Effective starting: June 20, 2024

Privacy Policy

Your privacy is important to us at Polinode. We respect the privacy of any information we may collect from you.

This Privacy Policy applies to all the products, services, websites and apps offered by Polinode Pty Ltd (“Polinode”), except where otherwise noted. We refer to those products, services and websites and apps collectively as the “Services” in this policy.
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References to "data" in this Privacy Policy will refer to whatever data you use our services to collect, whether it be survey responses, data collected in a form, or data uploaded on a site hosted by us – it’s all your data! Reference to personal information or just information, means information about you personally that we collect or for which we act as custodian.

What information do we collect?

Who are “you”?

We refer to “you” a lot in this Privacy Policy. To better understand what information is most relevant to you, see the following useful definitions.

Creators: You hold an account within a Polinode service and you either directly create surveys, networks or applications or you are collaborating on, commenting on, or reviewing surveys, networks or applications within an account.

Respondents: You have received a survey powered by a Polinode service.

Website Visitor: You are just visiting one of our websites.

Information we collect about you:

Contact Information (for example an email address): You might provide us with your contact information, whether through use of our services, a form on our website, an interaction with our sales or customer support team, or a response to one of Polinode’s own surveys.
Usage information: We collect usage information about you whenever you interact with our websites and services. This includes which webpages you visit, what you click on, when you perform those actions, what language preference you have, and so on.
Device and browser data: We collect information from the device and application you use to access our services. Device data mainly means your IP address, operating system version, device type, system and performance information, and browser type.
Information from page tags: We use third party tracking services that employ cookies and page tags (also known as web beacons) to collect data about visitors to our websites. This data includes usage and user statistics. Emails sent by Polinode or by users through our services include page tags that allow the sender to collect information about who opened those emails and clicked on links in them. We provide more information on cookies below and in our Cookies Policy.
Log Data: Like most websites today, our web servers keep log files that record data each time a device accesses those servers. The log files contain data about the nature of each access, including originating IP addresses, internet service providers, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system versions, device type and timestamps.
Referral information: If you arrive at a Polinode website from an external source (such as a link on another website or in an email), we record information about the source that referred you to us.
Information from third parties and integration partners: We collect your personal information or data from third parties if you give permission to those third parties to share your information with us or where you have made that information publicly available online.

If you are a Creator we will also collect:

Registration information: You need a Polinode account before you can use Polinode services. When you register for an account, we collect your name, username, password, country and email address.
Billing information: If you make a payment to Polinode, we require you to provide your billing details, including financial information corresponding to your selected method of payment (e.g. a credit card number and expiration date).
Account settings: You can set various preferences and personal details on pages like your account settings page.

Use of some of our services will also result in us collecting the following data on your behalf:

Contact information: We allow you to import names and email addresses so you can easily invite people to take your surveys. We don’t use these email addresses for our own purposes or email them except at your direction.
Survey data: We store your survey data (questions and responses) for you and provide analysis tools for you to use with respect to this data.

How we use the information we collect

Creator

We process personal data about you either with your consent or in order to:

Fulfill our contractual responsibility to deliver the services to you; or
To pursue Polinode’s legitimate interests of improving service experience and developing new products and service features.

In each of the instances where we describe how we use your data in this privacy policy, we have identified which of these grounds for processing we are relying upon.

You have consented to us using certain types of cookies on our websites. In particular we use:

Page tags and web beacons: We collect information from page tags and web beacons to allow us to determine the success of our advertising campaigns. We also use page tags to allow the email sender (for a survey for example) to measure the performance of their email messaging and to learn how to improve email deliverability and open rates.

We process your personal information in the following categories of data for legitimate interests pursued by us, which are described in detail in this privacy policy. We have undertaken to ensure that we place clear limitations on each of these uses so that your privacy is respected and only the information necessary to achieve these legitimate aims is used. Our primary goal is to improve upon and make sure our services and messaging are relevant for all our users, while also ensuring that personal information of all users is respected and protected.

