Privacy Policy – Platform & Services

Last Updated: August 2026

About the Privacy Policy

Webcastcloud Pty Ltd and its related companies and affiliates (together, “Webcastcloud“, “WCC“, “we“, “us” or “our“) are committed to protecting the privacy and security of personal information.
This Privacy Policy explains how we collect, hold, use, disclose and protect personal information in connection with the Webcastcloud Platform and associated services (the “Services“).

This Privacy Policy applies to:

• our customers and their authorised administrators and users (“Customers“);
• individuals who access, register for or interact with content or services provided through the Webcastcloud Platform (“Users” or “Viewers” or “Members“); and
• other individuals whose personal information may be processed through the Services.

Webcastcloud is committed to handling personal information in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), and other applicable privacy and data protection laws.
Our general corporate website is covered separately by the Webcastcloud Website Privacy Policy.

Our Role and Our Customers’ Role

Webcastcloud provides the technology platform through which our Customers deliver content, video, live streams, webinars, courses, resources and other digital services to their Users and Viewers.
In many circumstances, Webcastcloud processes personal information on behalf of, and at the direction of, our Customers. Our Customers determine what information they require from their Users, how their Webcastcloud environment is configured and the purposes for which that information is collected and used.

For example, a Customer may configure the Webcastcloud Platform to:
• require Users to register or authenticate before accessing content;
• integrate with the Customer’s membership, CRM, identity or other systems;
• restrict access based on membership, groups, subscriptions or other permissions;
• track viewing, learning or continuing education activity;
• issue certificates or record completion of educational activities;
• sell access to content, courses, subscriptions or other digital products; or
• collect additional information through forms, registrations, assessments or other platform functionality.

Where Webcastcloud processes personal information on behalf of a Customer, the Customer is responsible for ensuring that its collection and use of that information complies with its applicable privacy obligations, including providing any notices or obtaining any consents required by law.
Users or Viewers who have questions about why a particular Customer has collected their information, how the Customer uses it, or who wish to exercise rights in relation to information controlled by that Customer should generally contact the relevant Customer directly.

Webcastcloud also collects and processes certain personal information for its own legitimate business and operational purposes, including administering Customer accounts, providing support, maintaining and securing the Services, billing and complying with applicable legal obligations.

Personal Information We Collect

The personal information we collect or process depends on how the Services are configured and used.

Information about Customers and authorised users
We may collect information about individuals who administer, purchase or use the Services on behalf of a Customer, including:
• name;
• business email address;
• business telephone number;
• organisation, job title and business contact information;
• account and login information;
• billing and transaction information;
• communications with Webcastcloud, including support requests;
• administrative activity and account usage information; and
• other information provided to us in connection with the Customer’s account or use of the Services.

Information about Users and Viewers
Depending on the features selected and configured by a Customer, information processed through the Webcastcloud Platform may include:
• name, email address, telephone number and other registration or profile information;
• username, user ID, membership ID or other unique identifiers;
• membership type, groups, roles, entitlements or access permissions;
• authentication and Single Sign-On (SSO) information;
• information received from integrated membership, CRM, identity or other systems;
• IP address and device or browser information;
• content access and viewing activity;
• video viewing duration, progress and completion information;
• course enrolment, learning progress and completion information;
• quiz, assessment or continuing education activity and results;
• certificates, credits or continuing professional education records;
• purchases, subscriptions, rentals and other transaction information;
• search, navigation and interaction information;
• approximate geographic information derived from technical information such as an IP address; and
• other information submitted by a User or provided to Webcastcloud by a Customer through the Services.

The specific information collected from Users and Viewers is determined in part by the features and configuration selected by the relevant Customer.

Customer Content

Customers may upload or make available videos, audio, documents, images, course materials and other content through the Webcastcloud Platform (“Customer Content“).
Customer Content may contain personal information about individuals. Webcastcloud does not determine the personal information contained within Customer Content and generally processes and stores Customer Content at the direction of the Customer.

Customers are responsible for ensuring that they have the appropriate rights, permissions and legal basis to upload, store, publish and otherwise process Customer Content through the Webcastcloud Platform.
Webcastcloud will process Customer Content as reasonably necessary to provide, secure, maintain and support the Services and as otherwise permitted under our agreements with the Customer.

