Sonnant Privacy Policy

Sonnant Pty Ltd (“Sonnant”) is committed to protecting your privacy and complying with applicable data protection laws.

This Privacy Policy outlines how Sonnant collects, uses, discloses, and safeguards information about you. We also describe the choices you have about your information.

1. Sonnant Services

Sonnant offers a range of software tools that are accessible via our websites / platforms. These tools allow you to bring together all of your content, customer content and data, and any other voice and video content you use or manage for easy storage, access and management through Sonnant’s online platform. Through this platform, you can transcribe, caption your voice and video files and extract layers of metadata from these files for use in promotion and discoverability (and other services) Collectively, these are Sonnant “Services”.

Any collection, use, and management of personal information by third parties, including but not limited to Apple, Spotify, Facebook, Instagram, Twitter, LinkedIn and Google (collectively, the “Third Parties”) are governed by their respective privacy policies and terms. When using Third Parties, you are required to comply with their privacy policies and terms. We recommend you carefully review their privacy policies and terms, as Sonnant is not responsible for Third Parties.

Our Services may enable you to, via API, connect to, export to, or customise your Sonnant account to Third Party services (“Third-Party Services”), including through services which may be available to you via our platform. The collection of your information by these third parties is governed by the Third-Party Services’ privacy policies and terms. We recommend you carefully review their privacy policies and terms, as Sonnant is not responsible for Third Party Services.

Our Services are not intended for use by children and should only be accessed by individuals who are at least 18 years old and are using the Services for professional, personal or business purposes.

2. What information do we collect?

We collect information about you as reasonably necessary for you to be able to use our Services.

We collect the following information when you use our Services:

Account information:

  • Your contact and profile information including your name, email address, organisation name; your preferences such as language, time zone, and the types of communication you would like to receive from us; and image (if you choose to provide this). We may also obtain this information if you choose to use a social login service, such as Facebook Login, to create or access your account.
  • Billing and other payment information (if you sign up for a paid service and we use a Third-Party Service), including payment method details, such as credit card number.
  • The Services you have acquired from us, including the type of plan, number of team members, details of items you have uploaded and used Services, and transaction information related to the Services.

Content:

  • The type of content, e.g., audio / video
  • The duration of the content
  • Metadata from that content as required to perform the Services
  • Content that you may send to Sonnant and receive through Third Parties (e.g., OneDrive) may contain personal information that Sonnant does not directly collect or process. This may include information such as: names, photos, age, gender, geographic location, opinions, preferences, and phone numbers.
  • Content, files, or other media that you import to the Services, through our integrations such as Google Drive, OneDrive, DropBox and others.
  • Should you connect to Google Drive (Gdrive) via the Sonnant Services to upload a content item, Sonnant will only maintain the link to Gdrive for the length of the session required to allow you to view your GDrive hosted content items, select these ietms and then upload the content item to Sonnant. The link created to Gdrive will only be used to upload the files selected by the user into the Sonnant application. No storage of any Google user data or any other information (other than the uploaded content item itself) will be referenced, linked or stored by Sonnant.

Logs, usage, and support data:

  • Log data, which may include your IP address, your browser type and settings, your device information (such as make, model, and OS), the date and time when you used the Services, information about your browser configuration, language preferences, unique identifiers, and cookies.
  • Usage data and analytics, by your and your team, which may include the frequency of login, and the different types of activity undertaken by users.
  • General Location information, such as IP address and the region in which you are located when you are logging in and using the Services.
  • Customer support questions, issues, and general feedback that you choose to provide.

Surveys, events, and marketing information:

If you choose to participate in our surveys, contests, events (such as webinars and in-person events), or those in which we are affiliated, or request information from us about our Services, we may collect information about you related to the survey, contest, or event; your contact information, such as your name, email address, telephone number, organisation name and address; and general information about your organisation that you choose to provide, such as annual company revenue, number of employees, and industry.

We may also use service providers to obtain additional business-related information about your company such as the organisation’s legal name, size, and publicly available revenue, to assist us in offering services that are appropriate to your organisation’s needs.

