Privacy Policy (New Zealand)

My Maintenance are committed to providing quality services and support to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information. Protecting your privacy is very important to us and we take data privacy and its management very seriously.

We have adopted the Privacy Principles contained in the Privacy Act 2020 (NZ) (the Privacy Act). The Privacy Principles govern the way in which we collect, use, disclose, hold, secure and dispose of your Personal Information. This Policy is reviewed at least annually.

A copy of the Privacy Act 2020 and the Privacy Principles may be obtained from the website of the Office of the Privacy Commissioner at www.privacy.org.nz

We collect and manage Personal Information in an open and transparent way and have procedures and systems to ensure compliance with the Privacy Act and to deal with related inquiries and complaints.

In this Policy, we use the terms “we”, “us”, “our”, “My Maintenance” to refer to My Maintenance Systems Pty Ltd, and associated entities.

What is Personal Information?

Personal Information is information about an identifiable individual. Examples of Personal Information we collect include: your name, postal and street address, email address, telephone number, gender, age, profession/role, place of work, and various personal preferences. We also may collect your payment information, such as your credit card or direct debit information and bank account details, when you purchase a product or service from us.

This Personal Information is obtained in many ways including correspondence, interaction with our client support and sales teams, by telephone, by email, via our websites, from our systems, community forums, social media, from your website, from media and publications, from other publicly available sources, from cookies, applying for a job with us and from third parties. We don’t guarantee website links or policy of authorised third parties.

Anonymity and Pseudonymity

Where practicable, you may interact with us without identifying yourself or by using a pseudonym. For example, you may make a general enquiry about our products or services without providing your name. However, in many situations it is not practicable for us to deal with you anonymously or pseudonymously. For example, we cannot provide products or services under a contract, process a payment, create an account, or respond to a specific complaint without knowing who you are. In those circumstances, we will ask you to identify yourself.

How we collect and use your Personal Information

We collect and process different types of Personal Information depending on how you interact with us. In some cases, this may include information that shows who you are and/or is linked to you because of your interactions with us. In some circumstances, we may also collect sensitive Personal Information about you. We collect and use your Personal Information to:

• verify your identity;
• provide you with the products and services you’ve asked for;
• help us operate, protect, improve and develop our products and services and customise your experience;
• assist your authorised professional advisers, consultants and authorised suppliers;
• provide technical support to you and your authorised contacts;
• keep you informed about our products and services and those of our relevant business and joint initiative partners, and tailor this information to your needs and interests;
• enable secure access to our websites and systems;
• participate in any third party acquisition or potential acquisition of an interest in us or our assets;
• respond to any feedback, queries or complaints;
• host meetings and for attendance at conferences and trade shows;
• meet occupational health and safety and risk management requirements;
• meet financial management and auditing requirements;
• fulfil any legal and regulatory obligations;
• record recruitment related information or process a job application that you’ve submitted;
• to train our staff.
• We use Internet Protocol (IP) addresses to analyse trends, administer our websites and systems, track your navigation among web pages and gather broad information;
• Our web servers may also send a small data file known as a “cookie” to your internet browser or hard drive. We use cookies to track your onsite behaviour to ensure pages work correctly. We also use cookies to personalise and improve your experience with us. Some cookies collect Personal Information. Most web browsers allow you to adjust settings to erase cookies, disallow cookies, or receive a warning before a cookie is set. Please note that some parts of our websites and systems may not function fully if you disallow cookies;
• We may use the personal data we collect about you and other users of our websites and systems (whether obtained directly or from third parties) to produce aggregated and anonymised analytics and reports, which we may share publicly or with third parties;
• In some cases, we or third parties may use cookies and other technologies such as web beacons and JavaScript on our websites and systems in connection with online services like website analytics and surveys.

What is Sensitive Information?

Sensitive information includes information or opinion about an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information, as recognised under the Privacy Act 2020 (NZ).

Sensitive Information will be used by us only:

• For the primary purpose for which it was obtained;
• For a secondary purpose that is directly related to the primary purpose;
• With your consent; or where required or authorised by law.

