Privacy Statement

1. Who we are

SystemiqOS is a New Zealand business. Our privacy officer looks after how we handle your details.

• Email: [email protected]

2. Who this covers

• Our clients: the businesses that use SystemiqOS, and their team members
• People who enquire about SystemiqOS
• Visitors to systemiqos.com

It doesn't cover our clients' customers. When a travel business keeps its customers' details in SystemiqOS, we hold them on that business's behalf (Privacy Act 2020, section 11). We don't use them for our own purposes. That business decides how they're used, and its own privacy statement explains how. If you're one of their customers, contact them about your information. See clause 9 of our Terms.

3. What we collect

• Your name, business name, email, phone and business address
• Billing details. Your card is handled by our payment provider, so we never see the full number
• What you tell us when we set up and support your account
• Emails and messages between us
• Recordings and notes of our calls
• Login and activity records from the platform
• When you visit our website or fill in a form: what you enter, and basic visit details
• Details someone else gives us, such as your employer adding you to the platform, or a person who refers you

Sometimes we get your details from someone else. This statement covers that too, and we'll point you to it when we first contact you.

4. Why we collect it

• To set up, run and support your account
• To bill you and keep tax records
• To keep accounts secure
• To answer your questions
• To send you updates and offers (see section 11)

You don't have to give us your details. If you don't give us the ones we need for your account and billing, we can't set you up. NZ tax law requires us to keep billing records.

5. Who sees it

Your details go to the providers that help us run SystemiqOS:

• HighLevel (USA and India): the platform, our website and forms. HighLevel uses its own providers, including Mailgun for email and Twilio for texts.
• Our payment provider: card payments. It also uses payment details for its own fraud checks, under its own privacy policy.
• Anthropic (USA): the AI behind TripIQ, under Anthropic's commercial terms, which don't allow it to train its models on what we send.
• TripIQ hosting (Australia): runs TripIQ.
• TripIQ approvals (Australia): a database that holds TripIQ changes waiting for approval.
• Our business tools: email and files, AI writing tools, dictation tools, and video call, recording and note-taking tools. Some are based overseas, including in the USA.

We choose providers with written privacy and security terms. If you work for one of our clients, your business can see your logins and activity.

We never sell your details. We only share them with anyone else if the law requires or allows it, to prevent a serious threat to someone's safety, if we sell the business, or if you agree.

5A. Calls and recordings

We sometimes record or transcribe video calls, or use a note-taking tool, to keep accurate notes. We tell you at the start of the call or in the invite. Recordings and notes are stored in the USA. If you'd rather we didn't, say so and we'll turn it off. Ask us and we'll delete a recording.

5B. How we use AI

AI helps us draft documents and take notes. A person checks everything before it's used. We don't use AI to make decisions about you.

6. Where it's stored

Your details may be stored or processed in the USA, India and Australia. Our providers hold them on our behalf, and we check each provider's security and privacy terms before we use them.

7. How long we keep it

• Billing and tax records: 7 years from the end of the tax year, as NZ tax law requires
• Everything else: while you're our client, then 2 years. After that we delete it or remove your name from it.
• Enquiries that don't go ahead: 2 years from your last contact

Backup copies are gone once those backups expire.

8. Security

• Each person has their own login, with two-step login switched on.
• Each person only sees what they need.
• Data is encrypted when it moves between you and us.
• Our providers have written security and privacy terms.
• When someone leaves, we remove their access.

9. If something goes wrong

If a privacy breach has caused, or is likely to cause, serious harm, we tell the Privacy Commissioner and you as soon as we can, unless the law lets us hold off.

10. Cookies

We use cookies from HighLevel to keep you logged in, make forms work and count visits, and from our payment provider on payment pages. We don't use advertising trackers. You can block cookies in your browser, but some features may stop working.

11. Updates and offers

• Clients get our updates and offers while they're clients.
• Everyone else, including past clients, only if you've said yes.

Unsubscribe any time and we stop within 5 working days. Account and billing emails keep coming while you're a client.

12. Your rights

You can ask to see the details we hold about you, and ask us to correct them. It's free. Email [email protected]. We check who you are first and reply within 20 working days. If we don't agree to a change, you can give us a note saying what you think is wrong, and we'll keep it with your details. Someone can ask on your behalf with your written OK.

13. Complaints

Contact us first and we'll do our best to put it right. If you're not happy with our answer, contact the Office of the Privacy Commissioner: privacy.org.nz, 0800 803 909, PO Box 10094, The Terrace, Wellington 6143.

14. Changes

We may update this statement. If we make an important change, we email our clients first. The current version is always at systemiqos.com/privacy.

15. Contact

SystemiqOS · Auckland, New Zealand · [email protected] · systemiqos.com

SystemiqOS is a trading name of Angela Mills.