Privacy Policy
CINCH HR LIMITED
We know that you care how information about you is used and shared, and we appreciate you trust that we will do so carefully. We are committed to ensuring that your personal information is protected in accordance with the Privacy Act 2020 (“the Act”).
This policy sets out how we collect, store, protect, use, and disclose your personal information when you use our services and products. With regard to some of services that we may provide to you, for example consultancy services, this policy should be read in conjunction with the terms of engagement under which you engage us for such services. In case of any inconsistency between such terms of engagement and this policy, the term of engagement would take precedence over this policy.
In this policy “Site” means our website found at the URL www.cinchhr.co.nz, any other websites operated by us and our application/s. By visiting our Site or using our services and products, you accept the terms and practices described in this policy. This policy does not limit or exclude any of your rights under the Act.
If you wish to seek further information on the Act, your rights, etc, you can visit the website of the Privacy Commissioner at www.privacy.org.nz.
WHAT PERSONAL INFORMATION DO WE COLLECT?
-
account and profile information that you provide when you register for an account with us or sign up for our products or services, for example your name, email address, physical address and telephone number;
-
information you provide through our support channels, for example, when you report a problem to us or interact with our support team, including any contact information, documentation, or screenshots;
-
content and information you provide through use of our products or services, for example, personal information contained in the documents that you create in our application/s, or content and information that you provide when using our consultancy services (for example, contact details, date of birth, gender, employment records and related documents/information);
-
communication, marketing, and other preferences that you authorise when you set up your account or profile, or when you participate in a survey or a questionnaire that we send you;
-
details of any transactions, purchases, or orders that you make with us;
-
payment information, for example, your payment card information or bank account details;
-
information about your device or connection, for example your internet protocol (IP) address, login data, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our products or services and information we collect through cookies and other data collection technologies (please read our Cookies Policy for details);
-
information about your use of or visit to our Site, for example your clickstream to, through and from our Site, products you viewed, used, or searched for, download or other errors, page response times, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), or methods to browse away from the page; or
-
any other information that is collected for a lawful purpose connected with our provision and your use of our products and services or activities that are related to our products and services.
WHO DO WE COLLECT YOUR PERSONAL INFORMATION FROM?
We collect the following types of information about you:
-
account and profile information that you provide when you register for an account with us or sign up for our products or services, for example your name, email address, physical address and telephone number;
-
information you provide through our support channels, for example, when you report a problem to us or interact with our support team, including any contact information, documentation, or screenshots;
-
content and information you provide through use of our products or services, for example, personal information contained in the documents that you create in our application/s, or content and information that you provide when using our consultancy services (for example, contact details, date of birth, gender, employment records and related documents/information);
-
communication, marketing, and other preferences that you authorise when you set up your account or profile, or when you participate in a survey or a questionnaire that we send you;
-
details of any transactions, purchases, or orders that you make with us;
-
payment information, for example, your payment card information or bank account details;
-
information about your device or connection, for example your internet protocol (IP) address, login data, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our products or services and information we collect through cookies and other data collection technologies (please read our Cookies Policy for details);
-
information about your use of or visit to our Site, for example your clickstream to, through and from our Site, products you viewed, used, or searched for, download or other errors, page response times, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), or methods to browse away from the page; or
-
any other information that is collected for a lawful purpose connected with our provision and your use of our products and services or activities that are related to our products and services.
WHO DO WE COLLECT YOUR PERSONAL INFORMATION FROM?
We collect personal information about you by lawful, fair and reasonable means, from:
-
You, when you provide that personal information to us, including via the Site and any related service, through any registration or subscription process, through any contact with us (e.g., telephone or email correspondence), or when you buy or use our services and products;
-
third parties (including your employer/employees or principal/contractors, or payroll service providers) where you have authorised this, or the information is publicly available. or
-
by such other means permitted under the Act.
Where you provide us with personal information about your employees, contractors or other individuals, we will take reasonable steps to ensure that your disclosure of such information to us, as well as our use and potential of further disclosure, is consented to by the relevant individuals, or otherwise authorised under the Act.
HOW DO WE USE YOUR PERSONAL INFORMATION?
We may use your personal information for a number of reasons, including:
-
to verify your identity;
-
to provide services and products to you (where we provide agreed consultancy services to you, the terms of engagement will govern the provision of such services and outline the purposes for which we may collect and use information you may provide in that context, and we will use the obtained information in accordance with such purposes, unless doing otherwise is necessary to comply with our legal obligations);
-
to personalise and improve your experience on the Site or with the services and products we provide;
-
to market our services and products to you, including contacting you electronically (for example, by text or email for this purpose, where we communicate with you for marketing purposes, we will comply with the Unsolicited Electronic Messages Act 2007. This means that we will provide you with instructions for unsubscribing from such messages if you choose);
-
to undertake credit checks of you (if necessary);
-
to invoice you and to collect money that you owe us, including authorising and processing credit card transactions;
-
to communicate with you in relation to any matter relevant to the business, the Site, the services or products we provide and respond to communications from you, including a complaint;
-
to conduct research and statistical analysis;
-
to monitor Site usage;
-
to provide you with information from third parties which we think would be of interest to you;
-
to protect and/or enforce our legal rights and interests, including defending any claim;
-
for any other purpose authorised by you or the Act.
We may disclose your personal information for any purpose that is authorised by you or permitted under the Act. Please also see the further provisions below in this policy in relation to access to your information.
WHO HAS ACCESS TO YOUR PERSONAL INFORMATION?
We will never disclose or sell your personal information to unrelated third parties without your authority.
