Collection Notice

1. Who collects your information

Personal information is collected by:

8Dflow Pty Ltd
64A Burnett Street
Buderim QLD 4558
Australia
Email: legal@8dflow.com

In this notice, “8Dflow,” “we,” “us,” and “our” refer to 8Dflow Pty Ltd.

2. When this notice applies

This notice applies when you provide personal information to us or when personal information is collected through 8Dflow.

This may happen when you:

• visit our website;
• complete a contact form;
• request a demo;
• request early access;
• download a resource;
• subscribe to updates;
• create an account;
• are invited to use 8Dflow by a Customer administrator;
• use the 8Dflow service;
• contact support;
• interact with our emails or website;
• start or manage a free trial;
• subscribe to a paid plan;
• manage billing, renewal, cancellation, downgrade, refund, credit, or payment-dispute requests;
• provide screenshots, files, examples, logs, or other information for support;
• interact with billing, checkout, account, or subscription-management features;
• appear in Customer Data entered into 8Dflow by a Customer or User.

3. What personal information we collect

Depending on how you interact with 8Dflow, we may collect:

• name;
• email address;
• phone number, if provided;
• company name;
• job title or role;
• account details;
• login and authentication information;
• billing contact details;
• trial status;
• subscription status;
• plan type;
• billing administrator details;
• billing, invoice, tax, refund, credit, cancellation, downgrade, payment-status, payment-dispute, or chargeback information;
• support messages;
• contact form messages;
• demo or early-access request details;
• newsletter or resource request details;
• screenshots, files, examples, error messages, logs, or diagnostic information provided for support;
• feedback, survey responses, or product comments;
• website usage information;
• product usage information;
• device, browser, IP address, and session information;
• workspace settings;
• security, operational, diagnostic, and fraud-prevention records where applicable;
• information included in Customer Data.

Customer Data may include information entered into 8Dflow by Customers and Users, such as report content, NCRs, SCARs, corrective actions, evidence, attachments, comments, owner assignments, approval records, due dates, workflow history, exported reports, customer-facing PDFs, supplier contacts, and customer contacts.

The exact information collected depends on how you interact with 8Dflow and what Customers and Users choose to enter.

4. Information you should not provide

The Prohibited Data section of our Acceptable Use Policy contains the primary list of data that must not be submitted to or stored in 8Dflow unless we expressly agree in writing.

As a short summary, please do not provide or upload payment card details, passwords, private keys, API keys, access tokens, seed phrases, production credentials, highly sensitive personal information, sensitive health information, classified information, export-controlled technical data, special category data under European Data Protection Laws, or unrelated confidential information unless 8Dflow expressly supports that use in writing.

Where a screenshot, file, report, export, or example is useful for troubleshooting, include only what is reasonably needed and redact unrelated personal, customer, supplier, commercial, or confidential information where practicable.

5. How we collect personal information

We may collect personal information:

• directly from you;
• from website forms;
• from account signup;
• from product use;
• from support requests;
• from email or other communications;
• from cookies and similar technologies;
• from Customer administrators who invite Users;
• from Customers or Users who enter information into 8Dflow;
• from trial, billing, checkout, account, and subscription-management interactions;
• from cancellation, downgrade, refund, credit, payment-dispute, or chargeback communications;
• from screenshots, files, examples, logs, or diagnostic information you provide for support;
• from security, operational, diagnostic, and fraud-prevention records generated from use of the service;
• from service providers that help us operate, secure, support, analyse, or communicate about 8Dflow.

6. Why we collect personal information

We collect personal information to:

• respond to enquiries;
• manage demo, early-access, resource, or newsletter requests;
• create and manage accounts;
• provide 8Dflow;
• authenticate Users;
• provide and manage free trials;
• manage paid subscriptions, renewals, cancellations, downgrades, refunds, credits, taxes, invoices, payment disputes, and chargebacks;
• manage subscriptions, billing, invoices, and account administration;
• provide customer support;
• investigate support requests, bugs, errors, logs, and service issues;
• generate, maintain, and review security, operational, diagnostic, and fraud-prevention records;
• maintain business, accounting, tax, legal, and compliance records;
• send service, account, security, and administrative communications;
• operate, maintain, secure, and improve the website and service;
• troubleshoot errors;
• monitor performance;
• prevent fraud, misuse, security threats, and unauthorised access;
• analyse website and product usage;
• provide AI-assisted features, if available;
• send marketing communications where permitted;
• enforce our Terms of Service and Acceptable Use Policy;
• comply with legal obligations;
• protect the rights, safety, and security of 8Dflow, Customers, Users, and third parties.

7. Is collection required by law?

In most cases, we collect personal information because it is reasonably needed to provide, operate, secure, support, or communicate about 8Dflow.

Some information may be required for legal, tax, accounting, fraud-prevention, security, or recordkeeping purposes.

Some billing, invoice, tax, refund, credit, payment-dispute, chargeback, accounting, security, fraud-prevention, and business records may need to be collected or retained to meet legal, tax, accounting, dispute-resolution, or recordkeeping requirements.

We will tell you where specific information is mandatory if that is not clear from the context.

8. What happens if you do not provide information

If you do not provide requested personal information, we may not be able to:

• respond to your enquiry;
• provide a demo or early access;
• send a requested resource;
• create or manage your account;
• provide the service;
• authenticate you;
• process billing or subscription administration;
• provide support;
• send important service, account, security, or administrative messages;
• make some website or product features available.

