will make every effort to communicate any significant changes to You via email or notification via the Service. Your continued use of the Service will be deemed acceptance of any amended Policy.

Last updated: May 2015