In addition, we may collect information on email open and click rates, including whether individuals clicked on links, and which web pages are visited after opening the email.

Cookies:

A cookie is a small file containing information specific to a user, passed through an internet protocol such as a web browser and stored on a device.

We use cookies and other technology to track access to, and use of, our website. The information gathered is not personally identifiable and is used to improve our website.

We may also be provided with:

  • Cookies data or other anonymous identifiers, if provided by clients and relating to use by other persons of our client’s websites. We receive this information as part of the information required to deliver products and Services to our clients. We use this information to conduct analytics for our clients and to analyse trends and identify audiences and customers for our clients.
  • Cookies data, anonymous identifier data, device information, log information and other information, if provided by ad serving services or advertising networks and relating to use by other persons of third party websites serviced by those ad serving services or advertising networks. We receive this information to provide products and services to our clients, including for the conduct of analytics for our clients and to analyse trends and identify audiences and customers for our clients.
  • Many browsers and internet access devices are set by default to accept cookies. However, if you do not wish to receive any cookies you may set your browser or configure your internet access device to either prompt you whether you wish to accept cookies on a particular site, or by default reject cookies. Please note that rejecting cookies may mean that some or all of the features and functionality of particular websites or internet services will not be available to you.

3. How do we use your information?

We use your information for the purposes described below:

  • Providing and securing our Services. We need to identify and authenticate our users to ensure, for example, that only those authorised users are able to use the Services for their organisation, and to make changes to their accounts.
  • We use information that you provide when signing up to set up your account, process payments, contact you regarding the Services, and manage your account.
  • We use your contact information and information related to your request to respond to your inquiries, manage our contract with you, respond to your questions and requests, and send you updates and information about the Services.
  • We use logging and other data such as general location information—for example, the IP address of your browser or device, to help us manage the performance, security and compliance of the Services.
  • Where you have chosen to share your specific location information, we use this information to provide location-based features, such as enabling you to share your location on your posts for Third Parties that support this functionality, and to use any functionality that relies on location information.
  • We analyse usage information, your feedback, support queries, and survey responses to help us understand and make improvements to our Services.

Communicating with you:

We use your contact information where appropriate to send you information about our Services, events, marketing communications (consistent with your preferences—see “Marketing emails, advertising and website browsing” below). We also use email statistics, such as open rates, to assess the effectiveness of, and to make improvements to our communications.

Improving our websites and applications:

We use information about you to help us understand usage patterns and other activities on our websites and applications so that we can diagnose problems and make improvements, including enhancing usability and security.

4. What are your rights regarding the information about you?

Services information:

When using our Services, you may access, update, or correct most of your Account information by logging in to your account to edit your profile or organisation record.

If you have requests that cannot be carried out by logging in to your account, such as accessing additional information or deleting information about you, including your content and metadata, please send an email to info@sonnant.com.

Please note that we may need to retain certain information about you for as long as you maintain an account for our Services, to provide you with our Services, for record keeping purposes, for payment processing, to comply with our legal and regulatory obligations, to resolve disputes, or to enforce the applicable terms of service or other agreement in place between you (or your organisation) and Sonnant (the “Terms and Conditions”).

Requests to access, correct, or delete your information will be handled within thirty (30) days unless they are unusually extensive or complex, in which case we will advise you of the expected timeline for handling your request.

If you have authorised us to access your Third-Party account, you may revoke this access at any time via the Services.

You can contact our Support team for other general requests about your account by your preferred method.

Marketing emails:

For marketing communications, you may opt out of marketing communications sent by Sonnant by accessing our clicking on the unsubscribe link in the marketing email you receive.

5. Who has access to your information?

Sonnant does not rent or sell your information. We restrict access to your information to authorised employees and we do not share your information with third parties except in the circumstances explained in this policy and our Terms and Conditions.

