Privacy and Data Policy

Last Updated 18th of June 2025

Information We Collect
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Personal Information You Provide

When you interact with our website or services, we may collect:

Name, email address, phone number, and postal address
Company name and job title
Website URLs and business information
Payment and billing information
Communications you send to us
Project requirements and preferences
Marketing preferences and consent records

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Information Automatically Collected

We automatically collect certain information about your device and website usage:

IP address and geographical location
Browser type, operating system, and device information
Pages visited, time spent on pages, and click patterns
Referral sources and search terms used
Date and time of visits

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Cookies and Tracking Technologies

We use cookies, pixels, and similar technologies to:

Remember your preferences and settings
Analyze website performance and user behavior
Provide personalized content and advertisements
Measure the effectiveness of our marketing campaigns

For detailed information about our cookie usage, see our Cookie Policy section below.

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Legal Basis for Processing (GDPR)

Where GDPR applies, we process personal information based on the following legal bases:

Consent: When you explicitly agree to processing for specific purposes (marketing communications, cookies)
Contract Performance: To fulfill our service agreements and client obligations
Legitimate Interests: For business development, fraud prevention, and service improvement
Legal Obligation: To comply with applicable laws and regulations
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How We Use Your Information

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Service Delivery

Providing website design, SEO, and digital marketing services
Managing client projects and communications
Processing payments and maintaining accounts
Delivering performance reports and analytics
Providing technical support and maintenance

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Business Operations

Responding to inquiries and service requests
Improving our services and website functionality
Conducting market research and analysis
Managing our relationship with you
Protecting against fraud and security threats

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Marketing Communications

With your consent, we may use your information to:

Send newsletters and promotional emails
Provide relevant content and service updates
Conduct surveys and feedback requests
Invite you to events and webinars

You can withdraw consent and unsubscribe at any time using the links in our communications.

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Third-Party Service Providers

We work with trusted third-party services to deliver our services effectively. These providers may process your personal information on our behalf:

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Analytics and Performance Monitoring

Google Analytics: Website traffic analysis and user behavior insights
Google Tag Manager: Managing tracking codes and conversion measurement
Microsoft Clarity: User session recording and heatmap analysis
SEMrush: SEO performance tracking and competitive analysis

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Advertising and Marketing

Google Ads: Search and display advertising campaigns
Facebook/Meta Ads: Social media advertising and remarketing
LinkedIn Ads: Professional network advertising
Mailchimp/ConvertKit: Email marketing and automation

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Website Infrastructure

Webflow: Website hosting and content management
Cloudflare: Content delivery network and security services
AWS/Google Cloud: Data storage and processing infrastructure

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Business Tools

Stripe/PayPal: Payment processing
Xero: Accounting and invoicing
Calendly: Appointment scheduling
Slack: Internal communications (client data may be discussed)

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Client Service Tools

Google Workspace: Email, document sharing, and collaboration
Dropbox/Google Drive: File storage and sharing
Zoom: Video conferencing and client meetings

Each third-party provider is contractually obligated to protect your information and use it only for specified purposes. We maintain Data Processing Agreements with all providers handling personal information.

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Data Sharing and International Transfers

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When We Share Information

We may share your personal information:

With third-party service providers as described above
With our professional advisors (lawyers, accountants, consultants)
To comply with legal obligations or respond to lawful requests
To protect our rights, property, or safety
In connection with business transfers or mergers

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International Data Transfers

Some of our service providers are located outside New Zealand. When transferring data internationally:

To European Union: We rely on New Zealand's adequacy status under GDPR
To United States: We use providers participating in recognized frameworks like EU-US Data Privacy Framework
To Other Countries: We implement Standard Contractual Clauses or other approved safeguards

We ensure all international transfers include appropriate protections for your personal information.

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Data Security

We implement comprehensive security measures to protect your information:

Technical Safeguards: Encryption, secure servers, access controls, and regular security updates
Administrative Safeguards: Staff training, data access policies, and regular security audits
Physical Safeguards: Secure facilities and equipment protection

While we strive to protect your information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but will notify you of any material breaches as required by law.

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Data Retention

We retain personal information only as long as necessary for the purposes described in this policy:

Website Analytics Data: 26 months (Google Analytics default)
Marketing Communications: Until you unsubscribe, then archived for legal compliance
Client Project Data: 7 years after project completion for business and legal requirements
Payment Information: 7 years for accounting and tax compliance
Support Communications: 3 years after resolution

When data is no longer needed, we securely delete or anonymize it according to our data retention schedule.

