Privacy policy

Last update: 28 July 2025

Introduction

HowToo is committed to providing quality software and services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal  Information. 

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988  (Cth) (the Privacy Act). The NPPs govern the way in which we collect, use, disclose, store,  secure and dispose of your Personal Information. 

A copy of the Australian Privacy Principles may be obtained from the website of The Office of  the Australian Information Commissioner at www.aoic.gov.au 

What kind of information do we collect? 

We collect information about you as an end user when you input data to HowToo or otherwise provide it directly to us through channels mentioned below:

When accounts are created: We collect the end users name and email address when they are created as a user in HowToo. Example; You will normally get user access to HowToo through signing up for an account through our website or from your HowToo sales contact. You will provide your name and email address (mandatory), and the name of your company. Additional information like phone numbers or addresses are not required.

Content you provide through our support tool: Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue. 

Content you provide us through our website: We collect information from you when you register on the website, respond to a survey or communication such as e-mail, or participate in webinars. When registering, we may ask you for your name, e-mail address, phone number, or other information. You may, however, visit our site anonymously. Like many websites, we use "cookies" to enhance your experience and gather information about visitors and visits to our websites. We may use the information we collect from you when you register for an account, respond to a survey or marketing communication, surf the website, or use certain other site features in the following ways: To personalise your site experience and to allow us to deliver the type of content and product offerings in which you are most interested. To allow us to better service you in responding to your customer service requests. To administer an email campaign or other site feature. If you have opted-in to receive our e-mail newsletter, we may send you periodic emails. If you would no longer like to receive promotional e-mail from us, you have the option to unsubscribe from these services. If you have not opted-in to receive email newsletters, you will not receive these emails.

Information we collect automatically when you use HowToo

Use of HowToo: When you use HowToo we keep track of certain information about you when you logged in and what data within the tool you change. This information includes your username, name and email address and files and images you may upload to the tool. 

Device and connection information: We do not collect information about your computer, phone, tablet, or other devices you may use to access HowToo. 

Cookies: Cookies are small files that a web site or its service provider transfers to your computer's hard drive through your Web browser (if you allow) that enables the site's or service provider's systems to recognize your browser and capture and remember certain information. For instance, they are used to help us understand your preferences based on previous or current site activity, which enables us to provide you with improved services. We also use cookies to help us compile aggregate data about site traffic and site interaction so that we can offer better site experiences and tools in the future. We may contract with third-party service providers to assist us in better understanding our site visitors. These service providers are not permitted to use the information collected on our behalf except to help us conduct and improve our business. You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser (like Google Chrome or Internet Explorer) settings. Each browser is a little different, so look at your browser Help menu to learn the correct way to modify your cookies.

Information we receive from other sources

HowToo administrators: We receive information about you from external administrators of HowToo accounts. For example, you may be created as a user of HowToo by someone else. When this happens we receive your name and the email address you will be registered with as a user, and connected to a database stored on a server that HowToo personnel will have access to.

Other services you link to your support account: We receive information about you when you integrate or link a third-party service with our support portal. For example, if you create a support account or log into the support portal using your Google credentials, we receive your name and email address as permitted by your Google profile settings in order to authenticate you.

How we use information we collect

How we use the information we collect depends in part on which parts of HowToo you use and how you use them. Below are the specific purposes for which we use the information we collect about you.

To provide the services and personalise your experience: We use information about you to provide HowToo to you, authenticate you when you log in, provide customer support, and operate and maintain HowToo. This also includes anonymous collection of usage and logins in order to provide statistics on usage of the tool and its features.

For research and development:  We are constantly improving the product by making it smarter, more stable, faster, secure and useful to you. We use collected statistics about how people use our services and feedback provided directly to us to troubleshoot and to identify usage, activity patterns and improvement of the product. We also test and analyse certain new features with some users before rolling the feature out to all users. 

To communicate with you about HowToo: We use your contact information to send communications via email and within the application, including responding to your comments, questions and requests, provide customer support, and sending you technical notices, updates and administrative messages. These communications are part of our service to you. In addition, we may use this information to provide more general information about HowToo and tips and tricks in the form of email. Within this communication you have the possibility to opt out. 

To market, promote and drive user engagement: We may use your contact information and information about how you use the application to send promotional communications that may be of specific interest to you, including by email. These communications are aimed at driving engagement and maximising what you get out of the application, including information about new features, newsletters, and events we think may be of interest to you.  We also communicate with you about new product offers and webinars.  Within communication you have the possibility to opt out. 

Customer support: We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyse information on issues within the tool, and to repair and improve HowToo. For example, if you encounter a bug and a bug report is submitted, we include information about your email and your actions in order for us to reach out to you with a solution. 

For safety and security: We use information about you to verify accounts and activity, to monitor suspicious or fraudulent activity and to identify violations of policies. 

With your consent: We use information about you where you have given us consent to do so for a specific purpose not listed above.  For example, we may publish testimonials or featured customer stories to promote HowToo with your permission

Legal reasons for processing of user data

We collect and process information about you only where we have legal reasons for doing so under applicable laws. This means we collect and use your information only where:

  • We need it to provide you the software/service, including to operate the software/service, provide customer support and personalised features and to protect the safety and security of the software/service;
  • It satisfies a legitimate interest (which is not overridden by your data protection interests), such as for research and development, to market and promote the service and to protect our legal rights and interests;
  • You give us consent to do so for a specific purpose; or
  • We need to process your data to comply with a legal obligation. 