Our employees have access to your personal information but only to the extent that is necessary for them to enable us to provide our services and products to you. Our employees are bound by legal confidentiality obligations.
From time to time, we may engage other companies and individuals to support our services and products and perform functions on our behalf. Examples include any person that hosts or maintains any underlying IT system or data centre that we use to provide the website or other services and products, cloud hosting, maintenance, backup, storage, infrastructure, billing, payment processing, customer support, business analytics, sending postal mail and email, analysing data, training and webinars and other services. They have access to personal information needed to perform their functions but may not use it for other purposes. In some instances, your interaction with these third-party providers may also be governed by their privacy policy, for example Stripe as our payment system and Google Cloud Storage as our cloud storage provider.
A business that supports our services and products may be located outside New Zealand. This may mean your personal information is held and processed outside New Zealand.
We release account and other personal information when we believe release is appropriate to comply with the law; or protect our rights, property, or safety, or that of our users, or others. This includes exchanging information with other companies and organisations for fraud protection and credit risk reduction. Obviously, however, this does not include selling, sharing or otherwise disclosing personally identifiable information from clients for commercial purposes in violation of the commitments of this Privacy Policy. Otherwise, you will receive notice if we intend to share your personal information with third parties and will have the right to choose not to share your information.
HOW CAN YOU ACCESS, CORRECT OR REMOVE YOUR PERSONAL INFORMATION?
Subject to certain grounds for refusal set out in the Act, you have the right to access your readily retrievable personal information that we hold and to request a correction and/or removal to your personal information. Before you exercise this right, we will need evidence to confirm that you are the individual to whom the personal information relates, or that you have the authority from the relevant person.
In respect of a request for correction, if we think the correction is reasonable and we are reasonably able to change the personal information, we will make the correction. If we do not make the correction, we will take reasonable steps to note on the personal information that you requested the correction. You can make this request through our support channel as outlined below.
In respect of any request for deletion of personal information (i.e., we use Google and/or Facebook for authentication purposes only), we will take reasonable steps in accordance with the Act to delete the information and this request can be made through our support channel outlined below.
If you want to exercise either of the above rights, email us at privacyofficer@cinchhr.co.nz. Your email should provide evidence of who you are and set out the details of your request (for example, the personal information, or the correction or deletion, that you are requesting).
We may charge you our reasonable costs of providing to you copies of your personal information or correcting that information.
HOW DO WE STORE AND PROTECT YOUR PERSONAL INFORMATION?
The internet is not a secure medium. While we take reasonable steps to maintain secure internet connections, if you provide us with personal information over the internet, the provision of that information is at your own risk. However, we have put in place various security measures to try to protect your information:
-
any information submitted to the Site resides on a server which is protected by a firewall;
-
your account on the Site is password protected
As far as we store personal information on our devices, servers or other storage facilities, we have adopted reasonable safeguards to ensure that your information is protected from unauthorised access, use and disclosure. Such safeguards include, without limitation, staff education, access restrictions and password protection.
As far as we use third-party hosting or storage services, we have satisfied ourselves that such third parties have adequate safeguards in place that ensure the security and confidentiality of your personal information.
We store your personal information for as long as is reasonably necessary in relation to the purpose/s for which we use it.
If you follow a link on our website to another site, the owner of that site will have its own privacy policy relating to your personal information. We suggest you review that site’s privacy policy before you provide personal information.
COOKIES POLICY
Cookies are small text files that are placed on your device by a web server when you access our Site. We use cookies to identify your access and monitor usage and web traffic on our Site to customise and improve our products and services.
We use the following types of cookies:
-
Strictly necessary cookies – these are cookies that are required for the operation of our Site. They include, for example, cookies that enable you to log into secure areas of our website.
-
Analytical/performance cookies – these allow us to recognise and count the number of visitors and to see how visitors move around our Site when they are using it. This helps us to improve the way our Site works, for example, by ensuring that users are easily finding what they are looking for.
-
Functionality cookies – these are used to recognise you when you return to our Site.
-
Targeting cookies – these cookies record your visit to our Site, the pages you have visited, and the links you have followed.
We use tools including Google Analytics, Active Campaign and Facebook tracking pixels to let us know things like how you got to our Site, what pages were viewed and any other interactions such as filling in a form, and for remarketing purposes.
The Help portion of the toolbar on most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to disable cookies altogether. However, we recommend you allow cookies because for our Site as it helps you to access features that you may not have access to otherwise.
NOTIFICATION OF BREACHES
In the event of a breach of privacy involving your personal information, we will comply with our legal obligations under the Act.
SALE OF BUSINESS
As we develop and evolve our business, we might sell or buy companies. In such transactions, customer information generally is one of the transferred business assets but remains subject to the promises made in any pre-existing privacy policy (unless, of course, the customer consents otherwise). Also, in the event that our business is sold or acquired, customer information will be one of the transferred assets.
YOUR CONSENT
By using our Site, our products or services, or by submitting information to us through any medium, you consent to the use of your personal information in accordance with this policy.
WHO CAN YOU CONTACT IF YOU WOULD LIKE TO COMPLAIN OR HAVE QUESTIONS?
If you have any questions regarding your privacy or if you would like to make a complaint, please contact our Privacy Officer at:
Chinch HR Limited
Privacy Officer
Level 1, 14 Jervois Street,
Ponsonby
Auckland 1011
New Zealand
CHANGES TO THIS POLICY
We may change this policy by uploading a revised policy onto our Site. Any changes apply from the date that we upload a revised policy. Continued use of the Site and our services signify that you agree to any such changes.