DigitalIce (“DigitalIce”, “we”, “us”, “our”) is a technology business based in New Zealand. We respect your privacy and handle personal information in line with the New Zealand Privacy Act 2020 and its Information Privacy Principles. Where we deal with people in Australia, we also follow the Australian Privacy Act 1988 and the Australian Privacy Principles.
This policy explains what personal information we collect, why, who we share it with, how we protect it, and your rights. It applies to our website (digitalice.me), enquiries, bookings, and our dealings with clients and prospective clients.
Summary
- We collect only what we need to respond to you and deliver our services.
- We don’t sell personal information, and we don’t use advertising or tracking cookies on this site.
- Some of our service providers store data outside New Zealand. We only use providers that protect it.
- You can ask to see or correct your information at any time, and you can complain to us or to the privacy regulator.
Who is responsible
DigitalIce is responsible for the personal information described in this policy. Our Privacy Officer can be contacted at info@digitalice.me.
What personal information we collect
When you contact us through our website form, by email or by phone: your name, email address, the services you’re interested in, the content of your message, and any other details you choose to share.
When you book a call: your name, email address, chosen time, and any notes you add. Bookings are made through our scheduling provider (see Who we share it with).
When you become a client: business contact details for you and your colleagues, billing details, and information needed to deliver the project, such as access to systems or data you provide to us.
When you visit our website: our hosting provider automatically records basic technical information in server logs, such as your IP address, browser type, the pages requested and the time of the request. We use this only to keep the site secure and working. We don’t use analytics, advertising or tracking cookies on this site.
From other sources: occasionally we receive your details from someone else, for example a colleague who refers you, or publicly available business information. If we collect information about you this way, we’ll tell you when we first contact you, as required by the New Zealand Privacy Act (IPP 3A), unless an exception applies.
We don’t ask for sensitive information (such as health or financial account details) through this website. Please don’t include it in your messages.
How we use it
We use personal information to:
- reply to your enquiry and arrange calls or meetings
- prepare proposals and quotes
- deliver, support and invoice for our services
- keep our website and systems secure
- meet our legal, tax and accounting obligations.
We don’t use your information for unrelated purposes without your consent, unless the law allows it. We’ll only send you marketing emails if you’ve agreed to receive them, and every marketing email lets you unsubscribe, in line with the Unsolicited Electronic Messages Act 2007 (NZ) and the Spam Act 2003 (Australia).
If you choose not to give us some information, for example your email address, we may not be able to respond to you or provide our services.
Automated decisions and AI
We don’t use personal information collected through this website or our enquiry process to make decisions by computer programs, including AI, that significantly affect your rights or interests. If that changes, we’ll update this policy to explain the kinds of information and decisions involved before we start.
Who we share it with
We don’t sell, rent or trade personal information. We share it only with:
- Service providers who help us run our business, and only as needed for the service they provide:
- Vercel: website hosting and server logs
- Web3Forms: delivery of website form submissions to our inbox
- Skhedio: call bookings and scheduling
- our email, file storage and accounting providers
- Professional advisers, such as accountants or lawyers, under a duty of confidentiality
- Others where the law requires or allows it, for example to comply with a court order or to prevent a serious threat to someone’s health or safety.
When we deliver a project that involves your customers’ or staff members’ personal information, we handle it only on your instructions and as set out in our agreement with you.
Storing information overseas
Some of our service providers store or process information outside New Zealand, including in Australia and the United States. Before sharing information with an overseas provider, we take reasonable steps to make sure it will be protected in a way that is comparable to New Zealand and Australian privacy law, as required by IPP 12 (NZ) and APP 8 (Australia).
How we protect it
We take reasonable steps to protect personal information from loss, misuse, and unauthorised access, use, change or disclosure. These include encrypted connections (HTTPS) on our website, access limited to people who need it, and multi-factor authentication on the business accounts that hold your information.
No system is completely secure. If we have a privacy breach that is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and the people affected, as the New Zealand Privacy Act requires, and will follow the Australian Notifiable Data Breaches scheme where it applies to us.
How long we keep it
We keep personal information only for as long as we need it for the purposes above:
- Enquiries that don’t lead to work: up to 2 years, then deleted.
- Client records: for the length of our relationship, and then for as long as needed for legal, tax and accounting purposes (in New Zealand, business records generally for 7 years).
- Server logs: kept by our hosting provider for a short period, in line with its own policies.
Your rights: access and correction
You have the right to ask for a copy of the personal information we hold about you, and to ask us to correct it if it’s wrong. Email info@digitalice.me. Requests are free.
We’ll respond as soon as we reasonably can, and within 20 working days (the New Zealand Privacy Act limit; for Australian requests, within 30 days). If we can’t give you access or make a correction, we’ll explain why, and you can ask us to attach a statement of the correction you asked for.
Children
Our website and services are intended for businesses and adults. We don’t knowingly collect personal information from children under 16.
Complaints
If you have a concern about how we’ve handled your personal information, please contact our Privacy Officer first at info@digitalice.me. We’ll acknowledge your complaint promptly, look into it, and respond within 20 working days.
If you’re not satisfied with our response, you can complain to the regulator:
- New Zealand: the Office of the Privacy Commissioner, privacy.org.nz
- Australia: the Office of the Australian Information Commissioner, oaic.gov.au
Changes to this policy
We may update this policy from time to time. The latest version is always on this page, with the date it was last updated at the top. If we make significant changes, we’ll highlight them here.
Contact us
Privacy Officer, DigitalIce Email: info@digitalice.me