ASSISTIVE DIGITAL PRIVACY POLICY

 

This Privacy Policy applies to all personal information collected by Assistive Digital Pty Ltd via the website located at assistivedigital.com.au.

1. What is "personal information"?

1. 1. The Privacy Act 1988 (Cth) currently defines "personal information" as meaning information or an opinion about an identified individual or an individual who is reasonably identifiable:

1. 1. 1. whether the information or opinion is true or not; and

1. 1. 2. whether the information or opinion is recorded in a material form or not.

1. 2. If the information does not disclose your identity or enable your identity to be ascertained, it will in most cases not be classified as "personal information" and will not be subject to this privacy policy.

2. What information do we collect?

The kind of personal information that we collect from you will depend on how you use the website. The personal information which we collect and hold about you will mandatorily include: First name and email address. Audio is not recorded or stored within this service of any other Assitive Digital Pty Ltd System/s.The mandatory email addresses and first names collected are solely used for the purposes of user access control and personal profile creation. additionally we maintain records of discussions when transcription is active. However, the admin and presenter user accounts are authorized to delete such transcriptions if deemed necessary. Other information provided by end users, including non-mandatory fields, is at the sole discretion of the user. Assistive Digital shall not be held liable for any voluntarily provided information. End users are responsible for removing any confidential information they deem nescessary from the system. All data provided by users shall be used exclusively for the storage of captioning for future student/meeting participant reference, except in cases where a court order mandates its use in legal proceedings. Data removed by a user is completely removed and can not be recovered by Assistive Digital or the client. The client is responsible for the backup of transcriptions outside of the Assistive Digital platform.

3. How we collect your personal information

1. 1. We may collect personal information from you whenever you input such information into the website or captured as text when trascriprion is set to on. Users may access and correct their personal information by updating their email addresses and first names, which are the only mandatory fields. Any captured personal information within captioned discussions can be deleted by the presnters or orgaistion administration users if required. If content is to be deleted by anyone other then the author of the content, written approval from the author is required

1. 2. We also collect cookies from your computer which enable us to tell when you use the website and also to help customise your website experience. As a general rule, however, it is not possible to identify you personally from our use of cookies.

4. Purpose of collection

1. 1. The purpose for which we collect personal information is to provide you with the best service experience possible on the website.

1. 2. We customarily disclose personal information only to our service providers who assist us in operating the website. Your personal information may also be exposed from time to time to maintenance and support personnel acting in the normal course of their duties.

1. 3. By using our website, you consent to the receipt of direct marketing material. We will only use your personal information for this purpose if we have collected such

information direct from you, and if it is material of a type which you would reasonably expect to receive from us. We do not use sensitive personal information in direct marketing activity. Our direct marketing material will include a simple means by which you can request not to receive further communications of this nature.

5. Access and correction

Australian Privacy Principle 12 permits you to obtain access to the personal information we hold about you in certain circumstances, and Australian Privacy Principle 13 allows you to correct inaccurate personal information subject to certain exceptions. If you would like to obtain such access, please contact us as set out below.

6. Complaint procedure

If you have a complaint concerning the manner in which we maintain the privacy of your personal information, please contact us as set out below. All complaints will be considered by the Managing Director and we may seek further information from you to clarify your concerns. If we agree that your complaint is well founded, we will, in consultation with you, take appropriate steps to rectify the problem. If you remain dissatisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner.

7. Overseas transfer

Your personal information will not be disclosed to recipients outside Australia unless you expressly request us to do so. If you request us to transfer your personal information to an overseas recipient, the overseas recipient will not be required to comply with the Australian Privacy Principles and we will not be liable for any mishandling of your information in such circumstances.

8. GDPR

In some circumstances, the European Union General Data Protection Regulation (GDPR) provides additional protection to individuals located in Europe. The fact that you may be located in Europe does not, however, on its own entitle you to protection under the GDPR. Our website does not specifically target customers located in the European Union and we do not monitor the behaviour of individuals in the European Union, and accordingly the GDPR does not apply.

9. How to contact us about privacy

If you have any queries, or if you seek access to your personal information, or if you have a complaint about our privacy practices, you can contact us through: accounts@assistivedigital.com.au.

1. 1. Any complaints concerning privacy breaches or inappropriate behavior shall be subject to a comprehensive investigation by the service provider and the client/organization. 
2. 2. If a complaint is substantiated, the individual responsible for the privacy breach may have their account suspended, as determined by the client/organization.

10.Sub-Processors

Our full sub processor listing, data processing location and vendor confirmation can be seen below:

Name	Functions	Data Location	Vendor Confimation	Security Standards	Types of PII Data Processed
Amazon Web services	Web Appplication Firewall AWS Shield EC2 Virtual Servers AWS Comprehend	Australia	https://aws.amazon.com/local/australia/ https://aws.amazon.com/compliance/resources/	ISO27001:2022 SOC2 NIST 2.0 GDPR	First name and/or second name Email address All stored audio converted to text and any PII discussed within them
Speechmatics	Automatic Speech Recognition	Europe	https://docs.speechmatics.com/get-started/authentication#supported-endpoints https://www.speechmatics.com/security	ISO27001:2022 SOC2 GDPR HIPAA	Live realtime text only - No PII data processed or stored
SMTP2GO	Email Handler	Australia	https://www.smtp2go.com/privacy/		All caption transcripts or summary emails sent from the platform and any PII discussed within them

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

First Published - 13th April 2023

Reviewed - 11th March 2026

Version 4.0