Sensitive Information

Some information processed through the Services may constitute sensitive information under the Privacy Act 1988 (Cth), including health information or information relating to an individual’s racial or ethnic origin, religious beliefs, professional memberships or other categories of sensitive information.
Webcastcloud does not generally require Customers or Users to provide sensitive information unless it is reasonably necessary for a particular Service or functionality.
Where a Customer chooses to collect, upload or otherwise process sensitive information using the Webcastcloud Platform, the Customer is responsible for ensuring that it has an appropriate legal basis and obtains any consent required for that collection and use.
Where Webcastcloud collects sensitive information for its own purposes, we will do so in accordance with applicable privacy law, including obtaining consent where required.

How We Collect Personal Information

We may collect personal information:

• directly from Customers, Users and Viewers;
• when an individual creates or accesses an account;
• when an individual registers for or accesses content, courses, webinars, live streams or other Services;
• when an individual contacts Webcastcloud or submits a support request;
• automatically through use of the Webcastcloud Platform;
• from a Customer that provides or synchronises information with Webcastcloud;
• through Single Sign-On (SSO), API or other integrations with systems authorised by a Customer;
• from payment and transaction providers where applicable; and
• from other third parties where permitted or required by law.

Where information is provided to Webcastcloud by a Customer or through a Customer-authorised integration, we generally rely on the Customer to ensure that it is authorised to provide that information to us.

How We Use Personal Information

We may collect, hold, use and disclose personal information where reasonably necessary to provide and operate the Services, including to:

• provide, operate, maintain and support the Webcastcloud Platform;
• create and administer Customer and User accounts;
• authenticate Users and manage access permissions;
• provide video hosting, streaming, webinars, courses, content and other Services;
• process registrations and enable access to Customer content;
• provide viewing, engagement, learning and other analytics to Customers;
• track course, assessment, continuing education or certification activity where enabled by a Customer;
• operate integrations with Customer-authorised membership, CRM, identity, payment and other systems;
• process purchases and transactions;
• provide technical and customer support;
• communicate with Customers regarding their account and the Services;
• monitor, maintain and improve the performance, reliability and functionality of the Services;
• detect, investigate, prevent and respond to fraud, misuse, security threats and technical issues;
• develop and improve Webcastcloud products and functionality;
• perform internal reporting, auditing and business administration;
• manage billing, accounts and debt recovery;
• comply with contractual, legal and regulatory obligations; and
• establish, exercise or defend legal rights and protect Webcastcloud, our Customers, Users and others.

Where Webcastcloud processes personal information on behalf of a Customer, we will use that information as reasonably necessary to provide the Services and in accordance with the Customer’s instructions and our contractual obligations.
We may also communicate with Customer representatives about Webcastcloud products, services, updates and other information relevant to their business relationship with us, subject to applicable marketing and communications laws.

Cookies, Analytics and Technical Information

Webcastcloud uses cookies and similar technologies to operate, secure and improve the Services and to understand how the Webcastcloud Platform is used.
Cookies may be used to maintain user sessions, support authentication, remember preferences, provide platform functionality, maintain security and collect information about use of the Services.

When Customers, Users or Viewers access the Webcastcloud Platform, we may automatically collect technical and usage information, including:
• IP address;
• browser type and version;
• device type and operating system;
• date and time of access;
• referring and destination pages;
• pages, content and features accessed;
• session and authentication information;
• video, content and platform interaction information; and
• diagnostic, performance and security information.

We may use analytics and monitoring technologies, including services provided by third parties, to understand use of the Services, monitor performance and reliability, identify technical issues, maintain security and improve the Webcastcloud Platform.
Some cookies are necessary for the operation and security of the Services. Other cookies and analytics technologies may be subject to user preferences or consent requirements depending on the applicable law and how a Customer has configured its Webcastcloud environment.
Users can manage cookies through their browser settings. Disabling certain cookies may affect the availability or functionality of parts of the Services.

How We Share Personal Information

Webcastcloud does not sell personal information.
We may disclose or make personal information available where reasonably necessary to provide, operate, secure and support the Services, including:

• to the Customer responsible for the relevant Webcastcloud environment;
• to authorised users and administrators of that Customer where appropriate;
• to service providers and subprocessors that assist us in providing the Services;
• to third-party platforms or services where a Customer has authorised an integration or transfer of information;
• to payment providers for the processing of purchases and transactions;
• to professional advisers, insurers, auditors and other advisers where reasonably necessary;
• in connection with a merger, acquisition, financing, restructuring or sale of all or part of our business or assets, subject to appropriate confidentiality and privacy protections;
• where required or authorised by law, regulation, court order or lawful request from a government or regulatory authority; and
• where reasonably necessary to protect the rights, security, property or interests of Webcastcloud, our Customers, Users or others.