For optional information, choosing not to provide it may not prevent use of 8Dflow, but it may limit what we can do for you.

9. Who we may disclose information to

We may disclose personal information to:

• authorised Customer administrators and Users, where you use 8Dflow through a Customer account;
• service providers that help us provide, host, secure, support, analyse, communicate about, or improve 8Dflow;
• payment, billing, email, analytics, authentication, support, security, hosting, and AI-assisted feature providers, where applicable;
• billing, invoicing, tax, refund, credit, chargeback, or subscription-management providers, where used;
• payment processors, where you choose a paid subscription;
• fraud-prevention, security, diagnostics, and error-monitoring providers, where used;
• professional advisers such as accountants, lawyers, insurers, auditors, consultants, or similar advisers;
• regulators, courts, law enforcement, government agencies, or other parties where required or permitted by law;
• parties involved in a business transfer, such as a merger, acquisition, financing, reorganisation, or sale of assets;
• other parties where you or the relevant Customer instruct us or permit us to do so.

Material subprocessors for Customer Personal Data are described in our Data Processing, Security & Subprocessors page where available.

10. Overseas disclosures

8Dflow is based in Australia.

Personal information may be processed in countries outside Australia by 8Dflow, our personnel, or our service providers.

These countries may have privacy and data protection laws that differ from the laws in your country.

Current material providers, subprocessors, and broad processing locations are listed in our Data Processing, Security & Subprocessors page.

11. Customer Data

Where a Customer uses 8Dflow, the Customer decides what information is entered into the service and who may access it.

If your personal information appears in Customer Data, the relevant Customer may be responsible for privacy notices, permissions, access decisions, correction requests, deletion requests, and other privacy obligations relating to that Customer Data.

If you contact us about personal information contained in Customer Data controlled by a Customer, we may direct you to that Customer.

Where required by applicable privacy or data protection laws and our Data Processing Addendum, we will provide reasonable assistance to the Customer.

Ownership of Customer Data, completed reports, PDFs, exports, records, 8Dflow software, templates, workflows, formats, layouts, documentation, website content, and other intellectual property is addressed in our Terms of Service.

12. AI-assisted features

8Dflow does not currently offer AI-assisted features. No AI provider currently processes Customer Data or Customer Personal Data for an 8Dflow AI-assisted feature.

If AI-assisted features are offered in the future, we may process inputs, prompts, outputs, summaries, drafts, or related metadata to provide those features.

If offered, those features are designed as drafting and productivity aids only.

They are not designed to determine root cause, make quality decisions, approve corrective actions, verify effectiveness, decide containment, determine product release, certify compliance, replace human review, or replace qualified quality, engineering, regulatory, legal, supplier-management, or product-safety judgement.

8Dflow is not designed to use personal information to make solely automated decisions that produce legal or similarly significant effects about individuals.

Unless a product feature, order form, Data Processing Addendum, or separate written agreement expressly states otherwise, 8Dflow does not use Customer Data to train third-party foundation models and does not permit third-party AI providers to use Customer Data to train their general models.

Unless a product feature, order form, Data Processing Addendum, or separate written agreement expressly states otherwise, 8Dflow does not use Customer Data to train 8Dflow proprietary artificial-intelligence or machine-learning models.

This does not prevent 8Dflow from using aggregated or de-identified information to understand, operate, secure, support, and improve the Services, provided that information does not identify a Customer, User, individual, or confidential business information.

If our AI-assisted features or data-use practices materially change, we will update our Privacy Policy and related legal pages where appropriate.

13. Marketing communications

We may send marketing communications where permitted by law.

You can unsubscribe from marketing emails using the unsubscribe link in the email or by contacting legal@8dflow.com.

Even if you opt out of marketing communications, we may still send service, account, billing, security, and administrative messages.

We do not sell personal information to third parties for their marketing purposes.

14. Access, correction, and privacy rights

You may have rights to request access to, or correction of, personal information we hold about you.

Depending on your location and the information involved, you may also have other privacy rights, such as requesting deletion, restriction, portability, or objection to certain processing.

These rights may be subject to legal limits and exceptions.

To make a privacy request, contact legal@8dflow.com. We may need to verify your identity and authority before responding. We will respond within the time required by applicable law.

If we refuse an access or correction request where permitted by law, we will take reasonable steps to explain why, subject to any legal limits.

If your request relates to Customer Data controlled by one of our Customers, we may direct you to that Customer.

15. Privacy complaints

If you have a privacy concern or complaint, contact us at legal@8dflow.com.

Please include enough detail for us to understand and review your concern.

We will take reasonable steps to investigate and respond within a reasonable time.

If you are not satisfied with our response, you may have the right to contact your local privacy regulator. In Australia, this may include the Office of the Australian Information Commissioner.

16. Privacy Policy

More information about how we collect, use, disclose, store, protect, retain, and handle personal information is available in our Privacy Policy.

Our Privacy Policy also explains cookies and similar technologies, overseas disclosures, retention, security, privacy rights, complaints, and how to contact us with privacy questions.

17. Contact

Questions about this notice or privacy requests can be sent to:

8Dflow Pty Ltd
64A Burnett Street
Buderim QLD 4558
Australia
Email: legal@8dflow.com