Contact Information: We use contact information to respond to your inquiries, send you information as part of the services, and send you marketing information (for as long as you do not opt-out). More details: We use your email address to send you marketing (newsletters), unless you indicate a preference to opt-out and for general updates on your account. You can opt out of marketing communications at any time by clicking on the “unsubscribe” link in them, or changing the relevant setting on your My Account page.
How you use our services: We use information about how you use our services to improve our services for you and all users.
Device data: We use device data both to troubleshoot problems with our service and to make improvements to it. We also infer your geographic location based on your IP address.
Log data: We use log data for many different business purposes including: to monitor abuse and troubleshoot; to create new services, features, content or make recommendations; to track behavior at the aggregate/anonymous level to identify and understand trends in the various interactions with our services; and to fix bugs and troubleshoot product functionality.
Referral information: We use referral information to track the success of our integrations and referral processes.
Third parties and integrations: We will collect and use information from third parties and integration partners to ensure you can use our service in conjunction with other services.
Machine learning: We use machine learning techniques on certain data in order to provide users with useful statistics and more relevant insights from the data they have collected using our services and to optimize our marketing campaigns.
Legal uses: To respond to legal requests or prevent fraud, we may need to use and disclose information or data we hold about you. If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond.

To manage our services we will also internally use your information and data, for the following limited purposes:

To enforce our agreements where applicable.
To prevent potentially illegal activities.
To screen for and prevent undesirable or abusive activity. For example, we have automated systems that screen content for phishing activities, spam, and fraud.

We collect and use the following data on the basis that we have to use this information in order to fulfill our contract with you:

Your Account Information: We need to use your account data to run your account, provide you with services, bill you for our services, provide you with customer support, and contact you about your service or account. We occasionally send you communications of a transactional nature (e.g. service-related announcements, billing-related matters, changes to our services or policies, a welcome email when you first register). You cannot opt out of these communications since they are required to provide our services to you.
Your Profile: We process other aspects of your account information (like the personal information you provide about your job, your job title, and your marketing preferences) for legitimate interests like providing you with a personalized experience and relevant and useful marketing information as well as to make other product, feature and service recommendations to you to optimize your use of the services we offer.

You can object to us using your data as described above but our ability to fully and properly provide our services to you may be impacted if you do not want us to collect or use the above data.

In relation to Survey Data

We will never use or sell individual response data or identify / contact individual respondents except on your request or where required by law.

In relation to Network Data

We will never use or sell data that you upload to create networks in Polinode except on your request or where required by law.

Respondent

We process your personal information in the following categories of data for legitimate interests pursued by us, which are described in detail in this privacy policy. We have undertaken to ensure that we place clear limitations on each of these uses so that your privacy is respected and only the information necessary to achieve these legitimate aims is used. Our primary goal is to improve upon and make sure our services and messaging are relevant for all our users, while also ensuring that personal information of all users is respected and protected.

Cookies (to include page tags): We collect information using cookies when you take a survey. These cookies are used to ensure that the full functionality of our survey service is operational, to ensure the survey operates appropriately and optimally.
Contact Information: As a Respondent, we only use contact information to respond to an inquiry which you submit to us.
How you use our services (applicable to survey Respondents only): We use information about how you use our services to improve our services for you and all users.
Device and browser data: We use device data to, for example, troubleshoot issues to make improvements with our services and to infer your geographic location based on your IP address.
Log data: We use log data for many different business purposes to include: to monitor abuse and troubleshoot; to create new services, features, content or make recommendations; to track behavior at the aggregate/anonymous level to identify and understand trends in the various interactions with our services; and to fix bugs and troubleshoot product functionality.
Third parties and integrations: We may collect and use information from third parties and integration partners to facilitate Creators in sending surveys to you.
Machine learning: We may use machine learning techniques on response data, metadata (as described above) and cookie data, in order to provide Creators with useful and relevant insights from the data they have collected using our services, to build features, improve our services and to develop aggregated data products.
Legal uses: To respond to legal requests or prevent fraud, we may need to disclose any information or data we hold about you. If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond.

To manage our services we will also internally use your information and data, for the following limited purposes:

To enforce our agreements where applicable.
To prevent potentially illegal activities.
To screen for and prevent undesirable or abusive activity. For example, we have automated systems that screen content for phishing activities, spam, and fraud.

