What the Policy covers

Thank you for visiting and using Arrowtail, we are an online data management and automation service managed by Arrowtail Precision Pty Ltd, based in Newcastle, Australia. Our online services are bound by the provisions of the Privacy Act 1988 including the Australian Privacy Principles. We respect and protect the privacy of our users and this policy tells you how we will collect and use this information.

The term “Personal Information” in this privacy policy means any information from which your identity is apparent or can be reasonably ascertained. This can sometimes be labelled as Personally Identifiable Information (PII).

This policy details all websites, applications, practices and processes maintained by Arrowtail Precision Pty Ltd. If at any time you do not agree with our policy please let us know.

What Personal Information we collect

We have very minimal requirements for your Personal Information and this type of information is freely available in email signatures. Our requirements are limited to your name, your employer, business phone number, email address, position and work location.

Like most businesses, there will be multiple places that data is kept. We are conscious of this and these pieces of data are limited to being kept within our CRM (Customer Relationship Management) system for projects and issues collection and management, along with our online Arrowtail application.

We may also collect anonymous session data from when you interact with the Arrowtail application. This is for performance reasons to help target where improvements are required and other troubleshooting. The details may include your IP address, country, device type and browser types.

How do we collect your Personal Information

There are multiple ways we might collect your data so that we can continue to work with you.

Information that is given to us by your employer:

Some details may be provided by your business administrator to facilitate log in and use of the software and these are limited to your name, business role and email address.

If you’re a business representative responsible for the project delivery or application support, a phone number is also required.

Information that you give us:

When you use our software, some details may be provided automatically by your administrator to allow application log in.

You may update your profile with your full name, role within the business and potentially an image or picture.

Comments and Support Requests that could be made within the Arrowtail application.

Details provided when registering for, or utilising Arrowtail’s CRM software for support or project management.

Directly at the time of sale and ongoing discussions with you, the customer.

Information that we get from the Arrowtail application automatically:

Some application data is monitored to help us identify and improve services however there is no discernible personal information kept.

We will also employ the use of cookies or other similar browser tracking technologies for similar performance purposes.

We use cookies and similar tracking technologies to track the activity on our Service and hold certain information. Cookies that are used within the application are for the storage of your browsing session data, data preferences and security only. You can opt to not allow the use of cookies by selecting the appropriate settings on your browser, but if you do this, the application may be slightly impaired. Please note the cookie is only used to assist in maintaining where you are when using the application.

Third party applications:

Information saved into our CRM, project and issue management application will be limited to names, email addresses, roles and contact phone numbers.

Our corporate website may contain links to other websites. Should you wish to visit these sites, be advised that Arrowtail is not responsible for their privacy policies and you should read the applicable policy.

How do we use your Personal Information

Arrowtail uses the collected data for various purposes:

• To allow business engagement and implementation of the application;
• To manage payment processing based on service usage;
• To provide our Service and personalise your experience;
• To notify you about changes to our Service;
• To provide customer support;
• To gather analysis or valuable information so that we can improve our Service;
• To maintain and monitor the usage of our Service;
• To communicate limited application encrypted data via API to Third Party applications as required by your employer. Examples include ERP or Asset management systems;
• To detect, prevent and address technical issues; or
• To provide you with news, special offers and general information about other goods, services and events which we offer that are like those that you have already purchased or enquired about unless you have opted not to receive such information.

In all cases, Arrowtail would be authorised either directly by you or indirectly via your employer under your employer’s Privacy Policy to process your Personal Information. The processing would be in our legitimate interests and in compliance with your local Privacy Protection laws.

Retention of your Personal Information

Arrowtail will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies. In the event that you want to discontinue Arrowtail services, once the data has exported and validated as received and usable by you, we’ll purge all records from documents, databases and backups within the mutually agreed period.

Arrowtail will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.

Similar to many SaaS providers, we use a top-tier, third-party data hosting provider (Microsoft Azure Clloud) to host our online and mobile services . Microsoft Azure Cloud complies with relevant aspects of security and is built to satisfy the requirements of the most security-sensitive organisations.  For more in Microsoft Azures Cloud Compliance please see Azure Compliance Documentation.

Protecting your Personal Information

Arrowtail applications are hosted by Microsoft Azure and Atlassian in secure facilities located in Australia. All communications with us should be by an encrypted TLS connection (https) and all your documents, databases and backups are encrypted at rest.

To help protect the privacy of data and personal information we collect and hold, we deploy maintain multiple technical and administrative safeguards. We update and test our security technologies along with training staff on an ongoing basis.

We train our employees about the importance of confidentiality and maintaining the privacy and security of your information. Access to your Personal Information is restricted only to employees who need it to provide benefits or services to you.

We may require access to your systems from time to time to provide ongoing support. This will be requested from you where and when this is required. Login details for your systems are housed in a secured and encrypted password vault ensuring only those that require access to the details have it. Should you wish to not provide us with a permanent login, you can provide details to connect to your environment should the need arise on a case-by-case basis.

If you are someone who doesn’t have a direct relationship with us, but believe that an Arrowtail subscriber has entered some of your Personal Information into our systems, you’ll need to contact that subscriber to raise questions you have about your personal data including where you want to access, correct, amend, or request that the subscriber deletes your personal information.

Your responsibilities

Never give us any other personal or sensitive information including your password.

Should you ever be requested to provide your password to use our systems, please contact us immediately on [email protected] so we can understand and address the problem quickly.

Sharing of your Personal Information

In very rare circumstances, Arrowtail may share your Personal Information with external parties if:

• We need your information to assist in the support of an issue you may have with one of our third party partners. In this event, you’ll be notified.
• Our business was purchased by another party. In this event the potential buyer will be required to sign a confidentiality agreement.
• We need to provide details when compelled by Government agencies. In this event, you’ll be notified.
• We have your direct consent.

Complaints and data requests

You may request access to the Personal Information we hold about you. You can request us to update your Personal Information if you find that it is not accurate, up-to-date or otherwise incomplete. You may also make a complaint about our handling of your Personal Information.

To protect your privacy and the privacy of others, we will need evidence of your identity before we can grant you access to information about you or change it.

You can contact us by email or phone. We will undertake to respond within 2 days. If the request or complaint will take longer to resolve, we will provide you with a date by which we can expect to respond.

Privacy Policy changes

This policy may be updated from time to time and Arrowtail reserves the right to change this policy at any time. Any amended policy is effective upon posting to the Arrowtail website. Arrowtail 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.

Contact us

If you have any questions or concerns about this Privacy Policy, please contact us at [email protected]