Where Webcastcloud processes personal information on behalf of a Customer, we will not disclose that information to third parties for their own independent marketing or advertising purposes.
Where a Customer chooses to connect the Webcastcloud Platform with a third-party service, information may be exchanged with that service as necessary to provide the integration requested or authorised by the Customer. The third party’s handling of information may also be subject to its own privacy policy and contractual arrangements with the Customer.

Service Providers and Subprocessors

Webcastcloud uses trusted third-party service providers and Subprocessors to provide, operate, secure, maintain and support the Webcastcloud Platform.
These providers may process personal information on our behalf only to the extent reasonably necessary to provide their services to Webcastcloud and are subject to applicable contractual, confidentiality, privacy and security obligations.

Our service providers and Subprocessors may include providers of:
• cloud infrastructure, hosting, storage and database services;
• Content Delivery Network (CDN) and video delivery services;
• video processing, streaming and real-time communications services;
• email and communications services;
• payment processing;
• analytics, monitoring, logging and security services;
• customer support and business systems; and
• other technical services required to operate and support the Webcastcloud Platform.

A current list of key Subprocessors used by Webcastcloud, including information about the services they provide, the types of information processed and applicable processing or hosting locations, is available on the Webcastcloud Subprocessor List.
The Subprocessors used in connection with a particular Customer may vary depending on the Services, features, integrations and hosting region used by that Customer.
Webcastcloud takes reasonable steps to ensure that service providers and Subprocessors handling personal information on our behalf maintain appropriate privacy, confidentiality and security protections.

Payment Processing

Where a Customer enables paid content, subscriptions, courses, events or other transactions through the Webcastcloud Platform, payment information may be processed by an authorised third-party payment provider.
Payment card information entered during a transaction is transmitted directly to the applicable payment provider for processing. Webcastcloud does not store complete payment card numbers within the Webcastcloud Platform.

Webcastcloud may receive and retain information relating to a transaction, such as the purchaser’s name, contact details, transaction identifier, payment status, amount, product purchased and other information necessary to provide the Services, maintain transaction records, provide reporting and support Customers and Users.
Payment providers process payment information in accordance with their own privacy, security and regulatory obligations.

Where a Customer connects its own payment provider account to Webcastcloud, the Customer is also responsible for its relationship with and configuration of that payment provider.

International Data Transfers and Data Residency

Webcastcloud provides Services using infrastructure and service providers located in Australia, the United States and other locations where our authorised service providers operate.
Customer data may therefore be transferred to, processed in or accessed from countries outside the country in which the Customer or User is located where reasonably necessary to provide, secure, maintain or support the Services.

Where a Customer has contracted with Webcastcloud for data to be hosted within a specified geographic region, Webcastcloud will host the applicable Customer data within that region in accordance with the Customer’s agreement.
The use of a specified hosting region does not necessarily mean that all processing associated with the Services occurs exclusively within that region. Certain authorised service providers, support services, integrations, security systems or other ancillary services may process limited information from other locations where reasonably necessary to provide the Services.

Where personal information is transferred or processed internationally, Webcastcloud will take reasonable steps to ensure that it is handled in accordance with this Privacy Policy, applicable contractual obligations and applicable privacy and data protection laws.

Data Retention and Deletion

Webcastcloud retains personal information for as long as reasonably necessary to provide the Services, fulfil the purposes described in this Privacy Policy, meet our contractual obligations and comply with applicable legal, regulatory, security and business requirements.

During an active Customer agreement, Customer data and content will generally be retained for the duration of the Services, subject to the Customer’s use of platform functionality to manage or delete its information.
Following termination or expiry of a Customer’s agreement, access to the Webcastcloud Platform will cease and Customer content and data will be removed from active Webcastcloud services as soon as reasonably practicable.
Webcastcloud will commence its standard data deletion processes following termination or expiry. While data is removed from active systems promptly, residual copies may remain temporarily within backups, archives, logs or other systems as part of Webcastcloud’s normal backup, security and data lifecycle processes.

Remaining Customer data will be scheduled for permanent deletion within six (6) months following termination or expiry of the applicable agreement, unless Webcastcloud is required or reasonably permitted to retain particular information for legal, regulatory, security, fraud prevention, dispute resolution, financial record-keeping or other legitimate business purposes.
Information retained for such purposes will only be retained for as long as reasonably necessary for the applicable purpose and will remain subject to appropriate privacy and security protections.
Customers are responsible for exporting or retrieving any Customer data or content they wish to retain before termination or expiry of their Webcastcloud Services.

Where a User or Viewer requests deletion of personal information processed by Webcastcloud on behalf of a Customer, Webcastcloud may refer the request to the relevant Customer or require the Customer’s authorisation before deleting the information, where appropriate.

