Privacy statement

This statement explains how Intact Media Limited ("we", "us") handles personal information, in line with the Privacy Act 2020. If you have a question about it, email [email protected].

Who we are

Intact Media Limited (NZBN 9429047846555) collects and holds the information described here.

Postal address: Suite 11986, Unit A Level G, 26 Hobson Street, Auckland Central, Auckland 1010, New Zealand

Email: [email protected]

Our process audit form

When you fill in the free process audit on our contact page, we collect:

• your name, business name and email address, and your phone number and industry if you choose to add them;
• your answers to the questions about how enquiries, quotes, bookings, invoices and admin work in your business, including any follow-up questions, and anything else you tell us;
• whether you ticked the box to receive occasional tips and offers by email, and when you ticked it;
• basic technical details needed to protect the form from spam and abuse, such as a scrambled (hashed) version of your IP address and your browser type.

Please don't include sensitive details, such as health information, or other people's personal information in your answers. If you do mention someone else, such as a staff member, please let them know you have shared it with us.

Giving us this information is voluntary. If you leave out your name, business or email, we cannot reply to you.

After you submit the form, our website shows an automatic summary of where automation could help. It is put together by simple rules from your answers. It does not use AI.

Information we get from other people

Most of what we hold comes straight from you. Sometimes we get personal information from someone else, for example when a colleague or client passes on your contact details, or when we look up a business on the Companies Register or its own website before we reply. When we collect information about you from someone else, we will take reasonable steps to tell you what we collected, why, who we may share it with, and how to see or correct it, unless the Privacy Act says we don't need to, for example because you already know or the information is publicly available.

Why we collect it

We use it to reply to your enquiry, to assess where automation could help your business, and, if you become a client, to provide our services. If you ticked the marketing box, we may also send you occasional tips and offers by email. We only send these if you have opted in, and we keep a record of when you did.

Every marketing email from us names Intact Media Limited, says how to contact us and includes an unsubscribe link, or you can reply with "unsubscribe". We action unsubscribe requests within five working days, as the Unsolicited Electronic Messages Act 2007 requires. Emails about your own enquiry, such as the copy of your audit summary, are not marketing.

Tools we use and where your information goes

We use a small number of trusted providers to run our business. They handle your information on our behalf and only for the purposes in this statement, so we stay responsible for it under the Privacy Act:

• Hostinger hosts our website and stores form submissions on its servers in Jakarta, Indonesia.
• Titan Email (provided through Hostinger) runs our business email, including copies of form submissions and a daily summary of new enquiries.
• Google Analytics 4, only if you accept analytics cookies.
• Cloudflare helps deliver our website securely.
• We may use GoHighLevel (HighLevel), based in the United States, for customer records (CRM) and email.
• We may use n8n to connect our tools and move information between them.

Some of these providers store or process information outside New Zealand. Our website and form submissions are stored in Indonesia, and our email, analytics and AI providers may process information in other countries, including the United States. We choose providers with strong security and privacy commitments, and we take reasonable steps to make sure your information is protected in a way comparable to New Zealand law. We do not sell your personal information.

How we use AI

AI is part of how Intact Media Limited works. We use AI tools throughout our work, such as ChatGPT by OpenAI, Claude by Anthropic and others, including to read your answers and prepare our reply.

• in each AI tool we use, we switch off the settings that would let the provider use our information to train its AI models;
• we share only what is needed, and we leave out sensitive details where we can;
• these providers may process information outside New Zealand, including in the United States.

AI in systems we build for clients

The AI receptionists and chat assistants we set up for clients tell callers and visitors that they are AI, and offer a person when needed. Our client is responsible for the information collected through their system, and their own privacy statement applies. We act on their instructions and help them document how information is handled.

Website analytics and cookies

We use Google Analytics 4 to understand how our website is used. It only runs if you choose "Accept" in the cookie banner. If you choose "Decline", it does not load. You can change your choice at any time using Cookie settings at the bottom of every page. Google may process this information outside New Zealand. Google Analytics keeps user-level analytics data for 14 months, then deletes it automatically. Our cookie policy has the details.

How long we keep it

We review the enquiries we hold once a year. We delete those we no longer need, and keep those we still need, for example if you become a client or the law requires us to keep them.

Keeping it safe

Form submissions are stored in a private area of our web server that is not publicly accessible, and are sent to our business email. Access is limited to our team and our hosting provider.

If a privacy breach is likely to cause serious harm, we will tell you and the Privacy Commissioner as soon as practicable.

Seeing or correcting your information

You can ask to see the personal information we hold about you, or ask us to correct it, by emailing [email protected]. You can also ask us to delete it. We don't charge for this. We will respond within 20 working days, as the Privacy Act requires. If we don't agree to correct something, you can ask us to keep a note with your information saying what correction you asked for.

Privacy officer

Our privacy officer is our director, contactable at [email protected].

Complaints

If you have a concern about how we have handled your information, please contact us first so we can try to put it right. If you are not satisfied, you can complain to the Office of the Privacy Commissioner.

Changes

We may update this statement. The date at the top shows when it last changed.