Third Parties

Most of the information we collect, we collect directly from you. Sometimes we might collect personal data about you from other sources, such as publicly available materials or trusted third parties like our marketing and research partners. We use this information to supplement the personal data we may already hold about you, to better inform, personalise and improve our services, and to validate the personal data you provide.

Where we collect personal data, we’ll only process it:

• for the primary purpose for which it was collected;
• for a secondary purpose that is directly related to the primary purpose of collection;
• in accordance with a legal obligation;
• where we have your consent.

If we don’t collect your personal data, we may be unable to provide you with all our services, and some functions and features on our websites and systems may not be available to you.

Disclosure of Personal Information

Your Personal Information may be disclosed in several circumstances including the following:

• We may provide your Personal Information to our related companies and to third party service providers that we outsource functions to or partner with, in certain limited situations where it’s necessary for us to do so to provide our products and services or perform associated business activities;
• These third parties assist us by performing functions such as client contact, archiving, auditing, professional advisory, banking, data processing, marketing and advertising, data analysis, business intelligence, website and technology services. They may also provide products and services that integrate with or complement our solutions;
• Each of the third parties that we contract with is carefully selected and is only authorised to use your Personal Information in a secure way that’s necessary for them to perform their service to us;
• We’ll also disclose your Personal Information if we are required by law or permitted by the Privacy Act 2020 (NZ) to do so.

Security of Personal Information

Your Personal Information is stored in a manner that reasonably protects it from misuse, interference, loss, unauthorized access, modification or disclosure.

• We typically hold the Personal Information that we collect either on electronic databases or as hard copy documents.
• The security of your Personal Information is fundamental to the way we do business. We take all reasonable steps to protect Personal Information from misuse, interference, loss, and unauthorised access, modification or disclosure. Our security measures include: access controls and authentication requirements (including multi-factor authentication for privileged and remote access); encryption of sensitive data in transit and at rest using current industry-standard protocols; physical security controls over facilities where Personal Information is stored; regular security assessments and vulnerability testing of our systems; staff cyber security awareness training; and incident response procedures. We also take steps to ensure that third-party service providers who handle Personal Information on our behalf maintain appropriate security standards.
• We do this by employing a range of security measures to protect the Personal Information that we hold. For example, our web pages that request Sensitive Information may employ encryption technologies such as Secure Sockets Layer (SSL);
• Whilst we take all reasonable measures to protect your Personal Information when it’s in our hands, it’s important to note that we’re unable to guarantee the security of the internet. In addition, if you use email to send and receive your Personal Information, please be aware that the information may be less secure in transit;
• When Personal Information is no longer needed for the purpose for which it was collected, or we are no longer required by law to retain it, we will take reasonable steps to destroy or permanently de-identify it. Our retention schedule is as follows: client files and records (including contract, service, billing and support records) are retained for a minimum of 7 years from the date of last activity or the end of the client relationship, whichever is later; general enquiry and correspondence records are retained for 2 years; job application records are retained for 12 months from the date of the relevant recruitment decision; staff records are retained in accordance with applicable employment legislation; and marketing preference records are retained until you withdraw consent or opt out, after which they are updated or deleted promptly. Records required to be retained by law will be kept for the legally mandated period.

Notifiable Privacy Breaches

Under the Privacy Act 2020 (NZ), we are required to notify the Office of the Privacy Commissioner and affected individuals if a privacy breach has occurred that has caused, or is likely to cause, serious harm. If we become aware of such a breach, we will take prompt steps to contain it, assess the level of harm, and notify affected parties and the Office of the Privacy Commissioner as required by law.

Access to your Personal Information

Under the Privacy Act 2020 (NZ), you have the right to request access to the Personal Information we hold about you, and to request correction of that information. If you wish to access your Personal Information, please contact us in writing.

My Maintenance will respond to your access request within 20 working days of receipt, as required under the Privacy Act 2020 (NZ). We will not charge a fee for making an access request, however we may charge a reasonable fee to cover the cost of providing access where permitted. To protect your Personal Information, we may require you to verify your identity before we release the requested information. In some circumstances we may be required or permitted by law to refuse your access request in whole or in part. If we refuse access, we will provide you with written reasons for the refusal and inform you of your right to complain to the Office of the Privacy Commissioner at www.privacy.org.nz or by calling 0800 803 909.

