This Privacy Policy explains how Cohiva collects, uses, discloses and protects personal information when you use Cohiva Central (our shared identity, membership and billing service) or any Cohiva Product (Complex, Culture, Crunch, Campaign, Sign, Campus, Quorum and Control). It applies to visitors of this site, account holders, and the users an organisation invites into its tenant.
Cohiva handles personal information in line with the Australian Privacy Principles under the Privacy Act 1988 (Cth). Where a Customer's own users are located outside Australia, we take reasonable steps to honour equivalent protections such as the EU General Data Protection Regulation where it applies.
1. Information we collect
We collect information in the following ways:
- Account and profile data you or your organisation provide when registering with Central, such as name, email, phone and organisation details.
- Customer Data submitted into a Product by you or your organisation's users in the course of using it (for example membership, rostering, scheduling or document records).
- Usage and device data collected automatically, such as IP address, browser type, pages viewed and timestamps, including via cookies and similar technologies.
- Communications you send us, such as support requests and survey responses.
2. How we use information
We use personal information to:
- provide, operate, secure and support Central and the Products;
- authenticate users and manage subscriptions, memberships and billing;
- communicate with you about your account, changes to the Products, or support requests;
- monitor, diagnose and improve reliability and performance; and
- meet legal, regulatory and compliance obligations.
We do not sell personal information, and we do not use Customer Data submitted into a Product to train machine learning models.
3. Cookies
We use essential cookies to keep you signed in through Cohiva Central across Products, and limited analytics cookies to understand aggregate site usage on this marketing site. You can control cookies through your browser settings; disabling essential cookies will prevent sign-in from working correctly.
4. How we share information
We share personal information only where necessary:
- with the Cohiva Product you or your organisation subscribes to, so that Central can authenticate you and provision your access;
- with infrastructure and sub-processors that host and operate the platform on our behalf (currently Google Cloud Platform for hosting and Cloudflare for DNS and network security), under contractual confidentiality and security obligations;
- with payment processors to bill subscriptions;
- where required by law, legal process, or to protect the rights, safety and property of Cohiva, our Customers or others; and
- with a successor entity in connection with a merger, acquisition or sale of assets, subject to that entity honouring this Policy for previously collected information.
Each Customer's data lives in an isolated, per-tenant database; Cohiva does not share one Customer's data with another.
5. Data retention
We retain personal information for as long as your account or subscription is active, and afterwards for as long as needed to comply with legal obligations, resolve disputes and enforce our agreements. Customer Data is retained per the export/retention terms of the specific Product; contact us if you need details for a Product's tenant deletion process.
6. Security
We use administrative, technical and physical safeguards designed to protect personal information, including encryption in transit, access controls, and per-tenant data isolation. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
7. Your rights
Depending on where you are located, you may have rights to access, correct, export or request deletion of your personal information, or to object to or restrict certain processing. To exercise these rights, contact us at hello@cohiva.com. If your data was submitted by an organisation you belong to as a user of a Product, we may direct your request to that organisation, which controls its own tenant's data.
8. International transfers
Our infrastructure providers may process and store information in countries other than your own. Where we transfer personal information internationally, we take reasonable steps to ensure it continues to receive an appropriate level of protection.
9. Children's privacy
The Products are intended for business use by adults acting on behalf of an organisation. We do not knowingly collect personal information directly from children. Some Products (for example those used by education or training providers) may process information about minors on behalf of, and under the instruction of, the Customer organisation, which acts as the data controller for that information.
10. Changes to this Policy
We may update this Policy from time to time. If we make a material change, we will update the "Last updated" date above and, where appropriate, notify you through the Products or by email.
11. Contact
Questions about this Policy or how we handle personal information can be sent to hello@cohiva.com. See also our Terms of Service.