Use of survey responses

In general survey responses to Polinode surveys are controlled and managed by the Creator (the person who sent or deployed that survey). In those instances Polinode is only processing those responses on behalf of the Creator. Creator and Respondent trust is paramount to everything we do and so when we do use data about Respondents, we put Creators and Respondents first.

Visitor

We process personal data about you where:

You have consented or;
Polinode’s has legitimate interests of: improving service experience; and developing new products and service features.

In each of the instances where we describe how we use your data in this privacy policy, we have identified which of these grounds for processing we are relying upon.

When you have consented we collect and use the following information about you:

Contact Information: We use contact information to respond to your inquiries, send you information as part of the services, and send you marketing information (as long as you have agreed to this at the point of providing your information and for as long as you do not opt-out).
Cookies - page tags and web beacons: We collect information from page tags and web beacons to allow us to determine the success of our advertising campaigns. We also use page tags to allow the email sender (for a survey or form for example) to measure the performance of their email messaging and to learn how to improve email deliverability and open rates.
How you use our services: We use information about how you have interacted with our websites to improve our website services for you and all users.
Profiling: We combine information about you from third party sources with information we hold about you to create a user profile, which will help us to make our sales and marketing efforts more relevant to you and to personalize and improve our marketing campaigns and website experience.
Machine learning: We use machine learning techniques on certain data in order to optimize our marketing campaigns.

Device data: We use device data both to troubleshoot problems with our service and to make improvements to it. We also infer your geographic location based on your IP address.
Log data: We use log data for many different business purposes including: to monitor abuse and troubleshoot; to track your preferences and create new services, features, content or make recommendations personalized for you; to track behavior at the aggregate/anonymous level to identify and understand trends in the various interactions with our services; to fix bugs and troubleshoot product functionality.
Referral information: We use referral information to track the success of our integrations and referral processes.
Legal uses: To respond to legal requests or prevent fraud, we may need to disclose any information or data we hold about you. If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond.

To manage our services we will also internally use your information and data, for the following limited purposes:

To enforce our agreements where applicable.
To prevent potentially illegal activities.
To screen for and prevent undesirable or abusive activity. For example, we have automated systems that screen content for phishing activities, spam, and fraud.

Information you share

Many of our services let you share information with others. Remember that when you share information publicly, it can be indexable by search engines. Our services provide you with different options on sharing and deleting your content but we cannot delete content from search engines so you need to be careful about information you make public.

Information we share: Partners and Integrations

We do not share your information or data with third parties outside Polinode except in the following limited circumstances:

If you are a Creator that is part of an Enterprise or Partner team using Polinode your account information and data may be shared with the primary administrator(s) and your survey data may also be visible to other members in your team with whom you share your surveys or with whom you collaborate
To help us provide certain aspects of our services we use our affiliates and trusted key partners – in particular, we engage third parties to: facilitate our email collectors for sending surveys by email to Respondents; facilitate customers in making credit card payments; deliver and help us track our marketing and advertising content; help us track website conversion success metrics; manage our sales and customer support services to you. We enter into confidentiality and data processing terms with partners to ensure they comply with high levels of confidentiality and best practice in privacy and security standards and we regularly review these standards and practices.
On your instructions, we share your information or data if you choose to use an integration in conjunction with Polinode services, to the extent necessary to facilitate that use.

We also have to share information or data in order to:

Meet any applicable law, regulation, legal process or enforceable governmental request.
Enforce applicable policies, including investigation of potential violations.
Detect, prevent, or otherwise address fraud, security or technical issues.
Protect against harm to the rights, property or safety of our users, the public or to Polinode and/or as required or permitted by law.

We and our partners use cookies and similar technologies on our websites. We use certain cookies, as described here in our Privacy Policy, that you agree to when you use our sites and, in the case of some cookies, for legitimate interests of delivering and optimizing our services (where the cookie delivers essential functionality). Cookies are small bits of data we store on the device you use to access our services so we can recognize repeat users. Each cookie expires after a certain period of time, depending on what we use it for. We use cookies and similar technologies for several reasons:

To gather metrics about your survey taking experience
To make our site easier to use
For security reasons
To provide you with personalized content
To improve our services
To advertise to you

You can choose to remove or disable cookies via your browser settings or using the Cookie Preferences link in the footer below.