Privacy Statement
We understand how important your personal information is and we want you to know we take your privacy seriously.
We are committed to complying with privacy laws and standards. For information about the New Zealand Privacy Act 2020 and how it protects all personal information in New Zealand, click here.
To make it easy and clear for everyone, and much like our software, we use simple and clear Privacy Policy language. No jargon, we keep our language straightforward and to the point.
Application
This Privacy Policy applies to all authorised users (“Users” or “you”) of iTrak’s website, iTraks’ web app/portal, iTrak’s mobile applications, and any other services offered by iTrak (collectively, “Services”) and all personal information submitted by Users to iTrak or otherwise retrieved (or accessible) by iTrak in providing the Services.
Consent
By accessing and/or using the Services, or otherwise submitting your personal information, a User consents to the collection, holding, use and disclosure of their personal information (and other non-personal information) in accordance with this Privacy Policy.
If you provide iTrak with personal information about someone else, you must ensure that you are authorised to disclose that information to iTrak and that, without iTrak taking any further steps required by applicable data protection or privacy laws, iTrak may collect, use and disclose such information for the purposes described in this Policy.
This means that you must take reasonable steps to ensure the individual concerned is aware of and/or consents to the various matters detailed in this Policy, including the fact that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual’s right to obtain access to that information, iTrak’s identity, and how to contact iTrak.
Changes to Privacy Policy
iTrak may amend or update this Privacy Policy from time to time, with or without notice to Users. All Users agree to be bound by the Privacy Policy that is in effect at the time they access and/ or use the Services.
Kinds of Personal Information we collect and hold
In order to use the Services, a User will need to submit certain personal information such as their name, contact details, location, job title and employer. iTrak account holders and subscribers (“Clients”) may be asked to submit further information from time to time.
We may also collect, hold, use and disclose information about a User that is not necessarily personal information including data relating to the User’s activity on our website via tracking technologies such as analytic, cookie and session tools (which data can include the identity of the User’s internet browser, the type of operating system being used, the User’s IP address, the domain name of the User’s internet service provider and the pages accessed on our website). We may use this non-personal information for internal purposes including, administering our services, diagnosing problems, generating statistics and trends and improving the quality of our products and services.
How we collect and hold Personal Information
We collect a User’s personal information directly from the User wherever it is reasonable and practical to do so. This includes when a User accesses and uses the Services (including inputting personal information into the Services, using the mobile application to sign in/out of workplaces or any other Services provided, and through the use of third party analytic, cookie and session tools), through applications or other forms that the User completes and provides to us, and any other means by which a User directly communicates or provides the information to us. Sometimes, we may also collect a User’s personal information from external sources where it is unreasonable or impracticable to collect it from a User direct. These external sources may include, but are not limited, a Client and third parties (each, an “Integration Party”) that a Client has engaged to provide various services that integrate via API on an “as is” basis with the Services. If you are an external source that provides us with the personal information of a third person, in doing so, you acknowledge and confirm that you are authorised by that person to do so, you have informed that person that you will be doing so, and that person has been directed to this Privacy Policy. We will generally hold personal information as electronic records with Amazon Web Services (AWS) (Sydney region) and, in any case, in accordance with the security provisions detailed below.
Use and Disclosure of Personal Information
Personal information that Users provide is collected, held, used and disclosed by iTrak: (a) to provide, support, and improve the Services; (b) to promote use of the Services; (c) to send informational and promotional content (including direct marketing) to Clients; (d) to bill and collect money owed to us including sending emails, invoices, receipts, notices of delinquency, and alerting if we need a different credit card number; (e) to send System Alert messages, for example, informing of temporary or permanent changes to the Services, such as planned outages, new features, version updates, releases, abuse warnings, and changes to this Privacy Policy; (f) to communicate about iTrak accounts and provide customer support; (g) to enforce compliance with our terms of use; (h) to protect the rights and safety of Users and third parties, as well as our own; (i) to meet legal requirements and comply with laws and regulations in applicable jurisdictions; (j) to provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements; (k) to provide suggestions to you.
By accessing and/or using iTrak, you consent to your personal information being collected, held and used in this way and for any other use that you expressly authorise. iTrak will only use your personal information for the purposes described in this Policy or with your express permission.
It is your responsibility to keep your password to iTrak safe. You should notify us as soon as possible if you become aware of any misuse of your password, and immediately change your password within iTrak.
If you receive communications from us that you believe have been sent to you other than in accordance with this Policy, or in breach of any applicable law, please contact us.
iTrak will only disclose the personal information you have provided to us to entities outside the iTrak if it is necessary and appropriate to facilitate the purpose for which your personal information was collected pursuant to this Policy, including the provision of the Services.
iTrak will not otherwise disclose your personal information to a third party unless you have provided your express consent.
Security
iTrak takes reasonable steps to protect the personal information provided via the Services from misuse, interference, loss, and unauthorised access, modification or disclosure. However, no internet or email transmission is ever fully secure or error free. Therefore, a User should take special care in deciding what information they send to us via email, input into the Services or otherwise.
Your personal information is stored on secure servers that have SSL Certificates issued and all information inputted into the Services is encrypted.
Access to and updates of Personal Information
Users may request at any time to see and correct the personal information that iTrak holds on their behalf (to the extent that they are unable to do so themselves via the Services) by contacting iTrak using the details below. If you do not have an iTrak account and have provided your personal information as part of signing in and out or otherwise using the Services at a Client’s site, iTrak will pass on your request to the Client who will be responsible for dealing with the request and providing you access to your personal information.
Storage of Personal Information
Users shall have their personal information hosted on Amazon Web Services (AWS) (Sydney region). Clients are solely responsible for informing individuals and visitors with whom they interact that in connection with the use of the Services their personal information may be collected, held, used and disclosed in accordance with this Privacy Policy including outside the country of origin and that third party servers may be used. Further, Clients are solely responsible for establishing policies for, and ensuring compliance with, all applicable laws and regulations, as well as all privacy policies (including this Privacy Policy), agreements or other obligations, relating to the collection, holding, use and disclosure of personal information in connection with the use of the Services by individuals and visitors with whom the Client interacts.
Retention
iTrak may hold personal information related to an iTrak account both before and after the cancellation of the account, but only for as long as iTrak is lawfully entitled to do so. We may be legally required to maintain some personal information for a significant period of time, however once we no longer need the personal information, subject to any legal requirement, we will take such steps as are reasonable in the circumstances to destroy the information or ensure that the information is de-identified.
Privacy Officer & complaints
If you have any questions, concerns or requests regarding your privacy and personal information or, if you would like to make a complaint (including for any asserted breach of a privacy law or principle), please direct your correspondence or communication to our Privacy Officer at:
The Privacy Officer
iTrak Ltd
Email: info@itrak.nz
If you wish to make a complaint to us regarding your privacy and personal information please do so in writing addressed to our Privacy Officer. If you need help lodging a complaint, please feel free to contact us. We take all complaints seriously, and will respond to your complaint within a reasonable period. We will determine what (if any) action we should take to resolve the complaint.