If you have consented to our use of information about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place.  Where we are using your information because we or a third party (e.g. your employer) have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean no longer using the software/service. 

How we share information we collect about you

Our tool is a sharing and learning platform. This means that we make certain information about you available to other users of our product in your organisation.   

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information unless we provide you with advance notice, except as described below. 

  • For collaboration purpose and tractability your name will be associated with data you enter into our tool, i.e. when you were logged in and when you entered the data. This might be published to other users accessing the project, to administrators in your organisation and to our support team and other employees. 
  • Accounts managers and administrators will have access to your personal information and login information (not your password). This includes administrators in your organisation and/or HowToo employees.   
  • We share information with third parties that help us operate, provide, improve, integrate, customise, support and market HowToo.
  • We work with third-party service providers to provide website, hosting, maintenance, backup and storage which may give them access to information about you.  If a service provider needs to access information about you they will do this in accordance to policies and procedures designed to protect your information.
  • Our product provides API for other products to use and integrate with, which you or your organisation might choose to use. Data about you such as your name and information you enter will be shared with this third party. If so, please review their privacy policy. 
  • We might share information about you with third parties when you give us consent to do so, e.g. customer satisfaction testimonials on our public website. 
  • In exceptional circumstances, we may share information about you with a third party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request.
  • HowToo partners that provide HowToo and related services for the purpose of invoicing and enabling the provision of HowToo and services, offering HowToo and/or HowToo partners’ products and services and for the purpose of financial arrangements between HowToo and the merchant. HowToo partners are not HowToo subcontractors
  • We may share or transfer information we collect under this privacy policy in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You will be notified via email and/or a prominent notice if a transaction takes place, as well as any choices you may have regarding your information. 

How we store and secure information we collect

We use data hosting service providers in Australia to host the information we collect, and we use technical measures to secure your data. 

While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others. However we are ISO 27001:2022 certified ensuring that HowToo prioritises information security and handling of data. For more information, see our security page.

How long we keep information we collect about you depends on the type of information and your organisation. After such time, we will either delete or anonymise your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible. 

We retain your account information for as long as your account is active and your organisation chooses to keep it. Please refer to your company privacy policy.  

If your account is deactivated or disabled, some of your information and the content you have provided will remain in order to allow your organisation or other users to make full use of HowToo. For example your name will still be displayed alongside the content you created in the logs. 

If you have selected to receive marketing emails from us, we retain information about your marketing preferences for a reasonable period of time from the date you last expressed interest in our HowToo. We retain information derived from cookies and other tracking technologies for a reasonable period of time from the date such information was created.   

How to access and control your information

You have certain choices available to you when it comes to your information. Below is a summary of those choices, how to exercise them and any limitations.

  • You have the right to request a copy of your information, to object to our use of your information, to request the deletion or restriction of your information, or to request your information in a structured, electronic format.  You must contact your administrator in your organisation to assist with your requests. In all cases the privacy policy of your organisation will apply. For other requests such as information about you used in marketing purposes, you may contact HowToo to request assistance.
  • You may opt out of receiving promotional communications from us by using the unsubscribe link within each email, or have your administrator update your email preferences, or by contacting us as provided below to have your contact information removed from our promotional email list or registration database. Even after you opt out from receiving promotional messages from us, you will continue to receive important messages from us regarding HowToo. You may opt out of some of these by contacting your HowToo administrator in your organisation.
  • Cookies: You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser (like Google Chrome or Internet Explorer) settings. Each browser is a little different, so look at your browser Help menu to learn the correct way to modify your cookies. If you turn cookies off, you won't have access to many features that make your site experience more efficient and some of our services will not function properly.

Other important privacy information

For the END USERS: HowToo is acquired and used by organisations. Since HowToo is made available to you through an organisation (your employer, contract owner, or other similar organisational groups), this organisation is the administrator for HowToo and is solely responsible for the use of HowToo and the databases over which it has control. All data privacy questions should be directed to the administrator of this organisation as your use of HowToo is subject to that organisations policies. HowToo is not in any way responsible for the security and privacy policies of that organisation that may differ from the HowToo policy. 

Administrators are able to:

  • require you to reset your account password;
  • restrict, suspend or terminate your access to HowToo;
  • access information in and about your account;
  • access or retain information stored as part of your account;

In some cases, administrators can also:

  • restrict, suspend or terminate your account access;
  • change the email address associated with your account;
  • change your information, including profile information;
  • restrict your ability to edit, restrict, modify or delete information

Even if HowToo are not currently administered to you by an organisation, if you use an email address provided by an organisation (such as your work email address) to access HowToo, then the owner of the domain associated with your email address (e.g. your employer) may assert administrative control over your account and use of the services at a later date.  You will be notified if this happens. 

Changes to our Privacy Policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice by adding a notice on the website homepage, login screens, or by sending you an email notification. We will also keep prior versions of this Privacy Policy in an archive for your review.  We encourage you to review our privacy policy whenever you use HowToo to stay informed about our information practices and the ways you can help protect your privacy.

If you disagree with any changes to this privacy policy, you will need to stop using HowToo and deactivate your account(s), as outlined above.

Privacy Policy Complaints and Enquiries 

Our Privacy policy should be read in conjunction with our Terms and conditions.

If you have any queries or complaints about our Privacy Policy please contact us at: support@howtoo.co