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Your Privacy Rights

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Under New Zealand Privacy Act 2020

You have the right to:

Access your personal information we hold
Correct inaccurate or incomplete information
Request deletion where no longer required
Complain to the Privacy Commissioner if unsatisfied with our response

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Additional Rights Under GDPR

If you're in the European Union, you also have:

Right to rectification of inaccurate data
Right to erasure ("right to be forgotten") in certain circumstances
Right to restrict processing where you contest accuracy or object to processing
Right to data portability to transfer data to another service
Right to object to processing based on legitimate interests
Rights regarding automated decision-making and profiling

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How to Exercise Your Rights

To exercise any of these rights:

Email: hello@websonic.co.nz with "Privacy Request" in the subject line
Phone: 0800 454 707 during business hours
Post: Write to our Privacy Officer at the address above

We will respond to all requests within 20 working days (New Zealand) or 30 days (GDPR). We may need to verify your identity before processing requests.

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Making a Complaint

If you're unsatisfied with our response, you can complain to:

New Zealand Privacy Commissioner: privacy.org.nz or 0800 803 909
EU Data Protection Authority: If you're in the EU, contact your local supervisory authority

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Cookie Policy

We use cookies to make our website work properly and to understand how visitors use our site.

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Essential Cookies (Always Active)

‍These cookies are necessary for the website to function. They handle security, basic functionality, and keep you logged in. You cannot turn these off.

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Analytics & Performance Cookies

‍We use Google Analytics and Microsoft Clarity to understand how visitors use our site—what pages you visit, how long you stay, and where you came from. This helps us improve the website experience.

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Advertising Cookies

‍We use cookies from Google Ads, Facebook Pixel, and LinkedIn Ads to measure the effectiveness of our advertising campaigns and show you relevant ads on other platforms.

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Managing Cookies

You can control cookies through your browser settings:

Chrome: Settings > Privacy and Security > Cookies
Safari: Preferences > Privacy > Cookies
Firefox: Options > Privacy & Security > Cookies
Edge: Settings > Cookies and Site Permissions

To completely opt out of tracking, you can:

Block all cookies in your browser (note: this may affect website functionality)
Use browser extensions like uBlock Origin or Privacy Badger
Opt out of Google Analytics: tools.google.com/dlpage/gaoptout

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Third-Party Privacy Policies

Our cookies come from these third-party services:

Google: policies.google.com/privacy
Facebook/Meta: facebook.com/privacy
Microsoft: privacy.microsoft.com

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Children's Privacy

Our services are not intended for children under 13 years old. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will delete it promptly. Parents or guardians who believe we may have collected information from a child should contact us immediately.

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Client Data Processing

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Our Role as Data Processor

When providing services to clients, we may process personal information on their behalf. In these situations:

The client remains the data controller
We act as a data processor under their instructions
We maintain separate Data Processing Agreements with clients
Client data is kept confidential and separate from our marketing data

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Client Website Access

When managing client websites, we:

Access only the minimum data necessary for service delivery
Use secure, authorized access methods
Maintain logs of system access and changes
Separate development and production environments
Never use personal or production data for testing

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Business Transfers

If Websonic is involved in a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our website of any change in ownership or uses of your personal information.

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Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, services, or legal requirements. When we make material changes:

We will notify you by email if you have an account with us
We will post a prominent notice on our website
The "Last Updated" date at the top will be revised

Continued use of our services after changes take effect constitutes acceptance of the updated policy.

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Regional Specific Information

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For New Zealand Users

This policy complies with the Privacy Act 2020. For questions about your privacy rights in New Zealand, visit privacy.org.nz or call 0800 803 909.

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For European Union Users

This policy complies with GDPR requirements. Our legal basis for processing and your enhanced rights are outlined above. For EU-specific privacy questions, contact your local Data Protection Authority.

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For Other International Users

We apply privacy principles consistent with international standards. Contact us for region-specific information about your privacy rights.

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Contact Information

Privacy Officer: Isaac Edward Wilson
Email: hello@websonic.co.nz
Phone: 0800 454 707
Business Hours: Monday-Friday, 10:00 AM - 6:30 PM NZST
Postal Address: 1373 Dairy Flat Highway, Dairy Flat 0794, Auckland New Zealand

For general inquiries: hello@websonic.co.nz
For privacy-specific questions: Include "Privacy Request" in your subject line
For urgent privacy matters: Call during business hours

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Acknowledgment

By using our website or services, you acknowledge that you have read, understood, and agree to this Privacy Policy. If you do not agree with our privacy practices, please do not use our services.

This Privacy Policy is designed to be comprehensive and compliant with current privacy laws. It will be reviewed regularly and updated as needed to reflect changes in our practices, services, or legal requirements.

Company Information

Information We Collect‍