Privacy Policy

1. Introduction

The Web Company NZ Limited (“The Web Company”, “we”, “our”, or “us”) is committed to protecting the privacy and security of personal information.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information in connection with:

• our websites;
• digital platforms;
• software and AI solutions;
• marketing and analytics services;
• client engagements;
• support and hosting services; and
• related business operations.

This Privacy Policy is intended to align with the:

• New Zealand Privacy Act 2020;
• Australian Privacy Principles (where applicable); and
• relevant international privacy and data handling standards.

2. Information We Collect

We may collect and process personal information including:

Contact Information

• Full name
• Company name
• Job title
• Email address
• Phone number
• Business address

Client & Service Information

• Project requirements
• Website and hosting information
• Technical support requests
• CRM and software configuration data
• User account information
• Communication records

Technical & Usage Information

When you interact with our websites or services, we may automatically collect:

• IP address
• Browser and device information
• Operating system
• Usage analytics
• Session and interaction data
• Cookie and tracking information

Financial & Billing Information

• Billing contact details
• Invoice records
• Payment references
• GST-related information

We generally do not store full credit card information directly on our systems unless specifically agreed as part of a managed payment solution.

3. How We Collect Information

We collect information:

• directly from you;
• through website forms and enquiries;
• during onboarding or project engagement;
• through support requests and communications;
• through analytics and tracking technologies;
• through integrations authorised by you; and
• from publicly available or third-party business sources where lawful.

4. How We Use Information

We may use personal information to:

• provide digital, development, hosting, marketing, AI, and consulting services;
• manage projects and client relationships;
• provide technical support and maintenance;
• improve our services and website performance;
• communicate with clients and prospective clients;
• deliver marketing communications;
• manage security and fraud prevention;
• comply with legal and regulatory obligations; and
• operate and improve AI and automation systems.

5. AI Systems & Automated Processing

The Web Company may utilise AI-powered technologies, automation tools, analytics systems, chatbots, voice systems, and machine-learning platforms as part of its services.

These systems may process:

• customer interactions;
• support communications;
• transcripts;
• workflow automation data; and
• operational analytics information.

Where AI systems are utilised:

• reasonable safeguards are implemented;
• access controls are applied where practical;
• human oversight may be incorporated into workflows; and
• third-party AI platforms may process data on our behalf.

AI-generated outputs may not always be fully accurate or error-free and should be independently reviewed where appropriate.

6. Cookies & Tracking Technologies

Our websites may use:

• cookies;
• analytics tools;
• tracking pixels;
• session technologies; and
• remarketing technologies.

These technologies help us:

• understand website usage;
• improve user experience;
• analyse website performance;
• support security functions; and
• deliver relevant marketing and advertising.

Users may manage cookies through their browser settings.

7. Sharing & Disclosure of Information

We may disclose information to:

• employees and contractors;
• cloud hosting providers;
• software and technology vendors;
• payment processors;
• CRM and marketing platforms;
• professional advisors;
• regulatory authorities; and
• other service providers assisting us to deliver services.

We do not sell personal information to third parties.

8. International Data Transfers

Some systems or service providers used by The Web Company may store or process data outside New Zealand, including in:

• Australia;
• United States;
• Singapore;
• European Union; and
• other jurisdictions used by our technology providers.

Where international transfers occur, we take reasonable steps to ensure appropriate protections are in place.

9. Data Security

We take reasonable technical and organisational measures to protect information, including:

• secure hosting environments;
• password and access controls;
• role-based permissions;
• firewall and security protections;
• encrypted systems where appropriate; and
• internal confidentiality obligations.

However, no electronic transmission or storage system can be guaranteed completely secure.

10. Data Retention

We retain information only for as long as reasonably necessary:

• to provide services;
• to comply with legal obligations;
• for accounting and tax purposes;
• to resolve disputes; and
• to enforce contractual rights.

11. Your Rights

Subject to applicable laws, individuals may request:

• access to personal information;
• correction of inaccurate information;
• withdrawal from marketing communications;
• deletion of information where legally permissible; and
• further information about how personal information is processed.

Requests may be directed to:
partners@thewebco.co.nz

12. Third-Party Websites & Services

Our websites and services may contain links to third-party platforms, applications, or websites.

The Web Company is not responsible for the privacy practices, security, or content of third-party services.

13. Confidentiality

We take commercially reasonable steps to maintain the confidentiality of client information and proprietary business information provided to us during engagements.

14. Data Breach Response

If we become aware of a privacy or security incident affecting personal information, we will take reasonable steps to:

1. investigate the incident;
2. contain and remediate risks where practicable; and
3. comply with applicable notification obligations under relevant privacy legislation.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

Updated versions may be published on our website and become effective upon publication.

16. Contact Information

The Web Company NZ Limited
Email: partners@thewebco.co.nz
Website: https://thewebcompany.digital/