Maintaining the quality of your Personal Information

We take reasonable steps to ensure that the Personal Information we collect, use and disclose is accurate, up to date, complete, relevant and not misleading. If you believe that Personal Information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us as soon as practicable using the details below so we can update our records.

Unsolicited Personal Information

Sometimes we may receive Personal Information about you that we did not solicit. If we receive unsolicited Personal Information, we will promptly assess whether we could have collected that information under Information Privacy Principle 1 (i.e. whether it is collected for a lawful purpose connected with a function or activity of the agency). If we determine that we could not have collected the information, we will destroy or de-identify it as soon as practicable, provided it is lawful to do so.

Direct Marketing

We may use your Personal Information to keep you informed about our products, services and promotions where permitted under the Privacy Act 2020 (NZ) and the Unsolicited Electronic Messages Act 2007. If you do not wish to receive direct marketing communications from us, you may opt out at any time by: clicking the unsubscribe link in any marketing email we send you; contacting us in writing at enquiries@mymaintenance.com.au ; or telephoning us on +61 1300 128 888. We will honour all opt-out requests promptly and within a reasonable time. Please note that even if you opt out of marketing communications, we may still contact you for non-marketing purposes related to your account or the services you have requested.

Overseas Disclosure of Personal Information

In the course of providing our services, your Personal Information may be disclosed to, or stored by us in countries that we operate in, or service providers located or overseas. Under the Privacy Act 2020 (NZ), before disclosing Personal Information to an overseas recipient, we take reasonable steps to ensure the recipient will protect the information in a manner consistent with the Privacy Act, or we obtain your authorisation for the overseas disclosure. Where we use cloud hosting, software platforms or other technology services provided by companies based in countries including the United States of America, the United Kingdom, and Australia, we take steps to ensure appropriate privacy protections are in place. Please contact us if you wish to know more about the countries to which we may disclose your Personal Information.

Artificial Intelligence and Your Personal Information

Where we use artificial intelligence (AI) tools in the course of our business, we take steps to ensure that Personal Information is not entered into public or unauthorised AI systems without appropriate safeguards. We do not use your Personal Information to train or fine-tune third-party AI models without your consent or a lawful basis under the Privacy Act 2020 (NZ). If you have questions about how AI tools interact with your Personal Information, please contact us using the details below.

Correction of Personal Information

Under the Privacy Act 2020 (NZ), you have the right to request correction of Personal Information we hold about you if it is inaccurate, out of date, incomplete, irrelevant or misleading. To make a correction request, please contact us in writing using the details below. We will respond to your request within 20 working days. If we agree that correction is required, we will take reasonable steps to correct the information. If we do not agree that correction is required, we will notify you of our reasons and you may request that we attach a statement to the information noting that you believe it requires correction. If you are not satisfied with our response, you may lodge a complaint with the Office of the Privacy Commissioner.

Privacy Policy, Enquiries and Complaints

If you have any queries about this Privacy Policy, or about the way we collect, hold, use or disclose your Personal Information, or if you wish to make a complaint, please contact us using the details below. We are committed to resolving privacy complaints fairly and promptly.

enquiries@mymaintenance.com.au

Telephone +61 1300 128 888

When we receive a complaint, we will: acknowledge receipt promptly (and in any event within 5 working days); investigate the complaint thoroughly and impartially; and provide you with a written response setting out our findings and any action we have taken or propose to take, within 20 working days of receiving the complaint. If we are unable to resolve your complaint within 20 working days, we will advise you of the reason for the delay and the expected timeframe for resolution.

If you are not satisfied with our response, you may refer your complaint to the Office of the Privacy Commissioner (OPC): Online: www.privacy.org.nz | Telephone: 0800 803 909 | Post: PO Box 10094, The Terrace, Wellington 6143.

Policy Updates

This Policy may change from time to time. We review this Policy at least annually and will publish the updated version on our website when changes have been made. We encourage you to check this Policy regularly.