Employees and Authorised Contractors:

Our employees and authorised contractors may need to access information about you when they require this to perform their job. For example, a customer support representative would need access to your account to validate your identity and respond to your question or request; our email communications team would need access to your contact information to ensure this information is sent correctly and any unsubscribe requests are properly managed; and our security staff would need to review information to investigate attempted denial of service attacks, fraudulent account activity, or other attempts to compromise the Services.

All our employees and contractors are required to agree to maintain the confidentiality and protect the privacy of your information.

Service Providers, Authorised Resellers, and Partners:

We will share limited information about you to authorised service providers we use for marketing services, communicating with you, managing our customer database, the provision of professional services, and providing and managing the Services (including hosting data centers, securing our Services, and payment processing).

We limit the number of service providers who are permitted to process your Content for the purpose of assisting us in delivering the Services. We refer to these service providers as “sub-processors” and they are listed on this page.

Where you have purchased a service from an authorised reseller or partner, we may provide information about you to (and may receive information about you from) the reseller or partner as necessary to support your use of the service you purchased.

When sharing your information with any of these service providers, resellers and partners, we ensure they agree to obligations consistent with this Privacy Policy and any other appropriate confidentiality and security measures, and only use your information to carry out the Services and your requests.

Third Parties and Third Party Services:

Where you are using our Services and have chosen to connect your Third Parties to the Services, or if you authorise a Third-Party Service to access your account, you are agreeing to provide information about you to Third Parties and the Third-Party Services under their respective terms and privacy policies. For example, if you choose to connect your Twitter account to the Services, this connection uses Twitter’s API services, and the Twitter Privacy Policy will apply to you.

Customer Organisations:

Where your employer or an entity has purchased Services on your behalf, we may disclose information about you such as your name and email address, and some usage information including whether a user has logged in to the Service, frequency of login, time spent using the Services to assist your employer or the entity in managing its use and maximising the value of the Services.

Successor Entities:

If we are acquired by or merge with another entity (in which case we will require such entity to assume our obligations under this privacy policy), if we are involved in a bankruptcy, or if the ownership or control of all or part of our Services or their assets changes, information about you will be transferred to such entities.

Law Enforcement, Government Agencies, and Professional Advisors:

We may need to disclose information about you where we believe that it is reasonably necessary to comply with a law or regulation, or if we are otherwise legally required to do so, such as in response to a court order or legal process, or to establish, protect, or exercise our legal rights or to defend against legal claims or demands.

In addition, we may be required to disclose information about you if we believe it is necessary to investigate, prevent, or take action: (a) against illegal activities, fraud, situations involving potential threats to our rights or property (or to the rights or property of those who use our Services), or to protect the personal safety of any person; or (b) regarding situations that involve the security of our Services, abuse of the Services infrastructure, or the Internet in general (such as voluminous spamming, or denial of service attacks).

6. What international data transfers occur at Sonnant?

Under the General Data Protection Regulation (GDPR) and other data protection laws, information about you may only be transferred from your region to other regions if certain requirements are met. For instance, under the GDPR, information about you may be transferred from the European Economic Area (EEA) to outside the EEA if adequate data protections are in place.

Sonnant may also use Third Party service providers, such as managed hosting providers, credit card processors, and technology partners to provide our software and Services, including networking, infrastructure and other services required to operate the Services. These Third-Party providers may process or store personal data on servers outside of Australia.

The Third-Party service providers we use to help us deliver the Services and which process your Content are referred to as “sub-processors”.

By its nature, social media data, and Sonnant Services can be shared with people around the globe. Third Parties and Third Party Services that you choose to integrate with our Services may collect, store, and process your information from various locations around the world according to their own terms and privacy policies.

7. How do we safeguard your information?

Sonnant maintains industry standard security safeguards to protect your information. This includes ensuring our employees receive appropriate security and privacy training and guidance, so they are aware of the measures they need to implement to protect your information.

Access controls are in place to limit access to your information to those who need it to perform their jobs. For example, information about you may be provided to our customer support specialists to help you with your requests. Individuals who are permitted to handle your information must adhere to confidentiality obligations.