Security

Webcastcloud takes reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure.

We maintain administrative, technical and organisational safeguards appropriate to the nature of the information we process and the Services we provide. These may include access controls, authentication, encryption, network and application security controls, monitoring, logging, backup and recovery processes and security incident management procedures.

Access to personal information is limited to authorised personnel and service providers who require access for legitimate business or operational purposes and who are subject to appropriate confidentiality and security obligations.

While Webcastcloud takes reasonable steps to protect personal information, no method of electronic transmission, storage or information security can guarantee absolute security.

Data Breaches

Webcastcloud maintains procedures for responding to suspected or confirmed data breaches involving personal information held or processed through our Services.

Where we become aware of a suspected data breach, we will take reasonable steps to investigate and assess the incident and, where appropriate, contain and mitigate identified risks.

Where we have reasonable grounds to believe that an eligible data breach has occurred, Webcastcloud will take appropriate steps to notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Privacy Act 1988 (Cth) and the Notifiable Data Breaches (NDB) scheme.

Where personal information affected by a data breach is processed by Webcastcloud on behalf of a Customer, we will notify the affected Customer as soon as reasonably practicable after becoming aware that the Customer has been affected. We will reasonably cooperate with the Customer and provide relevant information available to Webcastcloud to assist the Customer in assessing and responding to the incident and meeting its applicable privacy and data breach notification obligations.

Not every security event constitutes a data breach. Unsuccessful attempts to access the Webcastcloud Platform, including blocked malicious requests, unsuccessful login attempts, network scans or other attempted attacks that do not result in unauthorised access to or disclosure of personal information, are not considered data breaches for the purposes of this Privacy Policy.

Access and Correction

Individuals may request access to personal information that Webcastcloud holds about them or request that inaccurate, out-of-date, incomplete, irrelevant or misleading personal information be corrected.

Where Webcastcloud holds personal information on behalf of a Customer, the Customer may be responsible for responding to the request. In these circumstances, we may refer the individual to the relevant Customer or work with the Customer to respond to the request as appropriate.

Webcastcloud may need to verify an individual’s identity before providing access to or correcting personal information.

There may be circumstances where Webcastcloud is permitted or required by law to refuse access to or correction of personal information. Where required by applicable law, we will provide the individual with the reason for that decision and information about available complaint mechanisms.

Requests for access to or correction of personal information can be submitted using the contact details in the Contact Us section of this Privacy Policy.

Privacy Complaints

If you have a question or concern about how Webcastcloud has handled your personal information or believe that we have not complied with our privacy obligations, you may contact us using the details provided in the Contact Us section below.

We will take reasonable steps to investigate privacy complaints and respond within a reasonable period, taking into account the nature and complexity of the matter.

Where a complaint relates primarily to personal information processed by Webcastcloud on behalf of a Customer, we may refer the matter to, or work with, the relevant Customer as appropriate.

If you are not satisfied with our response, you may be entitled to make a complaint to the Office of the Australian Information Commissioner (OAIC) or another applicable privacy or regulatory authority.

Changes to this Privacy Policy

Webcastcloud may update this Privacy Policy from time to time to reflect changes to our Services, business practices, technology, legal or regulatory requirements.

The current version of this Privacy Policy will be published on the Webcastcloud website and will identify the date on which it was last updated.

Where we make material changes to this Privacy Policy, we may provide additional notice where appropriate, including through the Webcastcloud Platform, by email or through other reasonable means.

Related Privacy and Service Information

Additional information regarding Webcastcloud’s handling of personal information and operation of the Services is contained in the following documents:

• Webcastcloud Subprocessor List – identifies key third-party Subprocessors used to provide the Services, including the services they provide and applicable processing or hosting locations.
• Webcastcloud Service Level Agreement (SLA) – provided to applicable Customers and describes service availability, support, security incident management, backup, disaster recovery and related operational commitments.
• Webcastcloud Website Privacy Policy – applies to Webcastcloud’s general corporate website and related website interactions.

Where applicable, a Customer’s Hosting Agreement or other agreement with Webcastcloud may contain additional privacy, security, data residency or data processing requirements specific to that Customer.

Contact Us

Questions, requests or complaints regarding this Privacy Policy or Webcastcloud’s handling of personal information may be directed to:

Privacy Team
Webcastcloud Pty Ltd
Email: privacy@webcastcloud.com

For privacy complaints or further information about Australian privacy law, individuals may also contact the Office of the Australian Information Commissioner (OAIC).