We encrypt data where appropriate to ensure that your information is kept private. We may also undertake vendor security and privacy reviews to ensure that vendors follow our stringent requirements to safeguard your information.

8. How long do we retain your information?

In general, Sonnant does not permanently store your content or metadata (as set out in the Terms and Conditions).

Aggregated data is used by Sonnant for analysis, providing the Services, product improvement, and troubleshooting purposes and, as set our explicitly in the Sonnant Terms and Conditions.

In some cases, Content may continue to exist on Third Parties even after you or we delete it from our Services, and you will need to contact the relevant Third Party directly if you want it to remove this Content.

We retain your information only as long as required to provide the Services requested by you, for record keeping purposes, to comply with our legal obligations, resolve disputes, and enforce the terms for the Services.

After it is no longer necessary for us to retain information about you, we will dispose of it in a secure manner or anonymize the information.

9. Sonnant’s roles under the GDPR and UK data protection laws

Depending on the situation and the type of data involved, Sonnant may act as a data controller or a data processor.

Sonnant as a data controller

Sonnant acts as a data controller when we are:

  • Collecting information from you to set up and administer your Sonnant account (for example, Account information such as your name and email address);
  • Monitoring usage information on our website;
  • Managing your contact and other related information to send marketing, Services, and other communications to you;
  • Responding to a support or general inquiry; and
  • Recruiting individuals for job opportunities.

Legal bases for processing when Sonnant is a data controller

The legal bases for processing information about you include:

  • Your consent (for example, when you have provided your information to sign up for an account or for a webinar). Where we rely on your consent to process personal data, you have the right to withdraw your consent at any time.
  • It is necessary to perform a contract (for example, we may need your information to fulfill our obligations of providing Services to you under the terms relevant to the Services you have acquired).
  • Legitimate interest (for example, to provide and maintain the Services to you, to maintain the security of the Services, and to attract new customers to maintain demand for the Services, all of which are described in the “How do we use your information?” section above).
  • In some cases, we may have a legal obligation to process your personal data to comply with relevant laws (for example, processing payroll and tax information to comply with relevant employment and tax legislation); or processing is necessary to protect your vital interests or those of another person (for example, obtaining health-related information during a medical emergency).

Your rights when Sonnant is a data controller

Where Sonnant is acting as a data controller, we have outlined certain rights in the section “What are your rights regarding the information about you?”.

If you would like assistance on any of the above requests, please send an email to info@sonnant.com with details of your request so that we may consider how we can help you.

Sonnant as a data processor

Where you are using our Services and making decisions about the personal data that is being processed in the Services (including selecting the Third Party accounts you wish to connect to the Services, or uploading and using Content), you are acting as a data controller and Sonnant is acting as a data processor.

There are certain obligations under the GDPR that you have as a data controller, including being responsible for managing Content on the Services. As a data processor, Sonnant will only access and process Content to provide you with the Services in accordance with your instructions (which you provide through the Services), the Terms of Service, Third Parties terms, and applicable laws.

As part of delivering the Services, we may process Content to further improve the Services, such as enhancing usability and developing new features.

If you are using the Services as an authorised user of a Sonnant customer (whether that customer is your employer, another organisation, or an individual), that customer determines its own policies (if any) regarding storage, access, modification, deletion, sharing, and retention of personal information and Content, which may apply to your use of the Services. Please check with that customer / your employer about the policies and settings it has in place.

10. Changes to this Privacy Policy

We may make changes to this privacy policy at any time to reflect updates to our Services, applicable laws, and other factors. We will include a prominent notice on this website and/or our Services if we make any material changes, but we encourage you to stay informed by reviewing this policy periodically.

11. How to contact us

If you have any questions, concerns or feedback, please send an email to info@sonnant.com and Privacy Officer/Data Protection Officer; or send a letter to:

Sonnant Pty Ltd  Attn: Sonnant Privacy Team
Level 1, 101 Moray Street, South Melbourne, 3205, Victoria, Australia

If we are unable to resolve your concerns, you also have the right to contact your local data protection authority.

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